SharePoint Document Issues

Fix OneDrive Not Showing SharePoint File Changes for Read-Only Users

Camila Milosovich Sep 28, 2026 869 views

Question details

Users with Read permission can sync a SharePoint document library locally, but their copies do not reflect edits or updated modified dates made by users with Edit permission.

Fix OneDrive Not Showing SharePoint File Changes for Read-Only Users

Product: OneDrive and SharePoint
Device & OS: not provided
Scenario: Syncing a SharePoint document library to local File Explorer with Read-only access.
Observed behavior: Local copies synced via OneDrive fail to display updated content or modified dates when users with Edit access change and save the files.

Before you start

Ensure you have a stable internet connection and that the OneDrive sync client is actively running in your system tray without any paused or offline status.

Solution 1Recommended

Update OneDrive and Office Applications

Outdated desktop applications or corrupted Office file caches can prevent the synchronization of read-only files.

Syncing behaviors often rely on the Microsoft Office Document Cache. When applications are out of date, background syncing for users with restricted permissions can fail.

Check for Office updates

Open any Microsoft Office application like Word or Excel. Navigate to File > Account, click on 'Update Options', and select 'Update Now' to ensure your Office cache mechanisms are up to date.

Update the OneDrive client

Ensure you are running the latest version of the OneDrive desktop application by checking for Windows Updates or downloading the latest release from the official Microsoft website.

Restart and check sync

After updating, restart your computer. Open File Explorer to see if the modified dates on the read-only SharePoint files have updated to reflect the latest changes.

Check for Sync Errors: If updating does not work, click the OneDrive icon in your taskbar to verify if it displays any specific sync error messages.

Solution 2

Verify Cloud Versions Online

Confirming the file versions on SharePoint Online helps determine if the issue is local to the computer or account-specific.

Solution 3

Escalate to Microsoft 365 Administrator

If the sync issue persists across multiple users and computers, backend log analysis by Microsoft Support is required.

Free Microsoft Office alternative

Try WPS Office for Seamless Document Collaboration

If you are experiencing frequent synchronization and cache issues with Microsoft Office, consider switching to WPS Office. It provides a free, lightweight, and highly compatible alternative with a familiar user interface and robust local file management.

1. Download WPS Office: Visit the official WPS website to download and install the free WPS Office suite on your computer.
2. Set as Default Application: During or after installation, set WPS Office as the default application for opening .docx, .xlsx, and .pptx files.
3. Open Synced Files Seamlessly: Navigate to your File Explorer and double-click any locally synced document to instantly view or edit it using WPS Office.

Fully compatible with Microsoft Word, Excel, and PowerPoint file formats.Lightweight installation with zero complex background caching issues.Familiar tabbed user interface ensures a seamless migration without a learning curve.Built-in robust file handling that easily opens synced cloud documents.

microsoft office alternative - wps office

Frequently Asked Questions

Why does OneDrive sync get stuck for read-only SharePoint files?

This can happen if the local Office document cache becomes corrupted or if the desktop OneDrive client is outdated, which prevents it from properly fetching the latest read-only state from the SharePoint server.

How do I know if my OneDrive is syncing correctly?

Check the OneDrive cloud icon in your Windows system tray. A solid blue or white cloud indicates it is up to date, circling arrows indicate it is actively processing changes, and a red X indicates a sync error.

Can I manually force OneDrive to sync SharePoint changes?

Yes, you can manually trigger a sync check by clicking the OneDrive icon, selecting the gear icon, choosing 'Pause syncing', and then immediately selecting 'Resume syncing'.

Do read-only users need a special license to sync SharePoint libraries?

No, users with standard Read permissions can normally sync document libraries to their local File Explorer using the free OneDrive sync client without needing elevated licenses, as long as the site administrator has allowed offline syncing.

Document & File Issues