Sync Microsoft Teams Files to Your Computer and Move Files into Teams

Questions

  • How do I sync Microsoft Teams files to my laptop for offline access?
  • What is the best way to manage Microsoft Teams files locally?
  • How do I open Teams channel files in File Explorer or Finder?
  • How do I stop syncing files I no longer need?
  • What happens to files on my computer after I stop syncing?
  • What should I do if file syncing stops working?
  • How do I move files from a computer or network folder into a Teams channel?
  • What are the sync restrictions and best practices for Teams files?

Environment

This article applies to Bowdoin students, faculty, and staff who sync Microsoft Teams channel files to a computer running Windows 11 or macOS. Files shared in Teams channels are stored in connected SharePoint libraries, and OneDrive manages the syncing for both Teams and SharePoint libraries.

  • OneDrive is required and must be signed in with a Microsoft 365 (Bowdoin) account.
  • Synced libraries are managed in File Explorer on Windows or Finder on macOS.

Resolution

Set up OneDrive

Open OneDrive on the computer. If not already signed in, sign in with the Microsoft 365 (Bowdoin) account. OneDrive manages syncing for both Teams and SharePoint libraries.

Sync Teams files from a channel — the recommended way

Best practice: Sync only the specific channel or folder needed for regular offline access — not an entire large library. Syncing more than necessary uses more local disk space, slows down OneDrive, and increases the chance of sync errors.
  1. In Teams, go to the channel and select the Shared tab near the top of the channel view.
  2. Navigate into the specific folder needed, rather than syncing the whole channel, whenever possible.
  3. Select Sync in the toolbar. If Sync is not visible, select the ... (more options) menu to find it.
  4. When prompted, allow or confirm OneDrive to start syncing.

Synced libraries appear in File Explorer on Windows or Finder on macOS, usually under:

  • Bowdoin College
  • Shared Libraries - Bowdoin College

Understand what syncing does before working with files

Syncing creates a live, two-way connection between the computer and the Teams/SharePoint library online. This has some important consequences:

  • Any file added, edited, renamed, or deleted in the synced folder is also added, edited, renamed, or deleted in Teams — for everyone on that channel, not just on the local computer.
  • Deleting a file or folder from a synced location sends it to the Teams/SharePoint recycle bin, which is recoverable for a limited time, but it disappears from every other member's view immediately.
  • Renaming or moving synced folders directly in File Explorer or Finder can break the sync connection or cause conflicts; use SharePoint or OneDrive online to reorganize instead.
  • Changes made offline are held locally and only sync once the computer reconnects to the internet.
Important: Never right-click and delete a synced folder directly to "clean it up." Because the folder is still connected to the cloud, this deletes the files from Teams and SharePoint for the entire team, not just from the local computer. Always stop the sync first (see below) before removing anything locally.

Move files into a Teams channel (Windows)

To bring files from a network drive (such as a department shared drive) into Teams, first make sure the Teams channel's document library is synced, then follow these steps.

  1. Open File Explorer.
  2. In the left sidebar, locate the synced Teams folder under Bowdoin College. Keep this window open.
  3. Open a second File Explorer window and navigate to the existing files or folders on the local drive or department network drive.
  4. Select the files or folders to move.
  5. Right-click the selected items and choose Cut (or press Ctrl+X).
  6. Switch to the synced Teams folder window, right-click inside the folder, and choose Paste (or press Ctrl+V).
Tip: Files can also be dragged and dropped between the two File Explorer windows. Hold Shift while dragging to move (instead of copy) when the two locations are on different drives.

Move files into a Teams channel (macOS)

To bring files from a network drive (such as a department shared drive) into Teams, first make sure the Teams channel's document library is synced, then follow these steps.

  1. Open Finder.
  2. In the left sidebar, locate the synced Teams folder under Bowdoin College. Keep this window open.
  3. Open a second Finder window (File > New Finder Window, or press ⌘+N) and navigate to the existing files or folders on the local drive or department network drive.
  4. Select the files or folders to move.
  5. Press ⌘+C to copy, then switch to the synced Teams folder window.
  6. Press ⌘+Option+V to move the items (this pastes them and removes them from the original location).
Tip: Files can also be dragged and dropped between the two Finder windows. Hold ⌘ while dragging to move (instead of copy) when the two locations are on different volumes.

After moving, files upload and become available to everyone in the Teams channel automatically. Large moves may take time to finish syncing; keep the computer online until the sync completes.

Stop syncing and remove files from the computer

Stopping a sync breaks the connection between the computer and the Teams/SharePoint library. It does not delete anything — the files stay safely in Teams and SharePoint online, and the local copies remain on the computer as an ordinary, disconnected folder. Removing that local copy to free up disk space is a separate, manual step.

Step 1: Stop the sync

  1. Select the OneDrive cloud icon (in the Windows taskbar or the Mac menu bar).
  2. Go to Settings > Account.
  3. Select the library to remove and select Stop sync, then confirm.

Step 2: Remove the local files (optional, to free up space)

  1. Wait for OneDrive to finish removing the sync connection; this can take a few minutes.
  2. Open File Explorer or Finder and confirm the folder no longer shows a cloud/sync status icon.
  3. Once confirmed, delete the folder as normal (Windows: right-click > Delete; macOS: drag to Trash). Because the sync connection is gone, this only removes the local copy and does not affect the files in Teams or SharePoint.

If the folder won't delete or reappears in File Explorer/Finder:

  • Restart the computer — OneDrive sometimes needs a restart to fully release a folder after stopping sync.
  • Check OneDrive Settings > Account > Choose folders to confirm the folder is unchecked there as well.
  • As a last resort, unlinking the OneDrive account (Settings > Account > Unlink this PC) will clear all synced folders. Confirm anything important is already saved in Teams/SharePoint online first, since this affects every synced library, not just one.

Fix sync issues

  • Check the internet connection and sign-in status.
  • Look for sync warnings on the OneDrive icon.
  • Restart OneDrive or the computer.
  • See Microsoft OneDrive support in the Additional Resources section for detailed help.

Sync restrictions and best practices

Recommended best practices

  • Only sync what is needed offline — a specific folder rather than an entire channel or library — to save storage and reduce errors.
  • Treat synced folders as live, shared locations: assume anything changed or deleted there affects the whole team immediately.
  • Stop sync (not direct deletion) as the first step whenever a synced library is no longer needed locally.
  • Regularly review and remove old syncs through OneDrive settings, then clean up the disconnected local folders to reclaim disk space.
  • Follow department or IT guidelines when moving sensitive files.

File and folder limits

  • Do not sync libraries with over 300,000 files.
  • Keep paths under 400 characters.
  • Avoid characters like * : < > ? / \ |.

Library settings

  • Syncing is not supported if required check-out or metadata columns are enabled.
  • Custom permissions or policies may block sync.

System tips

  • Keep OneDrive up to date.
  • Do not sync on shared or public devices.
  • Manage folders through SharePoint or OneDrive, not by renaming directly in Finder or File Explorer.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.

Additional Resources

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