Sync SharePoint Document Library to Local Folder: Easy Setup & Best Practices

Syncing a SharePoint Document Library to a local computer allows you to access and work with files directly from File Explorer (Windows) or Finder (macOS), without needing a browser. Doesn’t matter whether you are working online or offline; all the changes will automatically be saved when you access SharePoint via the internet. In this guide, we will explore how to sync SharePoint Document Library to local folder on both Windows and Mac using OneDrive.

Quick Sync Document Library to Local Computer Guide(Win & Mac)

• Step 1: Go to Office.com > Open SharePoint > Navigate to a Document Library
• Step 2: Click the Sync button in the toolbar
• Step 3: Allow OneDrive to open (sign in if prompted)
• Step 4: Choose folders to sync (optional) > Click Start Sync
• Step 5: Open File Explorer (Windows) or Finder (Mac) to access synced files

Why Sync SharePoint Document Library to Local Folder?

Syncing the Document library to the local folder poses several advantages, including: 

• Offline accessibility of content from your PC, without Internet and a browser. 
• File Explorer (Windows) or Finder (Mac) allows users to manage large data effectively, in comparison to SharePoint. 
• You can drag, drop, copy, or rename document library files like other folders. 
• Changes sync automatically once you’re back online.
• Minimize the dependencies on the browser to access content.
• Offline synced data can serve as backup and prevent data loss in case of cyberattacks or unauthorized access. The condition is not to access the content from SharePoint, as it triggers synchronization, and all data will be lost.
• When you sync SharePoint document library to local folder, you can easily integrate that with other Microsoft 365 apps(Excel, Word, PowerPoint).

If you need to export SharePoint list to PDF, then you can read this guide!

Pre-Requisites to Sync Document Library to Local Computer

Before you start syncing, understanding these prerequisites is essential:

• Install the latest version of the OneDrive sync app.
• Access to the SharePoint site and permission to the document library.
• Sign in to OneDrive via a work or school Microsoft 365 account.
• Know about Sync Status Icons:
  • Blue cloud icon: Online-only file.
  • Green check icon: Locally available file.
  • Solid green circle with a white check: Always available offline.

After ensuring all these checklists, move to the next section in which we explore the step-by-step instructions to configure SharePoint data with local folders. 

Also read: How to Set Retention Policy in SharePoint Online?

How to Sync SharePoint Document Library to Local Folder (Win & macOS Guide)

The steps to sync document library to local computer are similar for both Windows & Mac, i.e.

• Go to https://www.office.com and log in with a Microsoft account.
• Click on SharePoint.
• Go to the Site > Document Library to sync.
• In the Document Library toolbar, click the Sync button (two rotating arrows).

Note: If the Sync button is not available, then could be disabled by your administrator. So, ask your admin to enable the sync button for further processing.

• Afterward, macOS or Windows will prompt to open the OneDrive app; allow it.
• Now, OneDrive gives you the option to sync the entire library or select specific folders.
• Choose your preferences and confirm.
• For Windows users: Open File Explorer and access the synced files. Example: This PC > Organization Name > Site Name – Documents
• For macOS users: Open Finder and access the resultant data. Example:
  Finder > OneDrive – Organization Name > Site Name – Documents

Efficiently Sync SharePoint Document Library to Local Folder – Best Practices

Here are some points to prevent synchronization issues:

• To minimize the hard disk storage space, you can use Files On-Demand, which helps in downloading files only when you open them. Remember this point, as a large document library quickly fills up your hard disk.
• Use meaningful titles and tags to easily search content, even in a large folder.
• You can sync multiple document libraries from different SharePoint sites.
• Periodically audit content and permissions to prevent errors or disruptions.
• Changes in your SharePoint permissions directly affect your sync status. So, before making any changes in settings, first ensure that no file/folder will be affected on a local drive.

Related article: Export SharePoint Group Members to Excel

Bring it All Together!

Syncing a SharePoint Document Library to a local folder makes collaboration efficient and user-friendly. With the OneDrive sync app, one can easily sync SharePoint Document Library to local folder. In the above discussion, we covered all the steps to sync document library to local computer (Win & Mac). So, follow the instructions carefully, and easily access the online content on your local drive without internet.  

Quick FAQs

Q1. Can I sync multiple libraries?
Yes, you can sync multiple libraries from different SharePoint sites without any issues.

Q2. Can I choose only specific folders to sync?
Yes, during or after setup, you can select which specific folder to sync via OneDrive settings.

Q3. What happens if I delete a file locally?
The short answer is, it deletes from SharePoint as well. However, you can restore those files from the SharePoint Recycle Bin.

Q4. What are the common issues in configuring SharePoint with a local folder?

When you sync SharePoint Document Library to local folder, two common issues are associated, i.e.

• Not syncing new files: Check the pause and resume option in the OneDrive app. 
• Login issue: Try to sign out and sign back in to the OneDrive app.