To sync SharePoint to File Explorer, open the document library in your browser, select the three dots and choose Sync, then sign in to OneDrive when asked. The library appears in File Explorer under your organisation's name. Microsoft recommends adding a OneDrive shortcut where you can.
Working in a browser is fine for a quick edit, but if you open the same SharePoint files every day, having them in File Explorer is far more comfortable. You drag, drop and double-click like any other folder. There are two ways to do it, and Microsoft prefers one of them. Here's both, how to set up Files On-Demand so you don't fill your disk, and the checks that tell you it's working.
Two ways to get SharePoint files on your computer
| OneDrive shortcut | Sync button | |
|---|---|---|
| What it does | Adds a shortcut to the shared folder in your OneDrive | Syncs the library to this one computer |
| Works on | All your devices | A specific device |
| Performance | Better, according to Microsoft | Good, but behind the shortcut |
| Microsoft's advice | Recommended where available | Use if you need the sync button |
Microsoft says both let you reach files in File Explorer or Finder, but shortcuts make the content accessible on all your devices, whereas sync belongs to the computer you set it up on. It also says shortcuts offer improved performance, and recommends them as the more versatile option when they're available. If your organisation offers a shortcut option on the library, try that first.
Sync a library with the sync button
- In your browser, open your SharePoint site and go to the library you want.
- Select the ellipses icon (the three dots) and choose Sync from the menu.
- If your browser asks for permission to use OneDrive, confirm it's OK.
- Sign in to OneDrive to start syncing and finish the setup.
You only need to do this once per computer. After that the files stay in step automatically.
Turn on Files On-Demand first
Syncing a big library can swamp a small disk. Files On-Demand lets you see everything without storing it all. On Windows, select the OneDrive cloud icon in the notification area, then Settings, then the Settings tab and Advanced settings. Under Files On-Demand, choose either Free up disk space or Download all files. Microsoft notes that on Windows 10 the OneDrive desktop app is already on your computer, but you still need to turn Files On-Demand on in its settings.
- Free up disk space: files appear in the folder but download only when you open them.
- Download all files: everything is kept on this computer, so it works offline.
Find your files
Once synced, your SharePoint files appear in File Explorer under the name of your organisation. On a Mac, they show in Finder. Each synced location gets its own subfolder, so you can tell sites and libraries apart. You can then copy or move files between your computer and SharePoint from your own file system, just like with any folder.
Check the sync status
Select the blue OneDrive cloud icon in the Windows notification area to see the status of your files, add an account or change other sync settings. It's the first place to look if a file seems to be missing or out of date.
If it doesn't work
- If the sync button gives you a message about the site not being set up, ask your IT administrator. Some organisations configure this centrally.
- Check you're signed in to OneDrive with your work or school account.
- Make sure you have a stable internet connection while the first sync runs.
- Look at the status icon for errors on specific files.
- Don't use very long file names or unusual characters, as they can stop a file syncing.
Good habits when syncing
- Sync only the libraries you use regularly.
- Move or copy files inside the synced folder, so the changes upload.
- Don't edit the same file in two places at once.
- Remember that deleting a synced file can remove it for everyone. Check what you're deleting.
For a wider look at the tools around SharePoint, my guide to Microsoft tools for small businesses is a useful companion.
A worked example: your team's project library
Say your team keeps all client documents in a SharePoint library. Open the library in your browser, choose Sync once and sign in. A folder with your organisation's name appears in File Explorer, with a subfolder for the library. Set Files On-Demand to free up disk space, and you'll see every file name without storing every file. Open a document and it downloads, edit it, save it, and the change uploads on its own. A colleague opening the same library an hour later sees your version. That's the whole benefit: file-system comfort with shared-library control.
Want AI doing the heavy lifting in your marketing?
I build the systems that handle the boring 80 percent, so you get your week back. Done properly, with the human kept in.
What to be careful about
- Shared libraries mean shared deletions. If you delete a synced file, it may disappear for colleagues too. Check before you clear things out.
- Offline edits catch up later. If you work offline, changes upload the next time you connect, so be careful if somebody else edits the same file meanwhile.
- Access follows permissions. You'll only see libraries you have rights to. Data access is a governance matter; my notes on Power BI data governance apply the same thinking to reports.
- Don't sync everything. Pick the libraries you use, or your disk and your sync status will fill up.
My verdict
Add a OneDrive shortcut if you can, because Microsoft says it works on every device and performs better. Otherwise use the Sync button once, turn on Files On-Demand to protect your disk, and check the blue cloud icon if anything looks wrong.
Frequently asked questions
How do I sync SharePoint to File Explorer?
Open the library in your browser, select the ellipses icon, choose Sync and sign in to OneDrive. The files then appear in File Explorer.
Is a OneDrive shortcut better than syncing?
Microsoft recommends shortcuts as more versatile because they work on all devices and perform better, while sync is tied to one device.
What is Files On-Demand?
A OneDrive setting that lets you choose between freeing up disk space, so files download only when opened, or downloading all files.
Where do synced SharePoint files appear?
In File Explorer under your organisation's name, or in Finder on a Mac, in separate subfolders for each location.
How do I check the sync status?
Select the blue OneDrive cloud icon in the Windows notification area.
