If you work with a SharePoint site’s File Library on a regular basis, you probably already know that the files are accessible by going to the SharePoint site in your web browser. It’s also possible to sync your SharePoint files to a folder on your computer. This allows you to work with SharePoint files directly in File Explorer and access them even when you’re offline. When you go back online, any changes you made to those files will sync automatically.

How to Set Up Syncing

  1. Open the SharePoint File library or folder you want to sync in your web browser.
  2. Select Sync in the toolbar above the file list. (NOTE: If your browser asks you for permission to use OneDrive, choose Allow or OK)

Screenshot showing Sync button on a SharePoint library.

  1. Sign in to OneDrive if necessary.
  2. OneDrive will begin syncing your SharePoint files automatically.

How to Access Synced SharePoint Files from Explorer

Once you’ve set up syncing, SharePoint files will appear in the left sidebar of File Explorer under an icon labeled PacRes Mortgage. Each folder under this icon will represent a single SharePoint File Library.

Graphical user interface, application, Teams Description automatically generated

You can copy or move files from your computer right to these SharePoint locations the same way you would with any other file.

Working Online and Offline

Synced SharePoint files use the same status icons as OneDrive. It’s important to track the status of your files using these icons to determine whether you need to be online to work with files or not.

 

Blue Cloud Icon

OneDrive online file icon

This means the file is online only. This is the default for all SharePoint files. You will need to be connected to the internet to open this file.

Green Tick Icon (Outlined)

OneDrive locally available file

This means the file has been downloaded and is available. Online only files get this status when you open them for the first time. Since the file has been downloaded, you can open it when offline.

 

Green Tick Icon (Filled)

OneDrive always available file icon

This file is marked as Always Available. It’s downloaded and ready to use online or offline. You have to manually enable this status by right clicking the file and choosing Always keep on this device

 

Files with this status will always be synced. Please note that this means the file will always use up space on your device, so use this setting sparingly.

Best Practices

In order to save space on your computer, only download the files you need and keep files you set to Always Available to a minimum. If you need to free up space, you can right click on any SharePoint file or folder in Explorer and choose Free up space. This will make the file Online Only again, which means it won’t use space on your computer anymore. You may want to make a habit out of doing this for any file you are done working with.