Troubleshoot Sync Conflicts Without Losing Edits: Governance Checklist

When two users edit the same file in a SharePoint document library, a sync conflict can occur. One person’s changes may be saved as a separate copy while the other person’s edits are lost. This article explains the root cause of sync conflicts in OneDrive sync and SharePoint. You will learn a governance checklist to prevent data loss and recover edits when conflicts happen.

Why Sync Conflicts Occur in SharePoint and OneDrive

A sync conflict happens when the OneDrive sync client or SharePoint receives two different versions of the same file from two different users within the same sync cycle. The root cause is timing: User A saves a file to the cloud, and User B saves a different version of the same file before User A’s change is fully processed and synced back to User B’s device. The system cannot automatically merge the two sets of changes, so it creates a conflict copy.

The conflict copy is named with the original file name plus the word “Conflict” and a timestamp. For example, Budget.xlsx becomes Budget (Conflict) 2025-04-01 1430.xlsx. Both copies exist in the same library folder. The original file contains the last successful save from the cloud, and the conflict copy contains the edits that were not merged. The user who caused the conflict sees both files in their OneDrive sync folder on their local machine.

This problem is more common in shared libraries where multiple users edit the same files frequently and where co-authoring is not used. It also occurs when users work offline and then sync changes that overlap with changes made by others online. The OneDrive sync client does not lock files by default, so two users can edit the same file simultaneously without knowing it.

Governance Checklist to Prevent Sync Conflicts

The following checklist is designed for SharePoint administrators and site owners. Each item reduces the risk of sync conflicts or ensures that edits are not lost when a conflict occurs.

1. Enable Versioning on All Document Libraries

1. Open the SharePoint site
   Go to the document library where you want to enable versioning. Click the gear icon and select Library settings.
2. Click Versioning settings
   Under General settings, click Versioning settings.
3. Enable major versioning
   Select “Create major versions.” Set the number of versions to keep to at least 100. Click OK.

With versioning enabled, you can restore a previous version of any file even after a conflict copy is created. This ensures that no edits are permanently lost.

2. Require Check Out for Critical Libraries

1. Open the document library
   Navigate to the library that contains sensitive or frequently edited files.
2. Go to Library settings > Versioning settings
   Under Require Check Out, select Yes. Click OK.
3. Inform users
   Tell users to use Check Out before editing and Check In after saving. This prevents two users from editing the same file at the same time.

Check Out locks the file for the editing user. Other users see the file as read-only until the file is checked back in. This eliminates sync conflicts entirely for that library.

3. Enable Co-authoring in Office Web Apps

1. Open the file in the browser
   Click the file name in the SharePoint library to open it in Word, Excel, or PowerPoint for the web.
2. Share the file with other users
   Click Share in the top right corner and add the email addresses of collaborators. They can edit the same file simultaneously.
3. Monitor co-authoring status
   Each user sees the cursor and edits of others in real time. No conflict copies are created because the server merges changes as they happen.

Co-authoring works best with Office for the web. Desktop apps also support co-authoring if the file is stored in OneDrive or SharePoint and all users have the latest version of Office.

4. Set a File Naming Convention Policy

1. Create a governance document
   Write a brief policy that requires file names to include the date and the editor’s initials. For example: 2025-04-01_Budget_JD.xlsx.
2. Share the policy with all library members
   Post the policy in the library description or on a SharePoint communication page.
3. Enforce with a SharePoint column
   Add a required column called “Editor Initials” with a default value. Users must fill it in before saving a new file.

A naming convention reduces the chance that two users will create files with identical names. It also makes it easier to identify the owner of a conflict copy.

5. Train Users on Conflict Resolution

1. Show users how to identify a conflict copy
   Explain that files with “(Conflict)” in the name are conflict copies. They appear in the same folder as the original file.
2. Teach users to open both files
   Open the original file and the conflict copy side by side. Manually copy the changes from the conflict copy into the original file.
3. Delete the conflict copy after merging
   Once changes are merged, delete the conflict copy. This keeps the library clean and prevents confusion.

If Sync Conflicts Persist After the Checklist

OneDrive Sync Client Stops Syncing After a Conflict

If the OneDrive sync client stops syncing after a conflict, open the OneDrive icon in the system tray. Click Help & Settings > Pause syncing, then resume after 2 hours. This forces the client to re-evaluate the file state. If the problem continues, reset the OneDrive sync client by running the OneDrive app with the /reset command. Press Windows + R, type onedrive.exe /reset, and press Enter. The client will re-sync all files.

Users See Multiple Conflict Copies of the Same File

Multiple conflict copies indicate that users are editing the same file repeatedly without coordinating. Enable the Require Check Out setting on that library. Also, review the library’s permissions to ensure that only necessary users have edit access. Remove edit permissions for users who do not need to modify files.

Conflict Copy Has No Changes Compared to the Original

Sometimes a conflict copy is created even when the user made no visible changes. This happens when the file’s metadata changes, such as the modified date or a custom column value. To prevent this, avoid automated workflows that update file properties while users have the file open. Set workflows to run only when the file is checked in.

SharePoint Sync vs OneDrive Sync: Key Differences

Item	SharePoint Sync (via OneDrive)	OneDrive Personal Sync
Conflict naming	Creates “(Conflict)” copy with timestamp	Creates “(Conflict)” copy with timestamp
Co-authoring support	Yes, for Office files in browser and desktop	Yes, for Office files in browser and desktop
Check Out / Check In	Available in SharePoint libraries	Not available
Version history	Available for all file types	Available for Office files only
Conflict prevention tools	Require Check Out, co-authoring, versioning	Co-authoring only

After applying this governance checklist, your SharePoint library will have fewer sync conflicts. Users will know how to recover their edits if a conflict does occur. Start by enabling versioning and co-authoring on the most heavily used libraries. Then schedule a training session to show users how to merge conflict copies using the manual compare method in Excel or Word.