Syncing OneDrive, SharePoint and Teams: Tips and Tricks

What’s the point of being Microsoft experts if we don’t share all the clever tips and shortcuts we know for their suite of products? We love educating our clients about how they can get the most from their products, and today we’re going to share our inside knowledge with our wider community – kicking off with syncing OneDrive, SharePoint and Teams.

A cloud storage solution that’s part of the Office 365 suite, OneDrive offers much more than just individual file storage. It seamlessly integrates with SharePoint and Teams, two powerful collaboration tools within the Office 365 ecosystem, to enhance productivity and streamline teamwork. 

In this article, we will explore some tips and tricks to maximise syncing OneDrive, SharePoint Online, and Teams, and how they can be leveraged to optimise your document management and collaboration experience.

Tip 1: Syncing OneDrive and SharePoint Online Document Libraries

OneDrive allows you to sync SharePoint Online document libraries to your local computer, providing easy access to shared files and documents. By syncing OneDrive and Sharepoint document libraries, you can have all your important files at your fingertips, just like when you used file servers. Here’s how you can do it: 

  • Navigate to the SharePoint Online document library or Team Site you want to sync, which could be part of a team site or communication site in SharePoint. 
  • Click on the ‘Sync’ button on the toolbar. 
  • The OneDrive sync client, integrated with Office 365 and SharePoint, will open, and you’ll be prompted to choose the location where you want to sync the document library.
  • Select a folder on your computer, and click ‘Sync Now’. 

Once the sync is complete, you’ll find the SharePoint Online document library files in the chosen folder on your computer. This synchronisation ensures that you have a local copy of the files and can access them even when you’re offline.

Tip 2: Seamless Team Collaboration and External Users, Add Files from Anywhere in SharePoint

Did you know that OneDrive and Teams work hand in hand to enhance collaboration? Here are some tips for seamless integration: 

  • In Teams, navigate to the desired channel or chat where you want to collaborate with your team members or external users. 
  • Click on the ‘+’ button to add a new tab. 
  • Choose the ‘SharePoint’ option to access your SharePoint Online files. 
  • Select the team site or communication site that contains the document library you want to collaborate on. 
  • Customise the tab name and click ‘Save’. 

By adding SharePoint Online as a tab in Teams, you can easily access and collaborate on shared files, including blog posts and documents stored in the document library, without switching between applications. This integration provides a centralised space for communication, document sharing, and teamwork, allowing you to collaborate efficiently with your team and external users.

Tip 3: Collaborate in Real-Time and Share Files with External and Guest Users (All of Your Project Team)

Real-time collaboration is a game-changer, and OneDrive makes it effortless. Whether you’re working on a document, spreadsheet, or presentation, multiple users can collaborate simultaneously across all your team projects. Here’s how: 

  • Open the file you want to collaborate on in OneDrive, which could be a personal file or a file stored in a shared document library in SharePoint. 
  • Click on the ‘Share’ button. 
  • Enter each collaborator’s email address, including external and guest users, who need access to the document. (This will depend on your organisation default settings for external sharing)
  • Choose the permissions (view, edit, or comment) for each collaborator, ensuring appropriate document management and control. 
  • Add a personal message if desired, and click ‘Send’. 

All collaborators, whether they are part of your organisation or external/guest users, can work on the file simultaneously, seeing changes in real-time. This fosters effective communication, teamwork, and offers seamless file sharing options, regardless of the location or the type of user accessing the document.

Tip 4: Utilise Version History and Document Management Features

OneDrive provides robust document management capabilities. Here’s how to utilise some of the key features: 

  • Right-click on the file you want to view version history for in OneDrive or SharePoint Online. 
  • Select ‘Version history’ from the context menu. 
  • A panel will open, showing all the previous versions of the file, including any changes made by you or your collaborators. 
  • You can preview, restore, or delete specific versions as needed, ensuring document control and tracking changes over time. 

Additionally, SharePoint Online offers advanced document management features, such as metadata, workflows, and information rights management, which can further enhance your document organisation and control. These features help you maintain a structured document library, ensuring easy retrieval of files and efficient document management within your team sites or communication sites.

Tip 5: By syncing OneDrive and SharePoint You'll Have Offline Access and Cloud Service Storage Space

With OneDrive and SharePoint, you can access your files even when you’re offline, providing flexibility and productivity on the go. Here’s how to make files available offline: 

  • Right-click on the file or folder you want to access offline in OneDrive or SharePoint Online. 
  • Select ‘Always keep on this device’ or a similar option. 

The selected files or even entire folders will be downloaded to your device, allowing you to access and work on them even without an internet connection. This feature is especially useful when you are travelling or working in remote areas with limited connectivity. It ensures that you have access to your personal files or the files from your team sites or communication sites, enabling you to stay productive wherever you are.

A man sits in a first class seat on a plane, looking out the window, accessing onedrive sharepoint teams offline via a laptop balanced on his lap.

Improve User Experience With These OneDrive Tips

With these tips and tricks, you’re well-equipped to maximise syncing OneDrive, SharePoint and Teams within the Office 365 and SharePoint Online environment. From syncing SharePoint Online document libraries to collaborating seamlessly in Teams, leveraging real-time collaboration with active users, utilising version history and advanced document management features, and accessing files offline, OneDrive offers a powerful collaboration ecosystem that enhances productivity, efficient document management, and seamless teamwork. 

Unlock the full potential of OneDrive, SharePoint Online, and Teams within the Office 365 suite, and experience the benefits of a robust document library, streamlined communication, and efficient collaboration. Download OneDrive or open up your app to start exploring these features today and take your productivity to new heights! And if you want a more thorough tour of OneDrive’s capabilities, Propelle’s Microsoft experts can walk you through the process and make sure you’re getting the most bang for your buck with the Microsoft suite.

FAQs for Syncing OneDrive, SharePoint and Teams 

How does OneDrive integrate with SharePoint and Teams? 

SharePoint, Teams, and OneDrive work together by integrating their functionalities, allowing users to sync SharePoint document libraries to their local OneDrive, collaborate on shared files within Teams channels, and access and manage files seamlessly across the platforms for enhanced teamwork and productivity. 

Does OneDrive automatically sync with SharePoint? 

Yes, syncing OneDrive and SharePoint allows users to set up automatic synchronisation with SharePoint document libraries, ensuring that any changes made to the synced files are automatically updated in SharePoint for seamless collaboration and access to the latest versions. 

How can I access files offline with OneDrive and SharePoint? 

To access files offline with OneDrive and SharePoint, follow these steps: 

  • Right-click on the file or folder you want to access offline in OneDrive or SharePoint Online. 
  • Select ‘Always keep on this device’ or a similar option. 
  • The selected files or even entire folders will be downloaded to your device, allowing you to access and work on them even without an internet connection.