Is my SharePoint syncing to my Windows computer?

Is my SharePoint syncing to my Windows computer?

Posted on 25 November 2024 by Beaming Support

Accessing your data with SharePoint is slightly different compared to using a traditional server or a shared drive. The key difference is that your data is stored with Microsoft on their servers, up in the cloud.

You can access your data in two ways:

  • SharePoint Online: By logging into office.com, with your work or school account and navigating to SharePoint.
  • SharePoint Sync: By accessing your data locally on your computer.

Understanding SharePoint Sync

SharePoint Sync functions similarly to a shared drive but with some key differences:

  • Syncing Process: When you sync SharePoint, you’re linking your computer to SharePoint Online. This process downloads the file structure onto a “SharePoint drive” that appears under your C-Drive by default.
  • Offline Access: One advantage is the ability to work on cloud files without an internet connection. These files are downloaded via the sync to your computer, and any changes made offline are automatically uploaded to SharePoint Online once you reconnect to the internet.

In summary, the sync function allows you to automatically download any changes made by other users within your organisation who have access to the same files. This ensures that everyone is working with the most up-to-date version of a document. Additionally, any changes you make are uploaded, so other users can see the updates. This seamless syncing also enables you to work on downloaded files while offline, ensuring productivity even without an internet connection.

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Checking Active Sync Status

Status Method:

  1. Press Win + E to open File Explorer.
  2. Go to the “SharePoint drive” under your C-Drive. This drive contains the synced files.
  3. Look at the sync icons next to your files and folders (under the status column) to determine if they are actively syncing.
  4. If there are no icons at all, then you are not actively syncing. Consider contacting the IT administrator for assistance.

OneDrive Icon Method:

  1. Look for the OneDrive icon (blue cloud) in the taskbar tray (bottom-right of your Windows computer).
  2. If the icon is not there, Go to Start > type OneDrive > Click on OneDrive App.
  3. If prompted to sign in (grey OneDrive icon appears in the taskbar), enter your work or school account credentials.

OneDrive Task Tray Icon Colour:

If the blue cloud OneDrive icon is currently in the bottom right-hand corner of your Windows PC, in the task tray, see the below:

  • A blue OneDrive icon in the task tray means your account is signed in.
  • A grey OneDrive icon means you are not signed in; left click the icon and click “Sign in”.

 

Understanding Sync Status Icons

  • Green tick: Indicates that the files are up-to-date and fully synced. You can access these files offline.
  • Blue Syncing Arrows: Indicates that the files are currently syncing (changes are being uploaded or downloaded).
  • Red X: Indicates that there is a problem with the sync. The file is not syncing correctly.
  • Cloud Icon: Indicates that the file is available online only and not stored locally on your device. You will need an internet connection to access it.

By understanding these icons, you can easily determine the sync status of your files and ensure they are always up-to-date. Here is a link explaining the icons in full:

https://support.microsoft.com/en-us/office/what-do-the-onedrive-icons-mean-11143026-8000-44f8-aaa9-67c985aa49b3

 

Resolving Sync Issues

Now that you can identify sync icons, what should you do when you see a red X?

View Notifications Log:

  • Locate the familiar OneDrive icon (blue cloud) in the taskbar tray.
  • Left-click the icon to open the OneDrive panel.
  • Check the notifications log at the top for any sync errors.

Resolve Conflicts:

  • If you see any conflicts or errors, try to resolve them by clicking the Resolve button.
  • When prompted, always choose Save both versions. This action will create copies of the conflicting files.

Manual Check:

  • After resolving the conflict, manually check the files in question.
  • Compare and keep the most up-to-date version to ensure your data is accurate.

 

Please note, we recommend if you feel uncomfortable with any of the troubleshooting guides above or, if you feel it has been some time since you were last syncing. Please contact the IT team to resolve. This is crucial to ensure you do not upload data that is not the latest version, which could lead to version conflicts and potential data loss.

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