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 Recommended | Syncing Not Required |
---|---|
Accessed via OneDrive | Access directly in SharePoint |
Frequently-used sites | Occasionally-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.
2. Select Help & Settings (gear icon), then choose Settings.
3. Select Settings > Save space and download files as you use them. Click OK.
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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.
Locally Available
You can open a locally available file at anytime even without Internet access.
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.
- 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.
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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.
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.
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.
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.