How Can I Access my SharePoint Online Files in File Explorer?

In today’s digital working environment, it’s crucial to have seamless access to your files and documents regardless of where you are. Microsoft’s SharePoint Online and OneDrive Business Sync provide a convenient way to access your files on the go. 

However, many people prefer to use File Explorer to access their files because it’s a familiar interface. Continue reading for an explanation of how to access your SharePoint Online files in File Explorer using OneDrive Business Sync.

Understanding SharePoint Online and OneDrive Business Sync

Before we dive into the details of accessing SharePoint Online files in File Explorer, it’s essential to understand what SharePoint Online and OneDrive Business Sync are.

SharePoint Online is a cloud-based collaboration platform that allows users to share files and documents with other people in their organization. With SharePoint Online, you can create sites, lists, and libraries to manage and organize your files.

OneDrive Business Sync, on the other hand, is a tool that allows you to sync files and folders from your computer to the cloud. It’s integrated with SharePoint Online, making it easy to access your files from anywhere.

How Can You Use OneDrive Business Sync to Access SharePoint Online Files in File Explorer?

To access your SharePoint Online files in File Explorer, you need to use OneDrive Business Sync. Here’s how to set it up:

Step 1: Install OneDrive Business Sync

To get started, you need to install OneDrive Business Sync on your computer. You can download it from the Microsoft website.

Step 2: Sign in to OneDrive Business Sync

Once you’ve installed OneDrive Business Sync, sign in with your Office 365 account. Make sure you use the same account you use to access SharePoint Online.

Step 3: Choose the SharePoint Online Library to Sync

Next, you need to choose the SharePoint Online library you want to sync. To do this, go to the SharePoint Online site where the library is located and click on the “Sync” button. OneDrive Business Sync will automatically sync the library to your computer.

Step 4: Access Your SharePoint Online Files in File Explorer

Once you’ve synced the library, you can access your SharePoint Online files in File Explorer. Open File Explorer and navigate to the OneDrive folder. You should see a folder for the SharePoint Online library you synced. Click on it to access your files.

What are the Benefits of Accessing SharePoint Online Files in File Explorer?

Accessing SharePoint Online files in File Explorer using OneDrive Business Sync has several benefits, including a familiar interface, offline access, and advanced collaboration features. 

Familiar Interface

A significant benefit of accessing SharePoint Online files in File Explorer is the familiarity of the interface. Many people are already accustomed to using File Explorer to navigate their computer files, making it an easy transition to access SharePoint Online files.

Using File Explorer allows users to drag and drop files, copy and paste, and even rename files with ease. The interface is intuitive, and many users find it more convenient than using a web browser to access their files.

File Explorer also presents the opportunity to organize files in a way that makes sense to the user. Users can create folders, move files, and even create shortcuts to their most frequently used files. This flexibility allows users to work more efficiently and saves time when searching for specific files.

Offline Access

Another significant benefit of using OneDrive Business Sync to access SharePoint Online files in File Explorer is the ability to access files even when you’re offline. OneDrive Business Sync automatically syncs files to your computer, making them available even when you’re not connected to the internet.

This feature is especially useful for people who work in locations with limited internet connectivity. It ensures that you have access to your files regardless of where you are.

When you’re back online, OneDrive Business Sync automatically syncs any changes you made while offline, ensuring that your files are up to date. This seamless syncing process means that you can work offline without worrying about losing any changes you made.

Collaboration

Another significant advantage of accessing SharePoint Online files in File Explorer is the ability to collaborate with others on the same file. Using SharePoint Online, users can share files with others, allowing multiple people to edit the same document simultaneously.

With OneDrive Business Sync, changes made by collaborators are automatically updated in the synced folder. 

This collaboration feature is especially useful for teams working on a project or document. It streamlines the editing process and ensures that everyone is working on the most up-to-date version of the file.

Set Up OneDrive Business Sync Today 

Accessing SharePoint Online files in File Explorer using OneDrive Business Sync is a convenient way to access your files on the go. By following the steps outlined in this article, you can easily set up OneDrive Business Sync and sync your SharePoint Online library to your computer. 

If you need help getting set up or have any other IT-related questions, book a call with Skyline IT Management to learn more about our cloud services.