Managing SharePoint documents efficiently can often be a challenge, especially when it comes to keeping files synchronized and up-to-date. In this blog post, we will address these concerns by providing a comprehensive guide on how to sync (and un-sync) SharePoint from OneDrive.
With our step-by-step instructions, you’ll be able to effectively remove or add SharePoint to file explorer, ensuring they remain organized and readily available across different devices and locations. So, without further ado, let’s delve into the world of SharePoint file management and learn how to optimize your document management process.
Key Takeaways
Accessing SharePoint: Utilize modern web browsers to log in to SharePoint, navigate to desired content, and interact with files efficiently.
Integrating with File Explorer: Seamlessly add SharePoint to File Explorer for a more integrated experience with your local file system.
Syncing SharePoint Sites: Sync Office 365 or SharePoint libraries to ensure files are always available, even offline, across different devices.
Stopping Sync: Prevent two-way synchronization by stopping the sync of specific SharePoint document libraries, maintaining file integrity.
Un-Syncing SharePoint Sites: Easily un-sync SharePoint folders to remove them from your computer, simplifying file management and reducing clutter.
Deleting Synced Files: Manage synced files effectively by deleting them from local folders and OneDrive with proper precautions to avoid data loss.
How to Access SharePoint
To access SharePoint effectively, follow these steps:
Open a Modern Web Browser: Use Microsoft Edge, Google Chrome, or another up-to-date browser for optimal compatibility with Microsoft 365 services.
Enter the SharePoint URL: Navigate to the SharePoint site provided by your organization by entering the URL in your browser’s address bar.
Log In: Authenticate with your organization’s credentials to gain access to the SharePoint environment.
Navigate to Your Content: Once logged in, proceed to the desired team site, document library, or specific folder within SharePoint.
Interact with Files and Folders: You can now engage with the content stored in SharePoint, including viewing, editing, and managing files.
For a more integrated experience with your local file system:
Sync with OneDrive: Utilize the OneDrive sync app to synchronize SharePoint data with your computer’s File Explorer. This provides seamless access to SharePoint files and folders directly from your desktop.
Add Shortcut to My Files: Create a shortcut to your SharePoint folder in your OneDrive for quick access.
Map a Network Drive: Although less common, you can map a network drive to the SharePoint online document library for persistent access.
How to Add SharePoint to File Explorer
To add SharePoint to File Explorer, you can follow these steps:
Open File Explorer: Use the Windows File Explorer application on your computer.
Map Network Drive: Click on the “Map network drive” button in File Explorer.
Choose Drive Letter: Select a drive letter for the mapped network drive.
Enter SharePoint URL: Enter the URL of your SharePoint site or document library.
Enter Credentials: If prompted, enter your credentials to authenticate access to SharePoint.
Access SharePoint Files: Once the mapping is complete, you can access SharePoint files and folders directly through File Explorer using the assigned drive letter.
How to Sync a SharePoint Site
You can sync the files in your Office 365 or SharePoint libraries so they’re always available on your computer, even when you’re offline.
Click the sync button on the SharePoint site you want to sync files from.
If your browser asks for permission to use OneDrive, confirm that it is ok.
Sign in to OneDrive to start syncing your files and finish the OneDrive setup.
Once you synced files, you’ll see your SharePoint files in file explorer under the name of your organization.
On a Mac, the files will appear on Mac Finder.
Each location will appear in a separate subfolder. Now, you can copy or move files from your computer to the SharePoint folder, right from your files system.
You can also click the OneDrive cloud sync app icon in the notifications bar to check the status of your files, add an account, or managed other sync settings. Now, you can use the OneDrive app to sync all your files.
How to Stop Syncing a SharePoint Document Library
You might be wondering why we need to stop the sync of a SharePoint document libraries, well, what most people ignore is the fact that this is a two-way synchronization. It means that any changes that you make on the local folder or on your device are saved as well on the shared SharePoint document library.
This suggests that if you or any of your coworkers delete a file or a synced folder on their device, it will also be deleted from the SharePoint library.
