Guide to Synchronization

What?
The Synchronisation (Sync) function allows the user to select a set of files/folders from Teams and creates a network shortcut to this in File Explorer. This content is continually kept up to date when connected to the internet.
This creates a connection between the two locations and enables the user to flexibly switch mediums.

Why?
The reason a user would do this is to work on these files offline, save, and then synchronise the changes back to Teams when an internet connection is available. This means that users do not have to save and then re-upload files to Teams, and the update process is seamless.

Sync can also support upload of files to another application or enable the correct functionality of complex files.

How does it work?

1. From a Channel or Site Collection, click on the “Files” tab in the top menu

2. Click on the “Sync” button

3. Open up File Explorer and the synced area will be on left hand menu alongside with OneDrive and your local network drives

What is Synchronization?

Use the sync function as it is intended.

This feature is not an alternative to using MS Teams or SharePoint, and the process of synchronizing files can take time to complete which can lead to further useability issues.

Sync only at the level that you need, not want
Over-syncing of files (or syncing at too high a level) can mean that the process will take more time to complete. When you sync more precisely, you ensure not only a quicker background process but also guarantee that your files are updated and ready to use. Syncing at too high a level creates unnecessary risks.

Remove syncs if these are not required
Reduce the amount of files in the syncing queue to speed up the overall process. This will help with ensuring that new files added to sync are processed faster and the changes quickly reflected.

Best Practice

Check OneDrive Admin and Settings

Start with checking the admin and settings menu for OneDrive. It is located at the bottom right-hand corner of your screen and is denoted as a blue cloud.

Troubleshooting Sync issues

Right-click this and then left-click on the settings widget in the top corner.

Click on the “Account” menu.

From here, you can stop syncs (stop the synchronisation of all files under the main folder). You can even drill down into the folders for more granular stopping of syncs.

Let's have a look at what synchronization looks like in Windows Explorer. As you can see, a new "Status" column appears on the left of the file and folder names. This indicates that the files/folders are in different states of syncs. I've also included a list of all the possible status' and what they mean.

What does the Sync status mean in File Explorer?

Frequently asked questions

Q. My sync folders in File Explorer have disappeared

A. This happens when your OneDrive has been unlinked with your PC. The synced folders have not been removed; they are just hidden.

To resolve

Ensure your OneDrive has been re-enabled, and then navigate to any “Files” tab in a channel and click “Sync”. All the sync folders should reappear again.

Q. The synced files are not in Teams or are previous versions

A. You likely have a very large sync queue, or you have activated sync on too many file locations.

Your sync will be continuously running the process on everything synced and the latest updated/uploaded files will be at the back on the queue.

To resolve

Reduce the amount of files in the sync queue or use Teams or SharePoint directly.

Q. Files have mysteriously been deleted

A.This happens when too many users have synced the same file location, and multiple changes have taken place.

The general rule is that the last person’s synced changes prevail. So larger bulk syncs where more changes happen more frequently will be chaotic.

To resolve:

Check the Recycle Bin on the SharePoint site for recovery options. You have 93 days to do this.

Q. My files have been overwritten with previous versions

A. This is very similar to the “files have mysteriously been deleted” problem. The problem here is that too many users are synchronising the same files/folders and making changes to them.

To resolve:

Reduce your synced files and work on files directly on Teams or SharePoint.

Q. Sync is no longer working – I have a red “x” on my cloud icon or it shows a “processing status”

A. The red “x” on your OneDrive icon (and thereby red “x” in synced files/folders in File Explorer) indicates where there is a processing problem with sync.

Likely files are containing errors or there are errors in processing.

To resolve:

• Locate problem files in File Explorer to locate exactly where the error is. It will be denoted by the red “x” in the icon. It could be that you will need to delete problematic files.

• Delete shortcut links. Sync hates shortcuts.

• For more severe cases, you may need to unlink and relink your OneDrive account.

Contact: info@m365-simplified.com