Enable sync in SharePoint: How to configure sync in Document Library Step by Step

In this “Enable sync in SharePoint” article, we will learn how to configure document library sync in SharePoint Online and how to work with the synced document library with the local drive folder so that you can work with your document offline, and when you connect to your internet, your local files will be synced or uploaded automatically to the SharePoint Online document library.

Introduction

SharePoint Online Document Library Sync functionality allows users to synchronize files between their local device and SharePoint Online. This ensures easy access, offline availability, and seamless collaboration. Understanding how this feature works and how to configure it correctly can significantly enhance productivity and document management within an organization.

This guide will explain the working mechanism of SharePoint Online Document Library Sync and provide a step-by-step configuration guide to help users set it up effectively.

How SharePoint Online Document Library Sync Works

1. Overview of Document Library Sync

The Document Library Sync feature in SharePoint Online utilizes OneDrive Sync Client to establish a connection between SharePoint libraries and local storage. When enabled, it allows:

• Two-way synchronization – Changes made locally reflect in SharePoint, and vice versa.
• Offline file access – Users can work on documents without an internet connection.
• Automatic updates – Synced files automatically update once the device reconnects to the internet.

2. Key Components Involved

• SharePoint Online Document Library: A centralized storage repository for team documents.
• OneDrive Sync Client: The application responsible for handling the synchronization.
• Microsoft 365 Tenant: SharePoint Online is part of Microsoft 365, where permissions and access control are managed.
• User Permissions: Syncing is only possible for users with the right permissions.

3. Types of Sync Options

• Files On-Demand Sync: Users can access cloud files without downloading everything locally.
• Full Library Sync: Entire libraries are downloaded to local storage for full offline access.
• Selective Sync: Users can choose specific folders to sync instead of syncing the entire library.

Enable sync in SharePoint: How to Configure SharePoint Document Library Sync

Step 1: Verify Prerequisites

Before configuring the sync functionality, ensure:

• You have OneDrive Sync Client installed on your device.
• Your Microsoft 365 account has access to SharePoint Online.
• You have edit or higher permissions on the SharePoint Document Library.
• Your device runs Windows 10 or later (or macOS with OneDrive installed).

Step 2: Access the SharePoint Document Library

1. Open a web browser and go to your SharePoint Online site.
2. Navigate to the Document Library you want to sync.
3. Click on the Library Name to open the files and folders.

Step 3: Start Syncing the Document Library

1. Click on the Sync button at the top of the document library.

1. when prompted, click Open Microsoft OneDrive.

You will get the below screen “This site is trying to open Microsoft OneDrive”.

Click on the “Open” button.

1. If OneDrive is not signed in, enter your Microsoft 365 credentials. You will get the below screen, set up OneDrive – Put your files in OneDrive to get them from any device.

Click on the “Sign in” button.

Once you complete your sign-in process, you will receive the screen shown below. Stay signed in to all your apps—Windows will remember your account and automatically sign in to your apps and websites on this device. This will reduce the number of times you are asked to log in.

Either you can click on the “Ok” button or “No, Sign in to this app only“.

Then, your OneDrive folder configuration screen “Add files to your OneDrive folder so you can access them from other devices and still have them on this PC.”

With your tenant name, a folder will be created, and then you will have your SharePoint Online Document library name from where you have started your sync configuration process. However, you can change the folder path or location where you want to have the sync folder.

The default location is as below:

C:\Users\User\Your Tenant Name\Your Site Name - Your Document Library Name

1. The OneDrive Sync Client will launch and start syncing the files.

If you get the below error, ignore it and continue to click on the “Next” button.

Then, you will get this screen: Get to know your OneDrive (to add items, drag or move them into the OneDrive folder).

Then, once, you click on the “Next” button. You will get the below screen: Share files and folders. (To let other people view or edit your files, you can share them. You can also work on folders shared with you.

