Syncing your local folders to SharePoint can save you time, improve collaboration, and ensure your important files are backed up in the cloud. Whether you're working remotely or in an office, having your files accessible across multiple devices is incredibly useful. In this guide, I'll walk you through 5 simple ways to sync your local folders to SharePoint, so you can choose the method that works best for you.

What You'll Learn About Syncing Local Folders to SharePoint

• Using OneDrive for syncing local folders
• Syncing through File Explorer
• Using SharePoint mobile app for syncing
• Manual upload and download methods
• Third-party tools for SharePoint syncing

Method 1: Sync Using OneDrive Desktop App

The OneDrive desktop app is probably the easiest and most common way to sync your local folders with SharePoint. Microsoft has integrated OneDrive and SharePoint to make file syncing nearly seamless.

Step-by-Step Instructions

1. Make sure you have the OneDrive app installed on your computer
2. Sign in to OneDrive with your Microsoft 365 account
3. Open your web browser and navigate to your SharePoint site
4. Open the document library you want to sync
5. Click the "Sync" button in the top menu
6. Your browser will ask permission to open OneDrive - click "Allow"
7. OneDrive will show you which library you're about to sync - click "Sync now"
8. The library will now appear in your File Explorer under the SharePoint section

Benefits of Using OneDrive for Syncing

• Automatic syncing whenever changes are made
• Files are available offline
• Easy to use with a familiar interface
• No manual uploading required
• Maintains file structure and permissions

Potential Issues and Solutions

Sometimes you might run into syncing issues with OneDrive. Here are common problems and fixes:

• Sync pending: Try pausing and resuming sync from the OneDrive icon in your taskbar
• File conflicts: OneDrive will prompt you to resolve conflicts when the same file is edited in multiple places
• Storage limitations: Make sure you have enough space both locally and in your SharePoint storage

Method 2: Sync Through File Explorer

If you prefer working directly in File Explorer, you can set up syncing without having to open SharePoint in your browser first.

How to Set Up Syncing Through File Explorer

1. Open File Explorer on your computer
2. Right-click on OneDrive in the navigation pane
3. Select "Settings"
4. Go to the "Account" tab
5. Click "Add a SharePoint site"
6. Enter the URL of your SharePoint site
7. Sign in if prompted
8. Select which document libraries you want to sync
9. Click "OK" to start syncing

Managing Synced Folders in File Explorer

Once you've set up syncing, you can manage your folders directly in File Explorer:

• Copy files by dragging them into the synced folder
• Create new folders that will automatically appear in SharePoint
• Delete files locally (they'll also be removed from SharePoint)
• Check sync status by hovering over files (green checkmark means synced)

Method 3: Using SharePoint Mobile App for Syncing

If you need to access and sync your files on the go, the SharePoint mobile app is a great option for your smartphone or tablet.

Setting Up the SharePoint Mobile App

1. Download the SharePoint app from your device's app store
2. Open the app and sign in with your Microsoft 365 account
3. Browse to the site and document library you want to sync
4. Tap the three dots next to a file or folder
5. Select “Save for offline” to sync that item to your device

Features of Mobile Syncing

The mobile app offers several useful features:

• Access files offline when you don't have internet
• Edit documents directly in the app
• Automatically sync changes when you reconnect
• Share files with colleagues
• Receive notifications about file changes

Method 4: Manual Upload and Download

Sometimes you might not need continuous syncing but just want to upload or download files occasionally. The manual method works well for this scenario.

Uploading Files to SharePoint

1. Open your SharePoint site in a web browser
2. Navigate to the document library where you want to upload files
3. Click "Upload" in the top menu
4. Select "Files" or "Folder" depending on what you're uploading
5. Browse to the local folder on your computer
6. Select the files or folder you want to upload
7. Click "Open" to start the upload

Downloading Files from SharePoint

1. Open your SharePoint site in a web browser
2. Navigate to the document library containing your files
3. Select the files or folders you want to download
4. Click "Download" in the top menu
5. Choose where to save the files on your computer
6. Click "Save" to start the download

When to Use Manual Upload/Download

Manual uploading and downloading works best when:

• You only need to sync files occasionally
• You're working on a public or shared computer
• You want to be selective about which files to sync
• You have limited local storage space

Method 5: Third-Party Tools for SharePoint Syncing

If the built-in methods don't meet your needs, several third-party tools can help you sync local folders to SharePoint with additional features.

