You may have noticed that Microsoft offers a couple of different ways to add files shared in Microsoft Teams to our local computers. One method is to Sync those files, as discussed in this article. The other method is called Add Shortcut to OneDrive.
Each method is useful in certain environments, but they are executed a bit differently. IT Services has evaluated how each method works and determined the best practice for our organization.
Which is recommended?
Based on our experiences and testing, IT Services recommends using the Sync option to view files on your local machine.
This option gives a more consistent naming convention and places shared files in a visibly different place, causing less confusion. On a selfish note, this method is also easier for us to troubleshoot, should sync issues arise.
We have not restricted the use of Add Shortcut to OneDrive, but we're not providing instructions for its use. Should you determine that this method is preferred for your unique situation, you may contact Helpdesk for assistance using it.
What's the difference?
Each option organizes the selected folder differently. Sync places the folder in a visually separate location on only the computer being used. Shortcut for OneDrive adds the folder to your OneDrive list wherever you view your OneDrive files.
Option 1 - Sync (Recommended)
Pressing the Sync button places the folder and its contents as a separate location in the left hand navigation of your Windows Explorer files. This is meant to mimic how you viewed shared folders in the past. These files display the same status icons you're used to seeing in your OneDrive folder. You also have the same options to save files offline or free up space.
Once the folder is synced, you can open Windows File Explorer to see the results.
Inside the left hand navigation, a new icon of a building appears in front of Concordia University, Nebraska. When you browse or expand this folder, it will contain the folder you chose to sync. The initial status is the cloud icon, which means that placeholders for files exist here and the files will be downloaded when requested. Be sure to open any files you know you'll need before going offline.
Note: On a Mac OS the icon appears as a folder instead of a building.
Notice that it does not affect what appears under OneDrive - Concordia University, Nebraska next to the cloud icon. It will also not affect what you see when viewing your OneDrive files via the web or mobile app.
Mac view
Option 2 - Add Shortcut to OneDrive (Not recommended unless Sync won't work for you)
Adding a shortcut to OneDrive does exactly that. It takes a folder from a location in Teams and places a shortcut to it in your OneDrive - Concordia University, Nebraska directory. The shortcut will appear along with your OneDrive files no matter how you access OneDrive:
- Windows File Explorer on your computer
- OneDrive web view
- OneDrive mobile app
This does not create a new location in Windows File Explorer. It places the shortcut in line with your existing folders. This can make it more difficult to keep track of which files are shared and which are personal. This method is also unlikely to include the team name alongside the folder.
Mac View
Why can't I do both?
Since both options result in files syncing to your computer with OneDrive as the engine, Microsoft will not allow the same files to sync to two locations on the same computer.
Here's what happens when you try:
In this example, I've chosen to sync the ITS Test General files:
After using that option for some time, I decide I want to add the shortcut to OneDrive and complete the steps to do so.
Since it places the shortcut under the (cloud icon) OneDrive - Concordia University, Nebraska location, it will stop syncing related files/folders in the (building icon) Concordia University, Nebraska location.
Now, I receive this message from the OneDrive application on my computer:
My OneDrive icon next to the clock appeared with a red X
When I click on that icon, I see this window
"Click to learn more..." brings this window
I chose to unsync the conflicting folder, now when I look in my OneDrive, the folder appears under (cloud icon) OneDrive - Concordia University, Nebraska with a special icon on it indicating that it is a shortcut.
Special Notes
- Since this was the only folder I chose to Sync, the (building icon) Concordia University, Nebraska no longer appears. If I had other folders being synced, both it and the remaining synced folder(s) would still appear. The folder I stopped syncing would not have an icon in the Status column and could be deleted to reduce confusion. (The folder is not automatically deleted to aid in troubleshooting.)
- General folders: Each channel has a General folder, and the first of these to be saved as a shortcut would not include the Team name. For the purpose of this article, I created my own folder named General in my individual OneDrive files to ensure the team name would appear.
- Child folders: Any folder or file that resides inside a folder being synced cannot be added as a shortcut. The entire parent folder will no longer be synced in the above scenario.
We recognize this can all be a bit confusing, so don't hesitate to reach out and we can work with you directly to answer any questions you may have.