Sync SharePoint and Teams files to your computer

• In order to use files on your computer without an internet connection, you need to setup a synchronization with a Teams/SharePoint document library.
• Your individual files stored in OneDrive will reside under OneDrive-York University folder, while all the Teams/SharePoint libraries will reside under the York University section, next to a building icon.

SYNCHRONIZE FILES FROM A TEAMS/SHAREPOINT DOCUMENT LIBRARY

1. Login to SharePoint by going to: https://portal.office.com/. Enter your Passport York (PPY) username & Password and in the upper left corner of the window.
2. Select the app launcher -> All apps -> SharePoint
   
   
3. Select the site with the files you want to SYNC
   
   
4. Select Documents or navigate to the subfolder you want to sync.

NOTE: Remember to click/Select the FOLDER you want to be SYNCHED OFFLINE otherwise it will Download ALL FOLDERS into your Laptop.

5. Select Sync. (You only need to do this once on a computer to set up syncing on that computer. After you set up syncing, the files sync automatically.)

Note: If your browser requests permission to use "Microsoft OneDrive," confirm that this is okay.

The files then sync to a folder on your PC that has the name 'York University'. This folder is automatically added to the left pane in File Explorer. You can’t select to sync to a different location.

IN ORDER TO WORK OFFLINE WITH THESE DOCUMENTS

There are 2 ways to do this-

A) Individually choose which files you want or keep all files.

1. Use always keep on this device option to sync only files you want
2. Right-click over the file or folder you want to keep locally and choose 'Always keep on this device'

You will notice the status checkbox next to a file or folder become solid green. This means that the files reside locally on the computer.

Note: If you ever decide that you no longer need those files or folders stored locally, you can do the opposite and 'Free Up Space' which will push them back to the cloud.

B) Use Disable Files On-Demand option to sync all files and folders on your computer

The files-on demand feature does not download the physical files and folders to your computer. Instead, it just downloads the names of files and folders as well as the hierarchy of folders. So it looks like you have them on your computer (hence the cloud icon under status), but you don’t.

In the image below, you can see the cloud icons next to all the files, except for one (green checkbox). This indicates that the file has been opened on the computer, and it was physically downloaded to the computer at that time.

1. Click the blue cloud icon at the bottom right-side of your taskbar

2. Click on advanced settings > Files On-Demand > Download all files

3. You will get a confirmation pop-up box, click continue.

4. When you go back to Windows Explorer, you will now notice a bunch of solid green checkboxes, meaning that the files have physically been downloaded and synchronized to your computer.

Change SYNC settings to sync files on another computer

Go to that computer and follow these steps to change the folders that sync for a site, or to stop syncing all files on a site:

1. Select the BLUE OneDrive cloud icon in the Windows taskbar notification area.

Note: (You may need to select the Show hidden icons arrow ^ next to the notification area for the OneDrive icon to appear. If the icon doesn't appear in the notification area, OneDrive might not be running. Select Start, enter OneDrive in the search box, and then select OneDrive in the search results.)

2. Select -> Settings.

3. To see a list of all your syncing sites, select the Account tab.
4. To change the folders that you're syncing, select Choose folders for that library, and then select the folders that you want to sync. To stop syncing a site, select Stop sync next to the site. (Copies of the files remain on your computer. You can delete them if you want.)

Created by Pritumi Patel & Maher Chediac, Verified by Maher Chediac & Paul Elo.