Popular Third-Party Sync Tools

Tool Name	Key Features	Best For
ShareGate	Bulk migration, scheduling, reporting	Large-scale migrations and enterprises
SyncBack	Advanced scheduling, versioning, encryption	Users needing detailed sync control
GoodSync	Two-way syncing, automation, file versioning	Complex sync scenarios
FolderSync	Multiple cloud service support, scheduling	Syncing across different platforms

Setting Up Third-Party Sync Tools

While each tool has its own setup process, here's a general approach:

1. Download and install your third-chosen-party tool
2. Create a new sync profile or job
3. Set your local folder as the source
4. Configure your SharePoint site as the destination
5. Enter your SharePoint credentials
6. Set sync options (one-way, two-way, scheduling, etc.)
7. Run the sync function manually or set it to run automatically

Advantages of Third-Party Tools

• More customization options than built-in methods
• Better handling of large file quantities
• Advanced scheduling capabilities
• Detailed logging and reporting
• Support for multiple cloud services in one tool

Comparing the 5 Sync Methods

Method	Ease of Use	Automation	Offline Access	Best For
OneDrive Desktop App	Very Easy	Automatic	Yes	Everyday users
File Explorer	Easy	Automatic	Yes	Windows power users
SharePoint Mobile App	Moderate	Manual selection	Yes (selected files)	Mobile workers
Manual Upload/Download	Easy	None	No	Occasional sync needs
Third-Party Tools	Complex	Highly customizable	Depends on tool	IT professionals, specific requirements

Tips for Efficient SharePoint Syncing

Organizing Your Local Folders

Before syncing, organize your local folders in a way that makes sense for SharePoint:

• Use a clear folder structure that matches how you'll use the files in SharePoint
• Avoid extremely deep folder hierarchies (keep it under 5 levels if possible)
• Use descriptive folder names that make sense to your team
• Clean up unnecessary files before syncing to save space

Managing File Versions

SharePoint includes version control, which is helpful when multiple people edit files:

• Enable versioning in your SharePoint document library settings
• Set a reasonable number of versions to keep (10-20 is often sufficient)
• Use check-in/check-out for important documents
• Restore previous versions if needed through the SharePoint interface

Handling Large Files and Libraries

Large files and libraries can cause sync issues:

• Break up very large document libraries into smaller ones
• Be aware of SharePoint's file size limits (currently 250GB per file)
• Use selective sync to only download the files you need
• Consider using SharePoint's "Files On-Demand" feature to save local space

Troubleshooting Common Sync Issues

Sync Errors and How to Fix Them

• Error: "The file is locked for editing" - Wait for the other user to close the file, or contact them to release the lock
• Error: "File name contains invalid characters" - Rename files to remove special characters like # % & * : ? / { | }
• Error: "Path is too long" - Shorten file paths by using shorter folder/file names or reducing folder depth
• Error: "File size exceeds limit" - Break large files into smaller components or use SharePoint's large file upload feature

Performance Optimization

To keep syncing running smoothly:

• Close files when you're done editing them
• Sync during off-peak hours for large uploads
• Use Files On-Demand to reduce local storage usage
• Regularly check your sync status and resolve pending issues
• Restart the sync client if it becomes sluggish

Security Considerations

Keep your synced data secure with these practices:

• Set up two-factor authentication for your Microsoft account
• Don't sync sensitive data to personal devices
• Be careful when using public Wi-Fi for syncing
• Set up BitLocker or other disk encryption on your local device
• Log out of shared computers after use

Advanced SharePoint Sync Scenarios

Syncing to Multiple Devices

If you work across several devices:

