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How to Sync Files Between a File Server and SharePoint
Question details
An organization needs to maintain two-way synchronization between an on-premises file server and SharePoint Online to keep files updated during an ongoing migration.
- Product
- SharePoint Online
- Device & OS
- not provided
- Scenario
- Performing a file migration to Microsoft 365 where users are actively modifying files on both the on-premises file server and the new SharePoint document library.
- Observed behavior
- SharePoint Online lacks built-in, out-of-the-box two-way synchronization capabilities to directly connect a local network file server with a SharePoint library.
Verify your Microsoft 365 licensing to ensure you have access to Microsoft Power Automate, and confirm you have administrative access to the on-premises file server to install data gateways if required.
Build a Custom Synchronization Flow using Power Automate
Use Microsoft Power Automate along with an on-premises data gateway to create a custom flow that syncs file changes between the file server and SharePoint.
Since SharePoint Online does not provide native two-way synchronization with file servers, Microsoft Power Automate can serve as a bridge. By installing an on-premises data gateway, you can allow cloud-based Power Automate flows to detect and replicate file creation and modifications on your local server.
Download and install the Microsoft On-premises data gateway on a server within your local network that has continuous access to the target file server.
Log into Microsoft Power Automate, go to 'Create', and select 'Automated cloud flow' to begin building your custom synchronization routine.
Add the 'File System' connector and set the trigger to 'When a file is created or modified'. Authenticate using the data gateway you installed.
Add a new step using the 'SharePoint' connector. Select the 'Create file' or 'Update file' action, mapping the file content and dynamic file name from the File System trigger to your target SharePoint library.
For complex two-way sync logic (to avoid infinite loops), post your specific flow architecture questions in the Microsoft Power Automate Community for expert guidance.
Implement a Third-Party Migration and Synchronization Tool
Deploy specialized third-party migration software designed to handle robust, real-time two-way synchronization between legacy file servers and SharePoint Online.
Enhance Your Migrated Document Workflow with WPS Office
During your transition to SharePoint Online, ensure your team has a reliable and lightweight office suite to manage, edit, and collaborate on migrated documents. WPS Office is a powerful alternative that perfectly handles standard Office files without the heavy resource requirements.
- 1. Download WPS Office: Visit the official WPS website to download the free installation package for your operating system.
- 2. Install the Suite: Run the installer and follow the on-screen instructions to set up WPS Office on your computer.
- 3. Open Migrated Files: Launch WPS Office and directly open your synced Word, Excel, or PowerPoint documents from your local OneDrive sync folder or mapped network drive.
Frequently Asked Questions
Does the OneDrive client sync directly between a file server and SharePoint?
No. The OneDrive sync client is designed to synchronize SharePoint and OneDrive files directly to an individual user’s local computer, not to serve as a synchronization bridge for centralized on-premises file servers.
Is two-way synchronization supported natively by SharePoint Online?
SharePoint Online does not provide a built-in, out-of-the-box feature to maintain an active two-way synchronization with a legacy on-premises file server.
Can Power Automate handle large-scale file server migrations?
While Power Automate can be customized for syncing specific folders or handling light file transfers, it is generally not recommended as a primary tool for large-scale enterprise migrations due to potential API rate limits and complex conflict resolution requirements.
What is an on-premises data gateway?
An on-premises data gateway is a software application installed on a local network that acts as a secure bridge, allowing cloud services like Microsoft Power Automate to read and write data to local resources like a file server.
