SharePoint Sync Limitations: What You Need to Know

What is SharePoint Sync?

SharePoint Sync is a feature that enables users to synchronize document libraries from SharePoint Online to their local devices using OneDrive. This functionality allows users to access, edit, and manage their files directly from their desktop or file explorer without needing to open SharePoint in a web browser. Any changes made to the files will be automatically synced back to SharePoint, ensuring that all users have the latest versions. This feature is particularly useful for remote work, offline access, and collaboration across multiple teams and devices.

Why Do We Need SharePoint Sync?

Organizations leverage SharePoint Sync to enhance productivity and efficiency in document management. Here are some key reasons why it is essential:

Offline Access: SharePoint Sync allows users to work on their files even when they are not connected to the internet. Once they reconnect, all changes are automatically updated in the cloud, ensuring that they do not lose any progress.
Seamless Collaboration: When multiple team members work on shared files, SharePoint Sync helps keep everyone updated with the latest versions, reducing conflicts and ensuring smooth workflow coordination.
Improved Productivity: With files readily available on local devices, users do not have to navigate through SharePoint every time they need to access a document, saving time and effort.
Reduced Dependency on Web Access: SharePoint Sync eliminates the need for constant internet access, which is beneficial for employees working in remote areas or on the go.

Who Uses SharePoint Sync?

SharePoint Sync is widely used across different industries and roles, including:

Business Professionals: Employees who frequently work with documents, spreadsheets, and presentations rely on SharePoint Sync for quick access and easy collaboration.
IT Administrators: IT teams use SharePoint Sync to facilitate smooth document management and troubleshoot syncing issues within the organization.
Remote and Hybrid Teams: Employees working from different locations benefit from SharePoint Sync as it enables them to collaborate on shared files without experiencing delays or access restrictions.
Field Workers: Professionals in industries such as construction, healthcare, and sales use SharePoint Sync to access critical documents while in the field, ensuring that they have the necessary information at all times.

Applications That Use SharePoint Sync

Several Microsoft applications integrate with SharePoint Sync to provide a seamless file-sharing and collaboration experience:

OneDrive for Business: This is the primary tool used for syncing SharePoint libraries. It allows users to store and access their files from any device.
Microsoft Teams: Files shared in Teams channels are stored in SharePoint document libraries, and SharePoint Sync enables users to access them locally.
Office Applications (Word, Excel, PowerPoint): These applications integrate with SharePoint Sync, allowing users to edit documents directly from their local drive while ensuring real-time updates.
Windows File Explorer & macOS Finder: Synced SharePoint files can be accessed like any other folder in File Explorer or Finder, making file management more intuitive and user-friendly.

SharePoint Sync Limitations

Despite its many advantages, SharePoint Sync has some limitations that users need to be aware of:

1. File Size Limitations

SharePoint Sync supports a maximum individual file size of 250 GB. While this limit is quite large, organizations dealing with high-resolution videos, large CAD files, or extensive databases may experience issues with syncing.
Attempting to sync files near this size limit can result in significant slowdowns, failed uploads, and performance issues, especially when network bandwidth is limited.

2. Syncing Too Many Files

Microsoft recommends syncing less than 300,000 files per library. While this is a theoretical limit, performance issues can arise much earlier, especially if files are frequently updated or accessed by multiple users.
A high number of files increases sync processing time, leading to delays in updates and potential conflicts in file versions.

3. Path Length Restrictions

SharePoint has a strict file path length limit of 400 characters, including the file name and folder structure. If this limit is exceeded, users may encounter errors preventing files from syncing properly.
To avoid issues, organizations should adopt structured and consistent folder naming conventions to keep paths concise.

4. Unsupported File Types & Characters

Files containing certain special characters (such as " * : < > ? / \ |) in their names may fail to sync or cause unexpected errors.
Temporary system files, such as desktop.ini and thumbs.db, are automatically excluded from syncing, which may lead to discrepancies in file availability.

5. Limitations on Libraries with Column Restrictions

If a SharePoint document library includes metadata columns that require input, OneDrive will not be able to sync those files unless all required fields are filled.
This can create disruptions for users who rely on syncing for offline access but later discover they cannot modify certain documents.

6. Multiple Account Syncing Issues

OneDrive supports syncing with only one work or school account at a time per device. This means users cannot simultaneously sync files from multiple organizations on the same machine.
Switching between accounts requires unlinking and relinking OneDrive, which can be inconvenient for users working with multiple tenants.

7. Versioning and Conflict Resolution Challenges

When multiple users edit a file offline and sync it later, conflicts may arise if changes are not merged properly.
SharePoint attempts to resolve conflicts by creating duplicate versions, but this can lead to confusion and increased storage usage.

Best Practices for Using SharePoint Sync

To maximize efficiency and minimize issues, organizations should follow these best practices:

Keep File Counts Manageable – It’s recommended to sync fewer than 100,000 files in a single library to ensure stable performance and faster sync speeds.
Use Folder Naming Conventions – Standardized, short folder and file names help prevent path length issues and improve file organization.
Limit Large Files – Instead of syncing large files, consider storing them in separate libraries or using Microsoft Stream for video content.
Enable Versioning & Co-Authoring – Encourage users to edit documents directly in Office Online or Teams to avoid conflicts.
Educate Users on Sync Behavior – Training sessions can help employees understand limitations and troubleshoot common sync problems.
Monitor Sync Health Regularly – IT teams should use the OneDrive admin center to detect and resolve sync issues before they affect productivity.

Alternative Approaches to SharePoint Sync

Organizations may explore alternative solutions for file access and collaboration:

1. SharePoint Web Access

Pros: No sync issues, always up-to-date, and accessible from anywhere.
Cons: Requires an internet connection and browser-based navigation.
Best Use Case: When users need direct access to files but do not require offline functionality.

2. Mapped Network Drives

Pros: Provides a traditional file server experience with network-based access.
Cons: Can be slow over VPNs and is less reliable than OneDrive syncing.
Best Use Case: When working with legacy applications that require network-based file access.

3. Power Automate & Third-Party Sync Tools

Pros: Automates file transfers and reduces manual intervention.
Cons: Requires setup and may involve additional licensing costs.
Best Use Case: When organizations need to automate complex workflows without relying on direct sync.

While SharePoint Sync offers significant benefits, understanding its limitations is crucial for effective use. By implementing best practices and exploring alternative solutions when necessary, organizations can optimize file management and collaboration.