Seamlessly Access Your SharePoint Files in Windows Explorer

In today's collaborative work environments, Microsoft SharePoint is a important tool for document management and team projects. While its web interface is powerful, many users prefer the familiar functionality of Windows File Explorer for managing their files. This article provides a detailed, step-by-step guide on the various methods to view and manage your SharePoint files directly from your desktop, boosting your productivity and streamlining your workflow.

Why View SharePoint in File Explorer?

Integrating SharePoint with Windows Explorer offers several key advantages:

Familiar Interface: Work within the well-known environment of File Explorer, eliminating the need to constantly switch to a web browser.
Drag-and-Drop Functionality: Easily move or copy files and folders between your local computer and SharePoint with simple drag-and-drop actions.
Offline Access: Syncing files allows you to work on documents even when you're not connected to the internet. Changes will automatically sync once you're back online.
Enhanced Productivity: Perform bulk file operations, such as renaming or deleting, much more efficiently than through the web interface.

Method 1: Syncing with OneDrive (Recommended)

The most robust and recommended method for accessing SharePoint files in Windows Explorer is by syncing them with the OneDrive for Business client. This approach provides a seamless experience with features like "Files On-Demand," which saves local disk space.

Step-by-Step Guide to Syncing SharePoint Files:

Navigate to Your SharePoint Library: Open your web browser and go to the SharePoint site containing the document library you want to sync.
Initiate the Sync: At the top of the document library, you'll find a "Sync" button. Click on it.
Grant Permission: Your browser may ask for permission to open Microsoft OneDrive. Confirm this request to proceed.
OneDrive Takes Over: The OneDrive client on your computer will now take over and begin the synchronization process. You may be prompted to sign in with your Microsoft 365 credentials if you aren't already.
Access Your Files in Explorer: Once the sync is complete, a new folder with your organization's name will appear in the navigation pane of Windows Explorer. Your synced SharePoint library will be located within this folder.

Understanding OneDrive's "Files On-Demand"

A key feature of this method is Files On-Demand. This allows you to see all your SharePoint files in Explorer, but they only download to your computer when you open them. This saves significant hard drive space. You'll notice different status icons next to your files:

☁️ Cloud Icon: The file is online-only and won't take up space on your computer.
? Syncing Icon: The file is currently being synced.
✔️ Green Tick (on a white background): The file has been downloaded to your device.
✔️ Solid Green Tick: The file is marked as "Always keep on this device" for offline access.

To manage this, simply right-click on a file or folder and select "Always keep on this device" or "Free up space."

Method 2: Mapping as a Network Drive

This traditional method allows you to map a SharePoint document library as a network drive in Windows. While it doesn't offer the advanced features of OneDrive sync, it can be a suitable option in certain scenarios.

Prerequisites:

This method typically requires using Internet Explorer for the initial setup due to its ActiveX technology.
You must add your SharePoint site to your browser's Trusted Sites.

Step-by-Step Guide to Mapping a Network Drive:

Add to Trusted Sites:
- Open Internet Explorer.
- Go to "Settings" > "Internet Options".
- Navigate to the "Security" tab and click on "Trusted sites".
- Click the "Sites" button and add the URL of your SharePoint site.
Authenticate with SharePoint: In Internet Explorer, navigate to your SharePoint site and sign in. Make sure to check the "Keep me signed in" option.
Open with Explorer: In the SharePoint document library, switch to the "Classic SharePoint" view if you are in the modern view. Then, in the ribbon at the top, click on the "Library" tab and select "Open with Explorer."
Copy the Library Path: A new File Explorer window will open displaying your SharePoint files. Copy the URL from the address bar of this window.
Map the Network Drive:
- Open "This PC" in File Explorer.
- Click on the "Computer" tab and then "Map network drive."
- Choose a drive letter and paste the copied library path into the "Folder" field.
- Ensure "Reconnect at sign-in" is checked.
- Click "Finish."

Your SharePoint library will now appear as a mapped drive in "This PC."

More in detail: How to Map SharePoint Online as a Network Drive on Windows?

Method 3: "View in File Explorer" in Microsoft Edge

A more modern alternative to the Internet Explorer method is using the "View in File Explorer" feature in Microsoft Edge. This requires an administrator to enable a specific policy.

Once enabled by your IT department, you will see a "View in File Explorer" option in the "View" menu of your SharePoint document library when using Microsoft Edge. This provides a direct way to open the library in File Explorer without the need for the OneDrive sync client.

Also Read: How Do You View or Add a SharePoint Folder to File Explorer?

Troubleshooting Common Issues

Sync Button is Missing: If you don't see the "Sync" button, it might be disabled for that specific library. Contact your SharePoint administrator.
OneDrive Sync Problems: If files aren't syncing correctly, right-click the OneDrive icon in your system tray and check for any error messages. You can also pause and resume syncing, or in more persistent cases, unlink and relink your account.
Mapped Drive Disconnects: If your mapped network drive frequently disconnects, it's often due to authentication tokens expiring. Opening the SharePoint site in Internet Explorer and re-authenticating usually resolves this.

By leveraging these methods, you can seamlessly integrate your SharePoint document libraries with your Windows Explorer, creating a more efficient and user-friendly file management experience. For most users, the OneDrive sync method offers the best combination of features, reliability, and ease of use.

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