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 unlink SharePoint from OneDrive.
With our step-by-step instructions, you’ll be able to effectively manage your files in SharePoint, 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.
How to Stop Sync of a SharePoint Document Library
1) Right-click the OneDrive icon in the taskbar notification area and choose Settings.
2) Go to the accounts tab. You will see all SharePoint folders that are syncing to your local computer. Find the folder you want to remove and click Stop Sync. If you have more than one folder that you want to remove, click Stop Sync for each one. You will get a notification that the folder will stop syncing, Click Stop sync.
3) In windows file explorer, you will see the status of the folder no longer has a cloud, a green checkmark, or a sync icon. As long as the icon is gone, you can safely delete the files from your computer without deleting them from the cloud.
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 Un-Sync a SharePoint Site
Now, 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 means that, if you or any of your coworkers deletes a file or an entire synced folder in their device, it will get deleted in the SharePoint library as well.
In order to un sync a folder, you must follow these steps:
1) Right-click on the OneDrive icon in the system tray and choose Settings.
2) 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.
3) 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.
Force Deletion of OneDrive Synced File (Windows Explorer)
Make Sure the File is Closed First
To force the deletion of a OneDrive synced file, you can follow these 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.
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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.