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Sync SharePoint Libraries to File Explorer – A Quick Tip for Familiar File Access

  • echotransformation
  • Jul 18
  • 3 min read

If your team is more comfortable working in File Explorer than in the browser, good news: SharePoint libraries can be synced directly to your desktop just like a traditional network drive.


But before you click “Sync,” it’s important to understand how it works, where the risks are, and how to make sure your changes don’t get lost along the way.


This guide explains what sync actually does, how to enable it, and when it's helpful (or risky) to use it especially if you're managing engineering drawings with Xrefs.


What to Watch Out For Before You Sync


Syncing SharePoint libraries to your desktop is fast and familiar but it’s not the same as working in SharePoint online. If your team doesn’t fully understand the limitations, you may end up with lost edits, broken governance, or out-of-date files.


Here’s what to keep in mind:


  • No metadata or views: You lose access to filters, custom views, and metadata columns that only work in the browser.

  • Version conflicts: Offline edits or simultaneous changes can cause sync errors and duplicated versions.

  • Not all changes sync immediately: Files can get stuck in a local state and fail to upload to SharePoint.

  • No retention or audit policies: Local copies don’t follow SharePoint’s compliance, sensitivity, or audit rules.


If you're treating your synced folder like a shared drive, you may be missing what makes SharePoint so powerful in the first place.


Step-by-Step: How to Sync a SharePoint Library to File Explorer


If you're aware of the risks and still want to sync, here's how to do it the right way.


Step 1 - Open the SharePoint Library

  • Go to your SharePoint site in a web browser.

  • Navigate to the document library you want to sync.


Step 2 - Start the Sync

  • Click the “Sync” button in the top menu.

  • Sign in with your Microsoft 365 account if prompted.

Click "Sync" in the Library
"Sync" option in the Library

Step 3 - Access Files in File Explorer

  • Once the sync is active, a folder will appear in File Explorer under your organization’s name.

  • Files stored here are live copies connected to SharePoint (as long as sync is working).

  • You can open, edit, and save directly from this folder.

Files in Synced Folder
Files in Synced Folder

How to Ensure Your Edits Sync Back to SharePoint


Working in File Explorer only helps if your changes actually sync back to SharePoint. Here's how to avoid common sync issues.


Check Your Sync Status:


  • Look for a green checkmark beside files and folders before shutting down.

Synced File green icon
Green checkmark icon for synced file

  • Circular arrows mean syncing is in progress.

Green checkmark icon for synced file
Arrows icon for a file that is currently being synced

  • An empty cloud means the file hasn’t been downloaded locally yet.

Cloud icon for a file that wasn't downloaded locally
Cloud icon for a file that wasn't downloaded locally

  • A red X or warning icon means a file failed to upload.


Force a Sync if Needed:


  • Click the OneDrive icon in your system tray.

  • Go to “Help & Settings” > “Settings.”

  • Under the “Account” tab, confirm the correct libraries are syncing.

  • Click “Sync now” to force an update.

Settings Option for One Drive
Settings Option for One Drive Sync

Pro tip: If you want to double-check that changes made in File Explorer are visible to others, right-click any file and select “View Online.”


Working with Engineering Drawings? Sync Helps Keep Xrefs Intact


If your team uses AutoCAD or similar tools with external references (Xrefs), syncing SharePoint libraries to File Explorer can help preserve those relationships.


By maintaining the folder structure locally, Xrefs continue to work just like they would on a mapped network drive.


To make this work reliably:


  • Store your drawings and Xrefs in the same folder or nested folders.

  • Ensure all users are syncing the same SharePoint library.

  • Avoid renaming or moving files without communicating to the entire team.


This setup lets engineering teams benefit from SharePoint's centralized storage, while keeping familiar CAD workflows intact.


Sync Is Helpful, But SharePoint Is Still the Source of Truth


Syncing creates a local mirror of your SharePoint library but the official version of every document still lives in SharePoint online.


That’s where:


  • Version history is tracked

  • Metadata is stored and searchable

  • Governance policies and retention labels apply


Using File Explorer is a helpful shortcut but SharePoint should remain the single source of truth for your team.


About Echo Transformation


At Echo Transformation, we help organizations modernize the way they store, manage, and govern business content without disrupting how teams actually work.


Whether you're dealing with CAD files, retiring an old file share, or designing document libraries for everyday use, we can help you:


  • Design SharePoint structures that support real-world workflows

  • Train your team on syncing best practices

  • Build sustainable file strategies that balance convenience and compliance


Visit echotransformation.ca | Book a call with us today

 
 
 

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