In addition to files in your OneDrive, as well as the new OneDrive PC Folder Backup feature, the OneDrive Sync Client can also allow you to access your departmental SharePoint files in the same place you access all your other files - directly within File Explorer (or Finder in macOS), without needing to go through a web browser. This can make opening and saving files stored in SharePoint much faster and easier, eliminating the need to repeatedly download and re-upload documents through a web browser as you edit them. Additionally, you can save and open SharePoint files the same way you would any other, even when using software that doesn't directly connect to the O365 cloud (a feature mostly exclusive to Office applications).
To achieve this, you’ll need to sync the contents of the SharePoint site to your computer. With the added benefit of Files On-Demand (enabled by default), you can safely sync your files without worrying about your hard drive filling up with everything on the SharePoint site.
You can also sync any other folder within O365 this way, whether the folder is in a Group or Team, a folder that's been shared with you, or any other location where you see the "Sync" button described below. For this example, we'll be syncing the document library of a departmental SharePoint site.
Note: If you’re using a Mac, please make sure you have the latest version of OneDrive installed on your computer. Please see our
IT Knowledge Base article for details.
How to sync your SharePoint files
- Navigate to the desired SharePoint site from a browser as you normally would, and click Documents on the left of the screen.
- At the top menu, click the Sync button.
Note: You may receive a dialog box asking if you would like to open OneDrive. You can safely click on the Open Microsoft OneDrive button.
- Click Sync Now on the following window, and you will receive a popup stating that your SharePoint library is available to view. Simply navigate to the "Stonehill College" folder within File Explorer on Windows (or Finder on macOS) to view your synced Department Sites.
Sync Icons
When viewing your files and folders in Windows after sync is turned on, they will all still display regardless of their sync status for easy access.
In the example pictured below, all files are synced, however:
- The entire "Meeting Notes" folder has been set to "Always keep on this device." (solid green checkmark)
- "Test Document 1.docx" has been accessed within the past 30 days, so it's currently available offline. If it's not accessed again within 30 days, it will "offload" the local copy, but still be accessible and will download again once accessed. (unfilled green checkmark)
- The other three documents (with blue cloud icons) have not been accessed within the past 30 days, nor set to "Always keep on this device", and are therefore accessible with an active internet connection. Once accessed, they will automatically download and remain available offline for up to 30 days of inactivity before offloading once more.
Free up space
By default, OneDrive sync client will automatically offload any locally stored copies of synced files if they have not been used in more than 30 days. Once offloaded, these files will appear as a cloud icon on your computer, indicating that they are not stored locally on your computer. They can be opened like any other file on your computer; before the file opens it will be downloaded automatically.
Note: "Online-only" files (those sporting a blue cloud icon) are not accessible without an Internet connection. If you have certain files or folders you want to always be accessible even when offline, or otherwise anticipate working in an area without internet access, it is important to at least open those files and ensure they are downloaded to your computer in advance. Alternatively, you can set them to "Always keep on this device" to ensure they're accessible while offline. Review the section on
sync icons so you're completely comfortable with what each means.
Keep files local
If you have certain files or folders that you want to ensure are always accessible no matter what, even offline, you can! Right-click on any file(s) or folder(s) and select Always keep on this device, and the icon will change to a filled-in green checkmark. This indicates that the local copy of those files or folders will never get offloaded, even after 30 days of inactivity. This is particularly beneficial for people using laptops who anticipate working in an area without Wi-Fi.
