How to Set Up OneDrive Sync on Your Computer

Why Sync OneDrive?

Syncing OneDrive to your computer gives you:

• Access to your files even without internet
• Faster file access directly from File Explorer or Finder
• Automatic backup of your important documents
• Seamless access to shared team files

Setting Up OneDrive on Windows

Step 1: Sign In

OneDrive is built into Windows 10 and 11:

• Click the OneDrive cloud icon in the taskbar (bottom right)
• If you do not see it, search for OneDrive in the Start menu
• Enter your work email address
• Enter your password and complete any two-factor authentication
• Click Sign In

Step 2: Choose Your Folder Location

• OneDrive will suggest a default folder location
• Click Change location if you want to store files elsewhere
• Click Next

Step 3: Choose What to Sync

• You can sync everything or select specific folders
• Click Choose folders to select which folders to sync
• Tick the folders you want available on your computer
• Click OK

Step 4: Start Using OneDrive

• Open File Explorer
• Look for OneDrive - [Your Organisation] in the left sidebar
• Your synced files and folders will appear here

Setting Up OneDrive on Mac

Step 1: Install OneDrive

• Open the App Store on your Mac
• Search for Microsoft OneDrive
• Click Get then Install
• Open OneDrive from your Applications folder

Step 2: Sign In

• Enter your work email address
• Enter your password
• Complete two-factor authentication if required

Step 3: Choose Folders

• Select which folders to sync to your Mac
• Click Start Syncing

Step 4: Access Your Files

• Open Finder
• Look for OneDrive - [Your Organisation] in the sidebar
• Your files will appear here

Understanding Sync Status Icons

OneDrive uses icons to show file status:

• Blue cloud: File is available online only (saves space)
• Green tick on white: File is downloaded and available offline
• Green tick on green: File is set to always keep on this device
• Sync arrows: File is currently syncing
• Red X: There is a sync problem with this file

Files On-Demand

OneDrive Files On-Demand saves space on your computer:

• Files show in File Explorer but are not all downloaded
• They download automatically when you open them
• Right-click a file and select Always keep on this device for offline access
• Right-click and select Free up space to remove the local copy

Syncing SharePoint Libraries

You can also sync shared team files:

• Open your SharePoint site in a browser
• Navigate to the document library you want to sync
• Click Sync in the toolbar
• OneDrive will start syncing the library to your computer
• It will appear under your OneDrive folder in File Explorer

Troubleshooting Sync Issues

OneDrive Is Not Syncing

• Check your internet connection
• Look for the OneDrive icon in the taskbar
• Click the icon and check for error messages
• Try pausing and resuming sync: click the icon > Settings gear > Pause syncing > then Resume syncing

File Conflicts

If someone else edited the same file:

• OneDrive will keep both versions
• Look for files with your name appended (e.g., "Report - John.docx")
• Open both versions, merge changes manually, and delete the extra copy

Storage Full

• Click the OneDrive icon > Settings gear
• Check your storage usage
• Delete unnecessary files or contact IT to increase your storage

Sync Stuck on "Processing Changes"

• Close OneDrive: right-click the icon > Quit OneDrive
• Reopen OneDrive from the Start menu
• If the problem persists, try unlinking and relinking your account

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.