How to Sync Desktop and Documents Folders to OneDrive for Australian Small Businesses

Summary

This guide helps you troubleshoot and resolve: How to Sync Desktop and Documents Folders to OneDrive for Australian Small Businesses. Follow the steps below to fix the issue.

Common Causes

Syncing your Desktop and Documents folders to OneDrive ensures your important business files are backed up to the cloud and accessible from any device. This guide walks Australian small business owners through enabling Known Folder Move in OneDrive, so your local files sync automatically without manual uploads.

Quick Fix Steps

1. Ensure you are signed into OneDrive with your business Microsoft 365 account.
2. Open OneDrive settings and navigate to the Sync and back up tab.
3. Select Manage backup and choose the Desktop and Documents folders.
4. Confirm the backup and allow OneDrive to begin syncing your files.

Detailed Instructions

Step 1: Sign in to OneDrive

1. Locate the OneDrive cloud icon in the Windows taskbar notification area (bottom-right of your screen). If you do not see it, select Show hidden icons.
2. Select the OneDrive icon, then select Help & Settings.
3. Choose Settings from the menu.
4. If prompted, sign in using your business email address (for example, [email protected]) and complete any multi-factor authentication required by your organisation.

Step 2: Open Backup Settings

1. In the OneDrive settings window, select the Sync and back up tab.
2. Under the Back up your folders section, select Manage backup.
3. A dialog box will appear showing the folders available for backup, typically including Desktop, Documents, and Pictures.

Step 3: Select Desktop and Documents

1. Tick the checkboxes next to Desktop and Documents.
2. Select Start backup.
3. OneDrive will begin moving the contents of these folders to the cloud. You can continue working while files sync in the background.

Step 4: Verify Sync Status

1. Open File Explorer and navigate to C:\Users\YourName\Desktop or C:\Users\YourName\Documents.
2. Look for the OneDrive status icons next to your files:
   • A blue cloud icon means the file is online-only.
   • A green tick with a white border means the file is available offline and synced.
   • A blue circular arrow means the file is currently syncing.
3. Select the OneDrive cloud icon in the taskbar to view recent activity and confirm there are no errors.

Step 5: Access Files from Another Device

1. Install OneDrive on your second device and sign in with the same business account.
2. Your Desktop and Documents folders will appear in File Explorer under OneDrive - [Your Organisation Name].
3. Open OneDrive on the web to access files from any browser.

Troubleshooting

OneDrive is Paused or Not Syncing

1. Select the OneDrive cloud icon in the taskbar.
2. Select Help & Settings.
3. If you see Resume syncing, select it to restart synchronization.
4. Check your internet connection and ensure you are not on a metered connection with data restrictions.

Folder Already Being Backed Up

1. If Manage backup is greyed out, your folders may already be syncing to OneDrive.
2. Select Manage backup anyway to review which folders are selected.
3. Untick and re-tick Desktop or Documents if you need to reset the backup.

Files Showing Sync Errors

1. Open OneDrive settings and select Account.
2. Choose Choose folders and ensure the affected folders are selected for sync.
3. Check for file names containing unsupported characters such as ", *, :, <, >, ?, /, or |. Rename the file and try again.
4. Ensure no file is open in another application while syncing.

Not Enough OneDrive Storage

1. Sign in to the Microsoft 365 admin centre.
2. Verify your subscription includes sufficient OneDrive storage for your users.
3. If storage is full, archive older files or purchase additional storage through your Microsoft 365 plan.

If you continue to experience sync errors or need assistance migrating network drives (Z:\) to SharePoint Online, Open a Ticket with 220 Internet Services.

Still Having Issues?