File Sharing Problems

How to Share OneDrive for Business Folders Across Multiple PCs

Maira Mehtab Sep 28, 2026 870 views

Question details

A Microsoft 365 Business Standard user needs to make company folders available across multiple PCs, but invited users are unable to add these shared folders to their own OneDrive accounts.

Product: OneDrive for Business
Device & OS: not provided
Scenario: Sharing and syncing company folders across multiple computers for team collaboration.
Observed behavior: Other users are unable to add the shared folders to their local OneDrive directory.

Before you start

Ensure that your Microsoft 365 Business Standard license is active and that you have granted the correct folder permissions to the users you intend to collaborate with.

Solution 1Recommended

Add a Shortcut to OneDrive via the Web Interface

The most reliable way for recipients to sync shared folders to their local PCs is by accepting the invitation on the web and adding a shortcut directly to their OneDrive.

Often, users try to access shared folders directly from their desktop application, which can cause syncing visibility issues. By accessing the folder through the web interface first, Microsoft 365 links the directory properly to the user's account.

Send the invitation

From your OneDrive account, select the folder you want to share, click the 'Share' icon, enter the recipients' email addresses, and send the invitation.

Open folder from email

Instruct the recipient to open their email and click the link within the invitation to open the shared folder in the OneDrive web version.

Add shortcut to My Files

Once the folder is open in the web browser, the recipient must click on 'Add shortcut to My files' (or 'Add shortcut to OneDrive') located in the top menu bar.

Sync to local PC

The shared folder will now sync and appear as a shortcut in the recipient's local OneDrive folder across all their connected PCs.

Permission Check: Make sure you have granted 'Full Control' or 'Edit' permissions when sharing the folder so users can fully collaborate and save changes.

Solution 2

Verify License Policies and Folder Permissions

Check if Microsoft 365 license policies or restrictive folder permissions are preventing users from adding the folder to their local OneDrive.

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Collaborate Seamlessly with WPS Office

If you are experiencing ongoing syncing and sharing issues with OneDrive for Business, consider switching to WPS Office. It provides a lightweight, free alternative with built-in cloud collaboration, making it easier to share files and work with your team without complex permission hurdles.

1. Open your document: Launch WPS Office and open the file you wish to share with your team.
2. Click Share: Click the 'Share' button in the top right corner of the workspace.
3. Set permissions and send: Choose whether recipients can view or edit the document, then copy the link and send it to your colleagues for instant access.

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Frequently Asked Questions

Why is the 'Add shortcut to OneDrive' button missing?

This button may not appear if you are trying to add a folder that is already shared with you, if you lack the necessary edit permissions, or if your organization's IT admin has disabled the 'Add shortcut' feature in the SharePoint admin center.

Can I share OneDrive for Business folders with people outside my organization?

Yes, provided your Microsoft 365 administrator has enabled external sharing. You can share folders using the 'Anyone with the link' option or by specifying the external user's email address in the sharing settings.

How do I remove a shared folder shortcut from my local PC?

Open your OneDrive folder in File Explorer, right-click the shared folder shortcut, and select 'Remove shortcut'. This will delete the shortcut from your PC without deleting the actual shared files from the owner's original OneDrive.

Document & File Issues