OneDrive, SharePoint and Teams on a Mac: How They Work Together

Microsoft 365 is more than a set of separate apps. On a Mac, OneDrive, SharePoint and Teams work together to give a business a structured way to store, share and collaborate on files. This guide explains how each one fits, what a synced folder is and how to work with them from Finder. It is part of our Microsoft 365 setup guide.

What a synced folder is

A synced folder is a normal folder in Finder that is connected to Microsoft 365. You open and save files in it using your usual Mac apps, and the files stay in step with Microsoft 365 automatically. The same file appears in Finder and in Microsoft 365, but its contents may be online only until you open it. There is still one current version.

Finder does not connect to Microsoft 365 by itself. The OneDrive app runs in the background, downloads the list of files, uploads your changes and makes the folders appear in Finder. If OneDrive is not running, syncing pauses.

OneDrive, for personal working files

OneDrive is where each person keeps their own working files. On a Mac it appears in Finder, so it feels like part of the file system. Files are saved to the cloud, so they are available on other devices.

If OneDrive is not in your Finder sidebar, open Finder, choose Settings, then Sidebar, and turn on Cloud Storage.

SharePoint, for shared business files

SharePoint is where shared documents live: contracts, reports and internal resources, stored in clear folders with permissions set by role. To use one on your Mac, open the document library in a browser and choose Sync. A folder then appears in Finder and stays in step automatically. You can open, save, rename and move files in it as normal.

Teams, where files and conversation meet

Teams does not store files itself. Files shared in a Teams channel are stored in SharePoint, and files shared in a chat are stored in OneDrive. Opening a file from Teams or from Finder opens the same file.

Set up each team around a department or project, and its channels will have their own file space linked to SharePoint. Conversations and documents stay together instead of getting lost in email.

Files that stay online only

OneDrive on a Mac uses Files On-Demand, which is part of macOS and cannot be turned off. It lets you see all your files in Finder without storing all of them on your Mac. A folder can hold a mix of files.

A file with a cloud icon is online only. It uses almost no space and downloads when you open it, so you need an internet connection to open it. Once opened, it is stored on your Mac, and you can right-click it and choose Free up space to make it online only again. A file marked Always Keep on This Device has a green circle with a white tick, always stays on your Mac and works without a connection.

This is normal behaviour, but it is often mistaken for a sync problem. If you need files offline, for example on a flight, right-click the folder or files and choose Always Keep on This Device first.

Share links, not copies

Instead of attaching a file to an email, share a link. Everyone then works on the same version, changes are visible straight away and you can change who has access without resending anything.

A simple routine

Save your own working files in OneDrive and shared work in a synced SharePoint folder. Open and save them through Finder or Office apps, use Teams for conversations and meetings, and move a file into SharePoint when it becomes shared work.

This avoids saving work to the Desktop or Downloads, uploading the same file twice, losing track of the current version and losing access when you change devices.

If something is not syncing

Check the OneDrive icon in the menu bar first. Our guide to OneDrive not syncing on a Mac walks through the fixes. If Teams cannot use your microphone, camera or screen, see our guide to Teams microphone, camera and screen sharing on a Mac.

Need a hand?

If you need help with synced folders, SharePoint structure and permissions or OneDrive on your Macs, contact Your Mac Tech.