Choose Between Sync and Add Shortcut to OneDrive: Step-by-Step Setup

When working with SharePoint document libraries in Microsoft 365, you have two ways to access files from your Windows File Explorer: Sync and Add Shortcut to OneDrive. Many users are unsure which method fits their workflow. Sync downloads files to your computer and keeps them updated. Add Shortcut to OneDrive creates a link to the library without downloading everything. This article explains the differences between Sync and Add Shortcut to OneDrive and provides step-by-step setup instructions for each method.

Overview of Sync and Add Shortcut to OneDrive Features

Both Sync and Add Shortcut to OneDrive connect SharePoint document libraries to your Windows File Explorer. The key difference lies in how files are stored and synchronized.

Sync uses the OneDrive sync app to download all files from a SharePoint library to your computer. Changes you make locally are uploaded to SharePoint. Changes made by others are downloaded to your PC. This method requires enough disk space for the entire library.

Add Shortcut to OneDrive creates a shortcut in your OneDrive folder. The shortcut points to the SharePoint library in the cloud. Files are not downloaded unless you open them. When you open a file, it downloads temporarily. This method saves disk space and works well for libraries you access occasionally.

Both methods require the OneDrive sync app to be installed and signed in with your work or school account. The sync app is included with Windows 10 and Windows 11. You can download it from the Microsoft 365 portal if needed.

When to Use Sync

Use Sync when you need offline access to files. If you edit documents frequently or work without internet, Sync is the right choice. Sync also supports real-time co-authoring when other users edit the same file.

When to Use Add Shortcut to OneDrive

Use Add Shortcut to OneDrive when disk space is limited. This method is ideal for libraries you view or edit occasionally. It also works well for teams where only some members need offline access.

Step-by-Step Setup for Sync

Follow these steps to sync a SharePoint document library to your computer.

1. Open the SharePoint document library
   Go to your SharePoint site and navigate to the document library you want to sync. Click the library name in the left navigation or open it from the site contents page.
2. Click the Sync button
   In the library toolbar, click the Sync button. It is located near the top right of the page. The button icon shows two arrows forming a circle.
3. Confirm the sync location
   A dialog box asks you to confirm the folder location. Click Sync Now. The OneDrive sync app starts downloading the files. A folder named after the library appears in your File Explorer under the SharePoint section.
4. Access files from File Explorer
   Open File Explorer. In the left pane, click the SharePoint site name under the SharePoint section. The synced library appears as a folder. All files are available offline.
5. Manage sync settings
   Right-click the OneDrive icon in the system tray and select Settings. Go to the Account tab. Click Choose folders to select which subfolders to sync. This helps reduce disk usage.

Step-by-Step Setup for Add Shortcut to OneDrive

Follow these steps to add a shortcut to a SharePoint document library in your OneDrive folder.

1. Open the SharePoint document library
   Navigate to the SharePoint site and open the document library you want to add as a shortcut.
2. Click Add Shortcut to OneDrive
   In the library toolbar, click Add Shortcut to OneDrive. The button is located in the same area as the Sync button. The icon shows a plus sign with a OneDrive logo.
3. Wait for the shortcut to appear
   A notification appears confirming the shortcut was added. Open File Explorer. In the left pane, click OneDrive. The shortcut appears as a folder under the SharePoint section. The folder name matches the library name.
4. Access files from File Explorer
   Double-click the shortcut folder. Files appear in File Explorer. They are not downloaded until you open them. When you open a file, it downloads temporarily and caches locally.
5. Verify the shortcut status
   Right-click the OneDrive icon in the system tray. Select View sync conflicts or View online. The shortcut appears in the list of synced folders. The status shows Files on-demand.

Common Issues and Things to Avoid

Sync Fails with Error 0x8007017C

This error occurs when the OneDrive sync app has a corrupted cache. Close OneDrive from the system tray. Open File Explorer and navigate to %localappdata%\Microsoft\OneDrive. Delete the settings folder. Restart OneDrive and try syncing again.

Add Shortcut to OneDrive Button Is Missing

The button is hidden if the library has more than 5000 items. Reduce the library size by archiving old files or splitting the library into multiple libraries. The button also requires the OneDrive sync app version 19.192 or later. Update OneDrive from the Microsoft 365 portal.

Shortcut Folder Does Not Appear in File Explorer

This happens when the OneDrive sync app is not running. Click the Start button and search for OneDrive. Launch the app and sign in with your work or school account. The shortcut folder appears within a few minutes. If it does not, restart File Explorer.

Sync Downloads All Files Even When Not Needed

This is expected behavior for Sync. To reduce disk usage, right-click the OneDrive icon in the system tray. Select Settings > Account > Choose folders. Uncheck folders you do not need offline. Files remain available online.

Add Shortcut to OneDrive Shows Files as Online Only

This is the default behavior. Files are not downloaded until you open them. To make a file available offline, right-click the file in File Explorer and select Always keep on this device. To revert, select Free up space.

Sync vs Add Shortcut to OneDrive: Key Differences

Item	Sync	Add Shortcut to OneDrive
File download	All files downloaded to PC	Files download only when opened
Disk space usage	High — entire library stored locally	Low — only cache for opened files
Offline access	Full offline access to all files	Only files you mark as Always keep on this device
Co-authoring	Supported with real-time sync	Supported when files are opened
Setup location	Sync button in SharePoint library	Add Shortcut to OneDrive button in SharePoint library
Folder location in File Explorer	Under SharePoint section	Under OneDrive section
Best for	Frequent editing and offline work	Occasional access and limited disk space

Sync and Add Shortcut to OneDrive both connect SharePoint to File Explorer. Sync downloads everything and keeps files offline. Add Shortcut to OneDrive creates a cloud link and saves disk space. Use Sync for libraries you edit daily. Use Add Shortcut to OneDrive for libraries you view occasionally. To switch between methods, stop Sync from the OneDrive settings and then add a shortcut. You can also use both methods for different libraries on the same computer.