Click on the “Next” button. You will see the below screen: All your files, ready and on-demand. (With Files On Demand, you can browse everything in your OneDrive without taking up space on your device.)

Here you will get three options:

• Online-Only: These files don’t take up space on this device, and they download as you use them.
• On this device: When you open a file, it downloads to your device so you can edit it while you are offline.
• Always available: Right-click a file to make it available offline.

All your files ready on demand in SharePoint Online

Then, click on the “Next” button. You will get the below: “Get the mobile app (To work on your files on the go, use OneDrive on your phone or tablet). Available for iOS and Android.”.

You can click on the “Get the mobile app” button or the “Later” button. I chose the later button.

Click on the “Open my OneDrive folder” button. Then, I can see that my SharePoint Document Library folder opened in my local drive.

This file was created on my local device; it got synced automatically with my SharePoint Online document library.

1. You will see a notification confirming the sync is set up.

Step 4: Verify Synced Files on Local Device

1. Open File Explorer (Windows) or Finder (Mac).
2. Locate the OneDrive – [Your Organization Name] folder.
3. Inside, find the SharePoint Document Library folder you synced.
4. Any changes made locally will now reflect in SharePoint Online automatically.

Step 5: Configure Sync Settings for Optimization

1. Enable Files On-Demand (Optional but recommended to save space):
   • Open OneDrive settings by clicking on the OneDrive icon in the system tray.
   • Go to the Settings tab.
   • Check Save space and download files as you use them.
   • Click OK to apply.
2. Pause or Resume Sync:
   • Click on the OneDrive icon in the system tray.
   • Select Pause syncing if you want to temporarily stop sync.
   • Click Resume syncing when you are ready.
3. Choose Folders to Sync:
   • Open OneDrive Settings.
   • Under the Account tab, click Choose folders.
   • Select or deselect folders as per requirement.
   • Click OK to apply changes.

Step 6: Managing and Troubleshooting Sync Issues

Common Sync Errors & Solutions

Resetting OneDrive Sync (If Necessary)

If the sync stops working:

1. Unlink OneDrive: Go to OneDrive settings → Account → Unlink this PC.
2. Restart OneDrive: Close and reopen the OneDrive client.
3. Re-sync the Document Library following Step 3 above.

Step 7: Best Practices for SharePoint Document Library Sync

1. Use Files On-Demand to prevent unnecessary storage consumption.
2. Avoid syncing large libraries (above 100,000 files) to prevent performance issues.
3. Monitor sync status regularly using the OneDrive icon.
4. Encourage users to keep file names short and avoid special characters.
5. Set up document versioning in SharePoint to avoid accidental data loss.

How to add shortcut to OneDrive from SharePoint Online?

From your document library ribbon menu, click on the “Add shortcut to OneDrive” link.

Then, your Document Library shortcut link will be created in your OneDrive as shown below, my SharePoint Online Document Library folder displayed in my OneDrive.

Conclusion

Thus, in this article, we have learned how to configure OneDrive sync with the SharePoint Online document library and local drive step by step. So, we can say the OneDrive sync client is a bridge between the SharePoint Online Document Library and the local drive.

Configuring and using SharePoint Online Document Library Sync is a great way to enhance document accessibility and collaboration. By leveraging OneDrive Sync Client, users can ensure seamless file management between SharePoint and their local devices. By following the step-by-step guide provided above, you can successfully configure, manage, and troubleshoot SharePoint Online Document Library Sync to improve productivity and efficiency in your organization.

Read Also: SharePoint, OneDrive, or Microsoft Teams: Which tool when for files?

About Post Author

MA Microsoft Techy

I am an Enterprise Architect with 20+ years of experience in Microsoft technologies, specializing in Power Platform, Microsoft 365, governance, AI-driven solutions, and enterprise automation. I share my technical expertise with the community through my blog and YouTube channel: https://www.youtube.com/@MicrosoftTechy

See author's posts