Troubleshoot Sync Conflicts Without Losing Edits: Practical Checklist for SharePoint Owners

Sync conflicts in SharePoint happen when two or more people edit the same file at the same time or when a file is modified offline while another change is synced from the server. These conflicts can cause lost edits, duplicate files, or corrupted versions if not handled correctly. As a site owner, you need a clear process to resolve conflicts without discarding anyone’s work. This article provides a practical checklist to identify, manage, and prevent sync conflicts in SharePoint libraries synced with OneDrive or the OneDrive sync app.

Why SharePoint Sync Conflicts Occur

SharePoint sync conflicts occur when the OneDrive sync app detects two different versions of the same file. The sync app cannot determine which version is correct, so it creates a conflict copy. The most common cause is simultaneous editing: two users open and save the same file at nearly the same time. Another frequent cause is offline editing: a user modifies a file while disconnected from the internet, and the sync app later tries to merge that change with a newer server version. A third cause is file locking: if a user checks out a file in SharePoint and another user edits the local synced copy, a conflict arises. The sync app uses a last-writer-wins rule by default, but it creates a conflict copy of the losing version so you can retrieve it.

How the Sync App Handles Conflicts

When a conflict is detected, the OneDrive sync app renames the locally saved file with a suffix such as “-conflict-” or “-conflict-.” The original file on SharePoint keeps the winning version. The conflicted copy remains in the local sync folder and is uploaded to the SharePoint library as a separate file. Both versions are preserved until you manually resolve the conflict by comparing the files and merging changes or deleting the duplicate.

Steps to Resolve Active Sync Conflicts

Use this checklist when you or your team members see sync conflict notifications in the OneDrive sync app or in SharePoint.

1. Open the OneDrive sync app notification area
   Click the OneDrive cloud icon in the Windows taskbar notification area. If there is a red circle with a white cross, a sync conflict exists. Click the icon and then click “View sync conflicts.” The app lists each conflicted file with a message like “Changes from two devices need to be merged.”
2. Identify the conflicted files in File Explorer
   Open File Explorer and navigate to the synced SharePoint library folder. Look for files with “-conflict-” in the name. For example, if the original file is named “Budget.xlsx,” the conflict copy might be named “Budget-conflict-Laptop1.xlsx.” Open both files side by side.
3. Compare and merge the changes manually
   Open the original file from SharePoint (the one without the conflict suffix) and the conflicted copy. Use the compare features in Microsoft 365 apps. In Excel, go to Review > Compare Files. In Word, go to Review > Compare > Compare. Merge the changes from the conflict copy into the original file. Save the original file with all changes included.
4. Delete the conflict copy after merging
   Once you have merged all changes, delete the conflict copy from the local folder and from the SharePoint library. Right-click the conflict file in File Explorer and select Delete. Then go to the SharePoint library, find the conflict file, and delete it from there as well. Empty the recycle bin in SharePoint to permanently remove it.
5. Check version history for lost edits
   If you cannot find a conflict copy but know an edit was lost, open the SharePoint library, select the file, and click the three dots (ellipsis) > Version history. Review each version to see if the missing edit exists in an earlier version. Restore the version that contains the lost edit by clicking the arrow next to that version and selecting Restore.

If Sync Conflicts Keep Happening After Resolution

Persistent sync conflicts indicate a deeper issue with how the library is configured or how users are working with files. Check the following areas.

OneDrive Sync App Shows “Changes from two devices need to be merged” Repeatedly

This message means the sync app is detecting conflicts on the same file multiple times. The root cause is often a file that is open on multiple devices at the same time. Instruct users to close files when they are done editing. If the problem persists, stop syncing that library and re-add it. Right-click the OneDrive icon, select Settings > Account > Choose folders, and clear the check box for that library. Then click OK and re-add the library from SharePoint by clicking Sync on the library toolbar.

Conflict Copy Appears as a Separate File in SharePoint

When the sync app uploads a conflict copy to SharePoint, it becomes a separate item in the library. This can clutter the library and confuse users. To prevent this, set a library policy to automatically delete conflict files after a set number of days. Go to the SharePoint library, click the gear icon > Library settings > Information management policy settings. Create a policy that deletes files older than 30 days with “-conflict-” in the name.

Users Cannot See Conflict Notifications

If users are not seeing conflict notifications, the OneDrive sync app may be configured to suppress them. Ask users to open OneDrive settings, go to the Notifications tab, and ensure “When sync conflicts are resolved” is set to Notify me. Also check that the sync app is running and updated to the latest version. Go to OneDrive settings > About and confirm the version is at least 22.000 or higher.

SharePoint Library Sync Settings vs OneDrive Sync App Behavior

Item	SharePoint Library Sync Settings	OneDrive Sync App Behavior
Conflict detection	Server-side version conflict creates a new version in version history	Client-side conflict creates a separate file with “-conflict-” suffix
File locking	Checked-out files prevent server-side edits but not local sync edits	Sync app ignores check-out and overwrites the local copy
Conflict resolution	Last writer wins on the server; previous version is preserved in version history	Last writer wins locally; conflict copy is uploaded as a new file
User notification	No built-in notification for server conflicts	Shows a red circle with a cross in the taskbar and a conflict message

Preventive Measures for SharePoint Sync Conflicts

Reducing the number of sync conflicts requires changes to user behavior and library settings. Implement these measures to keep your library stable.

Enable Require Check Out for High-Collaboration Libraries

For libraries where multiple people edit the same files, turn on Require Check Out. Go to the library, click the gear icon > Library settings > Versioning settings. Under Require Check Out, select Yes. This forces users to check out a file before editing, preventing simultaneous edits. The sync app respects check-out and will not create a conflict copy for a file that is checked out by another user.

Use Co-Authoring Instead of Check Out for Real-Time Edits

If your team needs to edit files at the same time, use co-authoring in Microsoft 365 apps. Co-authoring allows multiple users to edit a document simultaneously without conflicts. Ensure that files are stored in a SharePoint library and opened from the browser or the Microsoft 365 desktop app. The sync app supports co-authoring for Office files. Avoid using check-out for files that need real-time collaboration.

Set Sync Limits in the SharePoint Admin Center

As a SharePoint admin, you can limit which libraries users can sync. Go to the SharePoint admin center > Policies > Sync. Under Sync, you can block sync for specific libraries or limit the maximum file size for sync. Large files are more prone to conflicts because they take longer to upload. Set a maximum file size of 250 MB for sync to reduce conflict frequency.

Train Users to Close Files After Editing

The most common cause of sync conflicts is a file left open on a device. When a file is open, the sync app cannot update it. If another user edits the same file from a different device, a conflict occurs when the first user closes the file. Instruct users to close files when they finish editing. This simple habit prevents most sync conflicts.

You can now resolve sync conflicts in SharePoint without losing edits by following the checklist above. Start by checking the OneDrive sync app for conflict notifications and manually merging changes. Next, implement preventive measures such as enabling Require Check Out for high-risk libraries and limiting sync settings in the admin center. For persistent issues, review version history to recover lost edits and set up automatic cleanup of conflict files. A good practice is to audit your library monthly for conflict copies and adjust sync settings as needed.