• Use the same Microsoft account on all devices
• Configure selective sync to manage storage on devices with limited space
• Be aware that changes made on one device will sync to all others
• Consider using device-specific folders for content that doesn't need to be everywhere

Team Collaboration with Synced Folders

When multiple team members are syncing the same SharePoint library:

• Establish clear file naming conventions
• Agree on folder structures before syncing
• Use SharePoint's co-authoring features for simultaneous editing
• Consider setting up alerts for important file changes
• Train team members on proper sync practices

Automating Sync with PowerShell

For IT administrators or power users, PowerShell can automate sync tasks:

1. Open PowerShell as an administrator
2. Install the SharePoint Online Management Shell if needed
3. Connect to your SharePoint Online tenant with appropriate credentials
4. Use commands like Start-SPOSiteContentSync to trigger syncs
5. Schedule scripts to run at specific times using Task Scheduler

Best Practices for SharePoint Syncing

Regular Maintenance Tasks

Keep your synced environment healthy with regular maintenance:

• Check sync status weekly
• Clear the OneDrive cache occasionally (especially after sync issues)
• Remove unnecessary synced libraries when you no longer need them
• Update your sync client software regularly
• Monitor your SharePoint storage usage

Sync Etiquette for Teams

When working in a team environment:

• Don't rename or move files that others are actively using
• Communicate before making major folder structure changes
• Add meaningful file descriptions and version comments
• Be mindful of storage limits in shared libraries
• Resolve sync conflicts promptly

Planning for Offline Work

If you know you'll be working without internet access:

• Make sure all needed files are fully synced before going offline
• Open files you'll need to edit while you still have connection
• Be aware of any check-out requirements for your documents
• Allow time for sync to complete when you reconnect
• Be prepared to resolve potential conflicts if others edited the same files

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Conclusion

Syncing your local folders to SharePoint doesn't have to be complicated. Whether you choose the simplicity of OneDrive, the familiarity of File Explorer, the convenience of the mobile app, the directness of manual uploads, or the power of third-party tools, you now have the knowledge to keep your files in sync across all your devices.

The key is choosing the right method for your specific needs and following best practices to avoid common issues. Start with the simplest approach that meets your requirements, and you can always explore more advanced options as you become more comfortable with SharePoint syncing.

Remember that effective syncing is about more than just the technical setup—it's also about organizing your files thoughtfully, communicating with team members, and establishing good habits for file management. With these skills in place, you'll enjoy seamless access to your important documents wherever you work.

Frequently Asked Questions

1. How do I stop syncing a SharePoint folder to my computer?

To stop syncing a SharePoint folder, right-click the OneDrive cloud icon in your taskbar, select “Settings,” go to the “Account” tab, click “Choose folders,” uncheck the folders you want to stop syncing, and click “OK.” The folders will be removed from your computer but will remain in SharePoint.

2. Is there a limit to how many files I can sync from SharePoint?

Yes, Microsoft recommends syncing no more than 300,000 files across all your synced libraries. Individual libraries should contain fewer than 100,000 files for optimal performance. If you exceed these limits, you might experience slow syncing or other performance issues.

3. Can I sync SharePoint folders to my Mac?

Yes, you can sync SharePoint folders to a Mac using the OneDrive for Mac app. The process is similar to Windows: install the app, sign in with your Microsoft account, go to your SharePoint site, and click the “Sync” button in the document library you want to sync.

4. What happens if I delete a file from my synced folder?

When you delete a file from a synced folder on your computer, it will also be deleted from SharePoint. However, depending on your SharePoint settings, the file might go to the site's recycle bin, where it can be recovered for a limited time (typically 93 days) before being permanently deleted.

5. Can I sync SharePoint folders to my Android or iPhone?

Yes, you can access and sync SharePoint files on both Android and iPhone using the SharePoint mobile app or the OneDrive mobile app. While you can't set up automatic syncing of entire folders like on a desktop, you can make specific files available offline by using the "Save for offline" option in the app.