SharePoint/Teams: Syncing Files to a Folder on your Computer

Summary

This article explains how to easily access files from SharePoint and Teams using “Add shortcut to OneDrive”—the recommended method for accessing files you use regularly. This avoids the risks and performance impacts of syncing full libraries (using the legacy 'Sync' button) to your computer.


Why We Recommend Shortcuts Instead of Sync

While it is possible to sync entire libraries to your device, Microsoft and USNH recommend using “Add shortcut to OneDrive” for the following reasons:

  • This is the most recent guidance and recommendation from Microsoft 
  • Reduces clutter and frequent sync conflicts
  • Prevents unnecessary offline storage of entire libraries
  • Avoids duplication and confusion between synced folders
  • Removing a Shortcut is easy and does not leave confusing offline folder remnants behind
  • Allows you to access key files alongside your personal OneDrive content in one location
  • Automatically reflects any permission or structure changes made in the site

Only use syncing if your department has a documented business need and has reviewed the risks.

Context

You can synchronize your Microsoft SharePoint and Teams files to a folder on your computer, allowing you to work directly in File Explorer and access files even when you're offline. If you make changes to a file while offline, those files are automatically synchronized when you go back online. You no longer need to copy files to and from your sites to your computer, so your files are always up-to-date.

Follow the link to the task you want to achieve:

 

How-To

Task: Sync Files using Shortcut to OneDrive

 

Instructions

  1. In Microsoft Teams or SharePoint Online, navigate to the Documents library or folder you use regularly.
  2. Select the folder by clicking the circle next to it.
  3. At the top of the page, click “Add shortcut to OneDrive.”

Important Notes

  • This shortcut does not download all files to your computer, keeping your device storage optimized.
  • Files remain in SharePoint, following site permissions and retention policies.
  • You can remove the shortcut from OneDrive without affecting the original files (see below).
     

Outcome

The shortcut will now appear in your OneDrive web view and in File Explorer (Windows) or Finder (Mac) under your OneDrive account. The folder will show a people emoji and an arrow indicating it is a shortcut. 

Uploaded Image (Thumbnail)

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Task: Remove a OneDrive Shortcut

If you’ve added a shortcut to a SharePoint or Teams folder using “Add shortcut to OneDrive”, and you no longer need it, you can easily remove it without affecting the original content in the shared location.
 
Instructions (Web)

  1. Go to https://portal.office.com/onedrive and sign in with your USNH credentials.
  2. In the left-hand navigation, select My files.
  3. Locate the shortcut (it will display a small link icon on the folder).
  4. Right-click the shortcut folder and select Remove shortcut.

Note: This removes the shortcut from your OneDrive but does not delete the original folder or its contents in SharePoint or Teams.

 

Instructions (File Explorer on Windows or Finder for Mac)
 

  1. Open File Explorer or Finder.
  2. Under your OneDrive folder, locate the shortcut folder (identified with a chain/link icon).
  3. Right-click and select Remove shortcut.

Note: This only removes the shortcut from your view in OneDrive—it does not remove the files or access for others.

 

Outcome

Selected folder shortcuts are removed and will no longer display in OneDrive's My Files. 

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Task: Safely Unsync Legacy Synced Folders from File Explorer (Sync button method)


When Should You Unsync?

  • You’re seeing sync errors or conflicts.
  • You want to clean up unused or outdated synced libraries.
  • You’re switching to Add shortcut to OneDrive instead, which is a better experience for access.
     

Instructions

If you previously used the Sync button in SharePoint or Teams to sync document libraries to your computer, those libraries may still appear in File Explorer or Finder and sync automatically in the background via the OneDrive desktop app. These connections are independent from the newer “Add shortcut to OneDrive” feature.

If you no longer need these libraries syncing locally, follow the steps below to unsync them cleanly.

 

How to Identify a Legacy Synced Folder

  • In File Explorer or Finder, legacy synced folders usually appear under a folder with your organization’s name.
  • The folder icon typically shows a blue cloud overlay, indicating OneDrive sync.
  • You may also see the name of the SharePoint site or library in the path, e.g.: [username]\[Organization Name]\[Site Name] or [Shared Libraries]

 

Instructions to Unsync Legacy Synced Sites
 

  1. Click the OneDrive cloud icon in the Windows or Mac taskbar.
  2. If you don’t see the icon, click the Show hidden icons arrow.
  3. Select Settings Cog Wheel > Settings/Preferences.
  4. In the Settings window, go to the Account tab.
  5. Under “Sites you’re syncing,” you’ll see a list of all document libraries currently being synced.
  6. Find the site/library you want to stop syncing and click Stop sync.
  7. A confirmation message will appear. Confirm that you want to stop syncing.

Important: This does not delete the files already on your device. However, the local copy will no longer receive updates from SharePoint, and changes made locally will not sync.

 

After Unsyncing

The folder remains on your computer unless you manually delete it.

  • Once you have confirmed that the unsync has completed, and all correct and updated files are available online, you can safely delete the local folder from File Explorer. For large folders, syncing changes can take some time. Do not delete the folder immediately; give it some time. This does not affect the files in SharePoint or Teams.
  • You can always resync later by going to the site and clicking Sync again (not recommended; use Shortcut to OneDrive for selected folders instead).

 

Outcome

Folders are no longer synced; the local copy will no longer receive updates from OneDrive or SharePoint, and changes made locally will not sync to the cloud. 
 

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Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.  

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