To stop syncing a SharePoint document library, follow these steps:
Open File Explorer: This is where you can manage your files and folders in Windows.
Navigate to OneDrive: Find the location in File Explorer where your SharePoint document library is synced. This is typically under the OneDrive folder.
Right-click Library: Right-click on the specific SharePoint document library folder that you wish to stop syncing.
Select “Stop Syncing”: In the context menu that appears, look for an option like “Stop syncing” or “Stop syncing this library.”
Confirm Action: You will likely be prompted to confirm that you want to stop syncing the folder. Once confirmed, the sync will be discontinued.
It’s important to note that stopping the sync will prevent future changes in the SharePoint document library from being reflected in the local folder and vice versa. However, it will not delete the local copy of the files that have already been synced. If you want to remove the local files, you’ll need to delete them manually after stopping the sync.
Remember, the exact steps may vary slightly depending on the version of OneDrive and Windows you are using. Always make sure to follow any additional instructions specific to your organization’s setup.
How to Un-Sync a SharePoint Site
In order to un sync a folder, you must follow these steps:
Right-click on the OneDrive icon: in the system tray and choose Settings.
Go to the Accounts tab: Here, you’ll observe all SharePoint folders being synchronized with your computer. Identify the folder you’d like to remove and click Stop Sync. If you need to remove multiple folders, click Stop Sync for each of them. A notification will appear indicating that the folder’s syncing will be halted; click Stop Sync again.
Within File Explorer, you’ll notice that the folder’s status no longer displays a cloud, green checkmark, or sync icon. As long as the icon has disappeared, it’s safe to delete the files from your computer without affecting their presence in the cloud.
How to Delete a OneDrive Synced File (Windows Explorer)
To force the deletion of a OneDrive synced file, you can follow these steps:
Make Sure the File is Closed
Double-check and close the file before proceeding with the following steps.
Unsync the Folder
First, you need to un-sync the folder containing the file you want to delete. To do this, right-click on the OneDrive icon in your system tray (for Windows) or menu bar (for macOS), and select “Settings” or “Preferences.” Navigate to the “Account” tab and click on “Choose folders.” Deselect the folder containing the file you want to delete and click “OK” to save the changes.
Delete the Local Copy
Now that the folder is unsynced, navigate to the local OneDrive folder on your computer using File Explorer (Windows) or Finder (macOS). Locate the file you want to delete within the unsynced folder and delete it. This action will only delete the local copy of the file and not affect the version stored in OneDrive.
Delete the File From Onedrive
To delete the file from OneDrive, open your web browser and go to the OneDrive website. Sign in with your Microsoft account credentials if prompted. Locate the file you want to delete within the corresponding folder and select it. Click the “Delete” button (trash bin icon) in the toolbar at the top of the page. The file will be moved to the OneDrive Recycle Bin.
Permanently Delete the File
To permanently delete the file, click on the “Recycle bin” in the left-hand menu of the OneDrive website. Locate the file you want to permanently delete, select it, and click the “Delete” button in the toolbar at the top of the page. This action will permanently delete the file from OneDrive and cannot be undone.
Please note that forcing the deletion of a synced file may lead to data loss or inconsistencies if other users are collaborating on the same file. It’s always a good idea to communicate with your team members before taking such actions.
Summing Up: How to Remove or Add SharePoint to File Explorer
Setting up synchronization for a SharePoint document library is an incredibly valuable tool to guarantee that your team always has access to the most current files and resources.
By adhering to the step-by-step process detailed in this guide, you can effortlessly establish synchronization between your local device and the SharePoint library, fostering smooth collaboration and enhanced efficiency. If you need further assistance, make sure to contact us for Microsoft consulting services in Mississauga and Toronto.
Make sure to consistently sync SharePoint files to avoid version discrepancies and encourage your colleagues to do likewise. With proper synchronization implemented, your team can collaborate more effectively, expediting projects and fully harnessing the power of your SharePoint platform.
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