Microsoft OneDrive - Syncing Teams and SharePoint Files with Local Computer
Revision Date: 3/26/2025
When using collaboration tools such as Teams and SharePoint, you can streamline your workflow by syncing cloud-based files with your local computer. This allows you to modify files on your local computer, and any changes made will automatically update the copies of those files in the cloud. This allows others to access the most recent copy of any shared file or document without you first having to upload that file manually.
Instructions:
1. Log into your Microsoft 365 account.
2. From your M365 Home Page, navigate to App Launcher (Grid of Dots in top Lefthand Corner) > OneDrive.
3. Once in OneDrive, under Quick Access, locate the name of the Teams or SharePoint site you wish to sync with your computer. If you cannot find the team under Quick Access, click on More places... to see additional options.
4. Press Sync to begin syncing files with your computer.
5. You will now be notified that your files are syncing. If OneDrive does not open, click on the link in the popup to download OneDrive. If a permissions box opens asking if OneDrive can launch, agree and check the box to always allow.
6. Once the sync begins, File Explorer should open to your OneDrive folder. Here, you may access all your files synced with the cloud.
7. Next to any documents or folders, you will see either a Cloud Icon or a Check Mark next to each item. This indicates where that file is stored:
Cloud Icon: The file is currently stored in the cloud, and you can access it and modify it while you have network connectivity. If you leave the network, you won't be able to access the file until you reconnect, and any changes not saved will not be updated in the cloud.Check Mark: The file is synced, and a copy has been saved locally on your computer. You can access the file and make changes to it even when off the network. When you next sync your files, and changes made will be updated to the cloud.
8. If you wish to save a copy of any file on your local computer, click the check box next to the file(s) you wish to keep (if box is invisible, hover over the name of the file). Next, right-click on any of the selected files, and click Always keep on this device in the dropdown menu. After syncing, you will now always have these files even when off the network.
Further Notes:
- Instead of having to manually go to the Teams or SharePoint site and clicking Upload to add files, once synced you can upload files simply by copying and pasting them into the intended folder inside your local copy of OneDrive. Additionally, you can also create new files directly into those synced folders and any new files will automatically get uploaded/synced with the cloud
- When creating new files inside the web interface for Teams/OneDrive/SharePoint, it can take up to 10 minutes or more for those files to show on your local device.
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