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SharePoint: Syncing File Explorer to Document Libraries and Addressing Corruption/Saving Issues
This document discusses some of the common symptoms of incorrectly accessing files in SharePoint and how to address those issues.
Syncing File Explorer to SharePoint Document Libraries
- Common Issues with Files in SharePoint
- Set up SharePoint to Sync to your File Explorer (Mac)
- Set up SharePoint to Sync to your File Explorer (Windows)
- Setting up the Updated Sync Client
- Syncing Files In SharePoint
- Syncing Additional SharePoint Document Libraries
Files will not open due to a message saying that it is corrupt?
Files were edited by a user, but upon opening the file from SharePoint, those changes are not reflected?
Opening a recently updated file from SharePoint and a version that is several months old appears?
You edit a file offline, and try to sync it to the cloud when online again, and an error appears stating that the file cannot be saved?
Issues 1-3 (as well as other symptoms) have been found to relate to the old sync client that is still on many UW – Stout laptops. Please follow the instructions in the "Set up SharePoint to Sync to your File Explorer" section to sync your file explorer to a SharePoint document library.
The final issue above relates to creating 2 versions of the same file and trying to store those versions in the same place. This occurs when a user ‘A’ is working offline and makes changes to a document they have synced locally. If during the time the user is offline, user ‘B’ makes changes to that same document online, those changes will be synced to SharePoint as they are made. This creates a new version of the file. Meanwhile, user ‘A’ is still editing the what is now the previous version of the file, then tries to upload it, and it causes an error.
To mitigate this issue, make sure you are the only person editing the document. If you are online, you can do this by checking out the document (don’t forget to check it back in when you are done!). Do not make updates offline UNLESS you know that there is no chance of another user updating a document during the time you are offline and until you can again be online for the changes to sync to the cloud.
WARNING: Syncing files means you are creating a direct link to your files in SharePoint. This means anything you do to the files/folders synced to your file explorer will be applied to the files/folders in SharePoint. This means, if you are deleting files or folders in your file explorer, because you do not want to see them in your file explorer, you are deleting them in SharePoint. To UNSYNC refer to KB: SharePoint: Stop Syncing a Document Library
Please follow the instructions provided by Microsoft: Sync files with OneDrive on Mac OS X
It is recommended to open all files saved in SharePoint by using the desktop app corresponding to the file.
The alternative is to access the files via the updated Sync client. To set up the new Sync Client for SharePoint, follow the below steps.
Q: How do I know if I have the updated sync client?
A: If the Clouds in the lower right-hand corner of your screen are blue, you have the new sync client.
Open the File Explorer, by clicking on the folder icon as shown in the red box below.
Below is an example of the File Explorer window.
2. In your window on the left-hand side, locate your OneDrive-University of Wisconsin-Stout
3. RIGHT Click on the OneDrive folder, and select Settings from the menu.
4. Click the Add an Account button.
5. Enter your UW-Stout email address. You will then be prompted to enter your password.
If you are already using the new sync client, you will receive this message.
1. Navigate to the Document Library that you want to sync.
2. Click the Sync icon in the document library’s tool bar.
3. Click Allow
Your library will begin syncing the files. The time this takes will depend on the number of files in the document library, please be patient.
4. Back in the File Explorer you will now see a “University of Wisconsin-Stout” option below the OneDrive folder. This is where you will find your synced document library. As the folders are synced you can view them in this area.
After you have performed the steps in the previous section, you can add other document libraries to your file explorer by following the steps the below.
In SharePoint, navigate to the document library you wish to add.
Click the Sync button
3. Click Allow when the permissions request window appears.
4. The new document library will now appear under the University of Wisconsin – Stout SharePoint folder
Editing Files saved in SharePoint
There are a number of reasons that files opened from file explorer may not save or sync properly. A list of these reasons can be found on HERE on Microsoft's support site.
These reasons include:
- File size
- URL Length exceeds 260 characters
- Number of document libraries synced
- Using old file formats when saving (For example: .doc, .xls, .ppt, etc are all older file formats)
- The file is embedded in another file, or you are editing a file which contains embedded files.
If you are experiencing any issues with saving, AutoSave, or syncing. Please follow the instructions below.
Editing files saved in SharePoint
To open a file saved in a SharePoint Document Library, select the Sites-University of Wisconsin-... option with the SharePoint icon in front.
This will bring up a list of your frequently visited and followed SharePoint sites. Select the site in which your document is saved. Then search for your document within the site's folders.
DO NOT OPEN ADOBE FILES FROM SHAREPOINT. The browser will download these files instead of opening them.
It is best to open Adobe creative cloud files from the corresponding desktop app.
When the desktop app opens, access your Synced SharePoint document library, then select the file from that document library.