OneDrive File Issues

How to Sync and Monitor Shared Folders in OneDrive

Natalie Taylor Sep 27, 2026 868 views

Question details

The user wants to find out if a company shared folder can be synced with OneDrive and how to receive automated alerts when files within the folder are created or modified.

How to Sync and Monitor Shared Folders in OneDrive

Product: Microsoft OneDrive and Power Automate
Device & OS: not provided
Scenario: Collaborating on company files and needing to track document updates in real-time.
Observed behavior: The user requires a setup to successfully link a shared folder to their local directory and automate notification workflows for file changes.

Before you start

Ensure you have the necessary edit permissions for the company shared folder in OneDrive and access to Microsoft Power Automate with your organizational account.

Solution 1Recommended

Add and Sync Shared Folders to OneDrive

Use the native OneDrive web interface to add a shortcut of the shared folder to your own files, allowing it to sync to your local device.

By adding a shortcut to your own OneDrive, you can access and sync company shared folders directly from your local file explorer just like your personal files.

Sign in to OneDrive on the Web

Open your web browser, navigate to the Microsoft OneDrive portal, and log in with your company credentials.

Navigate to the Shared Section

On the left-hand navigation pane, click on the "Shared" tab to view folders that have been shared with you by your company or colleagues.

Add Shortcut to My Files

Locate the shared folder you want to sync, select it, and click "Add shortcut to My files" at the top menu.

Verify Local Sync

Open your computer's File Explorer (Windows) or Finder (Mac). The shared folder will now appear with a shortcut icon inside your local OneDrive directory and will sync automatically.

Sync Complete: Changes made by you or your colleagues in this local folder will now automatically sync to the cloud for everyone to see.

Solution 2

Create File Monitoring Alerts using Power Automate

Configure an automated cloud flow in Power Automate to monitor your synced OneDrive folder and send notifications for any file modifications.

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Frequently Asked Questions

Why can't I find the 'Add shortcut to My files' option for a shared folder?

This usually happens if you only have 'View' permissions for the shared folder, or if you have already added the folder to your OneDrive. Additionally, some organizations may disable syncing for specific shared libraries via administrative policies.

Can I customize the email alerts I receive from Power Automate?

Yes. In the 'Send an email' action step, you can use dynamic content to include specific details in your email body and subject, such as the exact file name, the time it was modified, and who made the changes.

Will I get notified if I modify a file myself using the Power Automate flow?

By default, the 'When a file is created or modified' trigger fires for all changes, including your own. You can add a 'Condition' step in your flow to check the 'Modified By' field and stop the flow if the modifier's email matches yours.