Synchronizing a SharePoint document library with your PC is straightforward. Simply navigate to the relevant document library in SharePoint Online and click the “Sync” button at the top of the screen. SharePoint will then prompt you to install the correct OneDrive for Business software if it is not already installed on your device. Once installed, OneDrive will download all the files from the document library to your local system and set up ongoing synchronization.
However, maintaining document sync can sometimes be challenging due to various issues. In this post, we will address common problems and solutions to ensure continuous synchronization, providing you with a seamless experience using SharePoint and File Explorer.
Step by step process, how to sync:
- Click on the OneDrive cloud icon in your system tray at the bottom of your Desktop.
- Select “Help & Settings” (cog icon).
- Click on “Settings” in the dropdown.
- In the OneDrive settings window, stay on the “Account” tab.
- Click on “Choose folders.”
- Ensure that the folders you want to sync are checked.
- Sign in to your Microsoft 365 account and open SharePoint.
- Navigate to the SharePoint site that is not syncing with File Explorer.
- At the top of the SharePoint site, click on the “Sync” button. This will prompt OneDrive to start syncing the selected SharePoint files to your desktop.
Grant Necessary Permissions:
- During the syncing process, make sure you grant any required permissions.
- Once permissions are granted, the documents should start syncing to your desktop File Explorer (formerly Windows Explorer).
Troubleshoot Issues:
If the files still do not sync, there may be issues related to specific files or software. Common issues include:
- Invalid file names (e.g., containing special characters like “#”).
- File size limitations.
- Connectivity problems.
- OneDrive or SharePoint software needing updates.
The steps above should work if the files you wish to sync are not invalid or corrupted, as some sync issues are a direct result of invalid or broken files.
 |
Issues to look out for if SharePoint doesn’t sync with file explorer:
Check OneDrive Status:
- In Windows 11, document uploads to SharePoint and OneDrive are primarily managed through OneDrive. Look for the OneDrive icon in your system tray (a white or blue cloud icon). Ensure that OneDrive is running and that there are no error indicators (such as a red “x”).
Pause and Restart Sync:
- First, try pausing the sync by right-clicking the OneDrive system tray icon and selecting “Pause syncing.” After a few moments, right-click the icon again and select “Resume syncing.” This forces OneDrive to re-examine the files it needs to synchronize and can resolve temporary sync issues.
Check SharePoint Limitations:
- Ensure you are not inadvertently violating SharePoint’s rules. The “#” symbol in a file name is a common offender and is not allowed in SharePoint Online. Other issues that can cause sync problems include long filenames, large files, and a high number of entries.
Duplicate, Sync, Remove, Rename:
If a file isn’t synchronizing (indicated by a red “x” on the file icon in File Explorer instead of a green checkmark or blue sync symbol), try the following steps:
- Copy and paste a duplicate of the file in its current location.
- Allow the new file to upload (it will have the same name as the original but with “copy” appended to the end).
   |
Further actions to take when SharePoint doesn’t sync with file explorer:
A highly recommended solution to resolve the issue is upgrading to the new SharePoint Sync client. You will have to enable it in the SharePoint Admin Dashboard, under settings. It is a significantly huge difference from the “classic” SharePoint sync, Please ensure you contact a member of the Microsoft team to see if it’s a validated solution, and if so they will help, many third party companies have a full team of IT professionals who are proficient in all content related to Office 365 available for you if you require its services.
In-depth step by step process: How to fix SharePoint won’t sync with file explorer
- First, you want to locate OneDrive using the taskbar at the bottom of the taskbar. This may be located behind the arrow so you may need to click on the arrow to show OneDrive. However in this case the OneDrive icon is in the taskbar so we can just click it as it is.
- Once this is clicked it will bring up a panel for you to select Next you need to click on the “cog” icon, this will bring you to the help and settings panel which is there to manage OneDrive preferences. Once you are in the help and settings panel you need to click on settings.
- Stay in the “Account” tab, click “Choose folders” and ensure the folders you want to sync are checked.
Note: In older versions of OneDrive, you needed to ensure that “Files On-Demand” was selected. However, this option is now active by default.
- Next sign in to Office 365 and navigate to Sharepoint using the app launcher illustrated by nine dots or SharePoint natively and click on documents, this will bring you to your sites where the document library is located.
- Next, locate your site and click on it. I’ll be using my colleague’s test-site.
- Once you are on the site you can then navigate to your library files by clicking on document.
- At the top there will be a menu and here you will need to click on sync.
- This will bring up the final panel and here you need to allow permissions to sync with your device.
Once this is complete the files will start to sync with your desktop explorer and you will see a copy downloaded to your device and the cloud as you set files on demand.