SharePoint Document Issues

How to Find and Sync SharePoint Files to a Windows Laptop

Huda Qurayshi Sep 25, 2026 871 views

Question details

The user needs to locate files stored in SharePoint and synchronize them locally to a Windows laptop for easier access.

How to Find and Sync SharePoint Files to a Windows Laptop

Product: SharePoint Online, OneDrive
Device & OS: Windows
Scenario: Accessing and managing shared corporate documents stored in a SharePoint library directly from a local Windows environment.
Observed behavior: Because SharePoint Online does not have a standalone Windows desktop application, users must rely on web access or configure the OneDrive sync client to view files in File Explorer.

Before you start

Ensure you are signed in to your work or school account in your browser, and verify that you have the latest version of the Microsoft OneDrive sync app installed on your Windows laptop.

Solution 1Recommended

Sync SharePoint Files Using the OneDrive App

This is the most efficient method to make SharePoint files accessible directly from Windows File Explorer.

By utilizing the OneDrive sync client, you can map your SharePoint document libraries directly to your local file system. This allows you to open, edit, and manage files without opening a web browser.

Sign in to SharePoint

Open your preferred web browser and log in to your organization's SharePoint site using your Microsoft 365 credentials.

Navigate to the Document Library

Locate and open the specific SharePoint site and document library (or folder) that you want to synchronize to your laptop.

Click the Sync Button

In the top command bar of the document library, click the 'Sync' button. A prompt will appear asking for permission to open Microsoft OneDrive.

Initialize OneDrive Sync

Click 'Open Microsoft OneDrive' in the browser prompt. The OneDrive client will configure the folder and begin downloading the file metadata.

Access Files in File Explorer

Open Windows File Explorer. You will now see a new folder in the left navigation pane named after your organization, containing the synced SharePoint files.

Sync SharePoint Files Using the OneDrive App

On-Demand Sync: Windows uses Files On-Demand by default. Your SharePoint files will appear in File Explorer but won't take up local storage space until you double-click to open them.

Solution 2

Access Files via the Microsoft 365 Portal

Use this method if you need quick access to a file but do not wish to set up a continuous local folder sync.

Free Microsoft Office alternative

Edit Your Synced SharePoint Files with WPS Office

Once your SharePoint files are synced to your Windows laptop, you can seamlessly open and edit them using WPS Office. It provides a lightweight, highly compatible, and cost-effective alternative to Microsoft Office for your daily tasks.

1. Download WPS Office: Get the free WPS Office suite from the official website and install it on your Windows laptop.
2. Locate Synced Files: Open Windows File Explorer and navigate to the SharePoint folder you synced via OneDrive.
3. Edit Seamlessly: Right-click your Office documents and choose 'Open with WPS Office' to view and edit them directly.

Fully compatible with Microsoft Office formats (.docx, .xlsx, .pptx).Lightweight installation that runs smoothly and efficiently on all Windows laptops.Familiar user interface that requires no learning curve for new users.Free to use for your everyday document, spreadsheet, and presentation editing needs.

microsoft office alternative - wps office

Frequently Asked Questions

Why is the Sync button missing in my SharePoint library?

The Sync button can be hidden or disabled by your organization's IT administrator for security or policy reasons. Contact your IT support team to request sync permissions for your account.

Can I stop syncing a SharePoint folder to save laptop space?

Yes. Click the OneDrive cloud icon in your taskbar, click the gear icon to open Settings, navigate to the 'Account' tab, find the specific SharePoint location you want to remove, and click 'Stop sync'.

Is there a standalone SharePoint application for Windows?

No, SharePoint Online does not offer a standalone desktop application for Windows laptops. Users access their files via web browsers or sync them directly into File Explorer using the OneDrive sync app.

What is the difference between 'Sync' and 'Add shortcut to OneDrive'?

'Sync' maps the specific document library directly to your local File Explorer under your organization's folder. 'Add shortcut to OneDrive' places a folder link inside your personal OneDrive hierarchy, making it accessible across all your devices where OneDrive is installed.

Document & File Issues