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10 Time-Saving Tips for SharePoint Desktop Power Users

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How to Set Up and Sync Files with SharePoint Desktop

Setting up and syncing files with SharePoint Desktop lets you access team documents directly from your computer, keep files up to date across devices, and work offline. This guide shows a clear, step-by-step workflow for Windows and macOS, plus troubleshooting and best practices.

What you’ll need

  • A SharePoint site you have access to (site URL or a link to a document library)
  • A Microsoft 365 account with permissions to the library
  • SharePoint Desktop (OneDrive sync client — preinstalled on Windows ⁄11; available for macOS)
  • Stable internet connection

1. Install or update the OneDrive (SharePoint Desktop) client

  1. Windows: Check for the OneDrive cloud icon in the notification area. If not present or outdated, download the latest OneDrive from Microsoft and install it.
  2. macOS: Download the OneDrive app from the Mac App Store or Microsoft and install; grant required permissions when prompted.
  3. Sign in with the Microsoft 365 account that has access to your SharePoint site.

2. Locate the SharePoint document library to sync

  1. Open your SharePoint site in a browser and navigate to the document library you want to sync.
  2. Optionally, open a specific folder inside the library if you only want that folder synced.

3. Start syncing the library to your desktop

  1. In the document library, click the “Sync” button (often in the command bar).
  2. If prompted, confirm that you want to open OneDrive/SharePoint Desktop to start syncing.
  3. Choose the folders to sync when the OneDrive client asks (you can sync the full library or select folders).
  4. The library will appear in your file explorer (Windows: under OneDrive –or in Quick Access; macOS: in Finder under OneDrive).

4. Work with synced files

  • Open, edit, save: Files open from your local OneDrive/SharePoint folder behave like regular files. Changes sync automatically when online.
  • Offline access: Files marked as available offline remain accessible without internet. Files set as online-only show a cloud icon and download on open.
  • File status icons:
    • Green check (filled): available offline
    • White/green check (outline): locally synced
    • Blue cloud: online-only
    • Circular arrows: syncing
    • Red circle with white cross: sync error

5. Manage sync settings and storage

  • Selective sync: In the OneDrive preferences, choose which libraries or folders to sync to save disk space.
  • Files On-Demand: Enable to see all files without downloading them until needed (Windows and macOS).
  • Change local folder location: In OneDrive settings, use “Unlink this PC” then set up again choosing a new location.

6. Collaborate and versioning

  • Co-authoring: Multiple people can edit Office files simultaneously; changes merge in real time when online.
  • Version history: Restore previous versions from SharePoint web interface if needed.
  • Check out/check

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