Introduction

Sync the files in your Microsoft 365 or Microsoft SharePoint site libraries if you need to access them when you are offline.

Syncing libraries makes them always available on your computer and can help you to easily access and update files stored in SharePoint, but some libraries can be very large and cause bandwidth issues on your network and space issues on your computer.  

To save space on your computer it’s important to turn on the Files On-Demand feature in OneDrive. This also enables additional features for file management and syncing.

A brief video about using Files On-Demand is linked in the Actions menu. Actions also contains links to additional sync information from Microsoft.

When to sync:

Syncing RecommendedSyncing Not Required
Accessed via OneDriveAccess directly in SharePoint
Frequently-used sitesOccasionally-used sites

Requirements:

  • OneDrive Files On-Demand
  • Windows 10 or newer

Turn on OneDrive Files On-Demand

Windows 10  computers already have the OneDrive desktop app, but Files On-Demand needs to be turned on in OneDrive settings.

1. In the Windows notification area, select the blue OneDrive cloud icon.

OneDrive SyncClient with blue cloud circled

2. Select Help & Settings (gear icon), then choose  Settings.

3. Select Settings > Save space and download files as you use them. Click OK.

  • Use OneDrive Files On-Demand

    With Files On-Demand turned on:

    • Save space on your device by making files online-only. New files created online or on another device appear as online-only and don’t take up space on your device. When you’re connected to the internet you’ll be able to use online-only files like every other file on your device.
    • Files can be copied or moved from your computer to SharePoint in File Explorer.
    • New status icons appear next to each SharePoint file.

    Online-only

    When an online-only file is opened, it downloads to your device and becomes locally available.

    Online-only icon with cloud at lower left of document

    Locally Available

    You can open a locally available file at anytime even without Internet access.

    Local icon with green checkmark in white circle at lower left of document

    Always Keep on this Device

    To make a file always available, even when you're offline, right-click it and select Always keep on this device.

    To change a file back to an online-only file, right-click it and select Free up space.

    Always Keep icon with white checkmark in green circle at lower left of document

  • Sync SharePoint sites

    Sync Folders to Your Computer

    You can specify which OneDrive/SharePoint folders to sync to your computer, which pushes from your PC up to OneDrive/SharePoint.

    Note:  You can choose which folders to sync only if you are using the new OneDrive sync client.

    Which OneDrive app?

    1. Select the white or blue OneDrive cloud icon in the Windows taskbar notification area.

    Note: You might need to select the Show hidden icons arrow next to the notification area to see the OneDrive icon.

    OneDrive SyncClient with blue cloud and white cloud icons

    2. Select Help & Settings > Settings.

    3. On the Account tab select Choose folders.

    4. In the Sync your OneDrive files to this PC dialog box, uncheck any folders you don't want to sync to your computer and select OK.

    Choose folders with checkmark next to Documents

    Stop Syncing to Your Computer

    To stop syncing a SharePoint Library, remove it from the locations section in OneDrive settings.

    1. Select the white or blue OneDrive cloud icon in the Windows taskbar notification area.

    Note: You might need to select the Show hidden icons arrow next to the notification area to see the OneDrive icon.

    OneDrive SyncClient with blue cloud and white cloud icons

    2. Select Help & Settings > Settings.

    3. On the Account tab, in the locations are syncing section, click Stop sync next to the site you want to remove and select OK.

    OneDrive Account tab with option to Stop sync