Syncing SharePoint Data Directly to Your Computer

 

 

Introduction

With Microsoft 365 you can access the same document from a variety of starting points:

  • From a SharePoint site (e.g., within a document folder)
  • Within the Teams desktop app (e.g., from Posts, or Files tab)
  • Directly from desktop, mobile or browser applications (e.g., Microsoft Word, PowerPoint)

OneDrive Desktop

In some situations, it is preferable to open the document directly from your computer (e.g., from Finder in macOS, or Windows Explorer). 

Option 1: Sync a Shared library

RECOMMENDED - This method produces a cleaner view of shared libraries, separate from your personal folders and files. 

Explanation

  • Makes an entire site library, channels or selected subfolders accessible on your computer, through the OneDrive desktop app.
  • Libraries do not appear within the My Files section of the browser OneDrive app
  • Libraries only appear within the OneDrive - Shared Libraries - Emily Carr University of Art + Design section of your computer finder

  • Synced folders remain visually distinct from your personal documents and files

Instructions: Sync Shared Libraries

  

 

Step 1:

Navigate to the SharePoint document location of interest, and click the Sync button.

 

You may sync the entire Teams site, a channel from its root, or from within any folder or subfolder.

  

Step 3:

Allow some time for the sync to complete.

If you already have a folder at the root of your OneDrive with the same name, or if the link already exists you may get an error.

  

 

Step 4:

Enure you are signed into the OneDrive desktop app on your computer.

 

You may need to enter your credentials and complete a 2FA prompt.

  
Uploaded Image (Thumbnail)

*click on the image to zoom in*

Step 4:

Open OneDrive - Shared Libraries - Emily Carr University of Art + Design on your computer.

 

This should appear next to your personal OneDrive directory on your finder or file explorer.

  

Step 5:

The SharePoint files within this folder can now be opened the same as any file from your computer.

 

When opening for the first time, please allow a few moments for a file to download (i.e., sync) to your computer, before it opens.

  

Option 2: Add Shortcut to OneDrive

CAUTION  - This method is not recommended if your OneDrive is cluttered, as the shortcuts will become mixed together with your personal documents and folders.

 

  • This makes an individual SharePoint subfolder accessible within OneDrive My Files section of the browser OneDrive app, where they will be sorted alongside your personal documents and folders.

  • Shortcuts also appear within the OneDrive - Emily Carr University of Art + Design section of your computer finder.

  • Shortcut folders are sorted alongside your personal folders and files, and can also be nested into existing personal subfolders within OneDrive.

 

Instructions: Add Shortcut to OneDrive

  

 

Step 1:

Locate your folder in Microsoft Teams App or SharePoint.

 

Either method will work the same.

  

Step 2:

Click the folder link icon to Add shortcut to OneDrive.

  

Step 3:

Ensure the link was successfully added.

If you already have a folder at the root of your OneDrive with the same name, or if the link already exists you may get an error.

  

Step 4:

Open the OneDrive desktop application on your computer to find the shortcut you created.

If it's your first time using the app, you may need to sign in with your ECU credentials.

  

Step 5:

The SharePoint files within this folder can now be attached to an email, the same as any file from your computer.

See our File Attachments article for mail-client specific instructions.

  

 

Use Cases

Use
Avoid 
Explanation
Opening older PDF versions. OneDrive Shortcut, Shared Library Sync Teams, SharePoint    Certain older PDF files will not display properly unless opened with the Acrobat Pro desktop app from your computer.
Working with large or unique media files. OneDrive Shortcut, Shared Library Sync Teams, SharePoint  Although both Teams + SharePoint (Stream) can playback video files, you may need to open larger or unique production file types directly from a desktop application (e.g., Quicktime Player, Photoshop).
Emailing a SharePoint file as an attachment. OneDrive Shortcut, Shared Library Sync Teams, SharePoint  It is not possible to include a SharePoint file as a unique attachment, unless you upload it from your computer. See this article for more information.
Occasional access to some files in a SharePoint library, from your computer. OneDrive Shortcut Library Sync OneDrive shortcuts allow you to target a specific subfolder and sort it alongside your personal documents for easy access.
Frequent access to all files in a SharePoint library, from your computer. Shared Library Sync OneDrive Shortcut The 'Sync' button allows you to sync an entire site, channel or subfolder but also keeps these folders visually distinct from the clutter of your personal OneDrive.

 

Other Resources

Microsoft

https://support.microsoft.com/en-us/office/sync-sharepoint-and-teams-files-with-your-computer-6de9ede8-5b6e-4503-80b2-6190f3354a88

Was this helpful?
0 reviews
Print Article