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How to Sync Shared OneDrive Files from Another Organization
Question details
The user needs to synchronize shared OneDrive folders from a different organization but is unable to find the required synchronization options in the interface.
- Product
- Microsoft OneDrive
- Device & OS
- not provided
- Scenario
- Collaborating with external clients or another organization and attempting to sync their shared OneDrive folders to a local device.
- Observed behavior
- The "Sync" and "Add shortcut to OneDrive" options are entirely missing from the shared folder's menu.
Log into your Microsoft 365 web portal and verify that the external folder has been successfully shared with your specific account email. Be aware that external syncing capabilities heavily depend on the host organization's security restrictions.
Use the Add Shortcut to OneDrive Feature
This is the primary and recommended method for bringing external shared folders into your own OneDrive environment for local file synchronization.
When collaborating across different Microsoft 365 organizations, adding a shortcut integrates the external folder into your file explorer alongside your personal files.
Open the OneDrive web portal and click on the 'Shared' tab located on the left-hand navigation menu.
Locate the folder shared by the other organization and click the circular checkbox to select it.
Click 'Add shortcut to OneDrive' from the top action bar. If successful, the folder will appear in your 'My files' view.
Open your local OneDrive desktop application, click 'Sync this OneDrive', and wait for the shared folder shortcut to download to your computer.
Request IT Administrator to Adjust Tenant Policies
Use this solution if the sync options are completely missing, which indicates that organizational security policies are blocking cross-tenant synchronization.
Simplify Cross-Organization Collaboration with WPS Office
If strict Microsoft 365 tenant policies are blocking your cross-organization workflows, consider switching to WPS Office. It provides a lightweight, highly compatible, and restriction-free environment for sharing and editing files with external clients.
- 1. Install WPS Office: Download and install the free WPS Office suite on your computer or mobile device.
- 2. Upload to WPS Cloud: Save your collaboration documents to the integrated WPS Cloud for instant syncing across devices.
- 3. Share effortlessly: Select the file, click 'Share', and generate a public or password-protected link to collaborate with anyone, regardless of their organization.
Frequently Asked Questions
Why is the 'Add shortcut to OneDrive' option missing for shared folders?
This option is typically missing because the host organization's Microsoft 365 tenant policies restrict external users from syncing files locally for security reasons.
Can I sync individual shared files instead of whole folders?
No, OneDrive only supports adding shortcuts and syncing at the folder level. You must select the parent shared folder to access the synchronization options.
Does my Microsoft 365 Business Standard license enable cross-tenant syncing?
While your license includes local OneDrive syncing, cross-tenant synchronization depends entirely on the host organization's security configuration, meaning your license alone does not guarantee access.
How do I remove a shared folder shortcut without deleting the original files?
Navigate to 'My files' in your OneDrive, right-click the shared folder shortcut, and select 'Remove'. This deletes the shortcut from your device but leaves the original files intact in the owner's OneDrive.
