Sync folders are the key to working with Microsoft 365 files on a Mac. This guide explains what sync folders are, how they work in Finder, and how SharePoint, OneDrive and Teams use them to keep files in one clear place.

What a sync folder is

A sync folder is a normal folder in Finder that is connected to Microsoft 365.

Files inside a sync folder:

• Appear in Finder like any other folder
• Can be opened and saved using normal Mac apps
• Are kept in step with Microsoft 365 automatically

Once set up, there is no need to use a browser to work with files day to day.

What “sync” means

Sync means the same files exist:

• On the Mac
• In Microsoft 365 online

When a file is changed:

• The change is uploaded to Microsoft 365
• The same change appears anywhere else that folder is synced

There is only one version of each file.

How sync folders work on macOS

Finder does not connect directly to Microsoft 365.

The OneDrive app runs in the background and:

• Connects to Microsoft 365
• Downloads file lists
• Uploads changes
• Makes folders appear in Finder

If OneDrive is not running, syncing pauses.

Sync folders can store files in three ways

A sync folder can contain files stored in different ways at the same time.

These options control how much storage space is used on the Mac.

Locally stored files

Locally stored files are fully saved on the Mac.

Characteristics:

• Always available
• Open instantly
• Work without an internet connection
• Use local disk space

This is suitable for files that are used often or needed offline.

Online‑only files

Online‑only files appear in Finder but are not fully downloaded.

Characteristics:

• Take up very little space
• Download automatically when opened
• Require an internet connection to open

This is suitable for files that are accessed occasionally.

Mixed sync folders

Most sync folders contain a mix of local and online‑only files.

This means:

• Frequently used files stay stored locally
• Infrequently used files remain online‑only
• All files appear together in the same Finder folder

This happens automatically.

OneDrive and SharePoint in simple terms

Microsoft 365 uses two main storage locations.

OneDrive:

• Personal storage
• Individual work files
• Drafts and notes

SharePoint:

• Shared storage
• Team, project or company files
• Files owned by a group rather than one person

Both OneDrive and SharePoint folders can appear as sync folders in Finder.

These tools are designed to work on macOS

Microsoft 365 works natively on macOS.

OneDrive, SharePoint and Teams are fully supported on the Mac and are designed to integrate with Finder rather than replace it.

This means:

• Files are opened and saved from Finder
• Sync folders behave like normal Mac folders
• Word, Excel and other apps save directly into synced locations
• There is no requirement to work in a browser once syncing is set up

This is not a workaround or a limitation. Using sync folders in Finder is the intended way to work with Microsoft 365 files on macOS.

How Teams uses files

Microsoft Teams does not store files itself.

Instead:

• Files shared in a Teams channel are stored in SharePoint
• Files shared in a Teams chat are stored in OneDrive
• Teams shows those files where conversations happen

Opening a file in Teams or Finder opens the same file.

What a synced SharePoint folder looks like

When a SharePoint document library is synced:

• A folder appears in Finder
• It usually sits under “OneDrive – Organisation”
• It behaves like a standard Finder folder

Files can be opened, saved, renamed and moved normally.

How a SharePoint sync folder is created

A SharePoint sync folder is created by:

1. Installing the OneDrive app
2. Signing in with a work or school account
3. Selecting Sync on a SharePoint document library

Once created, the folder stays in Finder and syncs automatically.

Using sync folders as the single source of truth

A single source of truth means:

• Files live in one shared location
• Everyone works on the same files
• There are no parallel copies

Sync folders support this by:

• Using Finder as the main workspace
• Keeping SharePoint as the authoritative location
• Allowing Teams links to point to the same files

Recommended basic workflow

A simple, predictable workflow:

1. Save personal work in OneDrive
2. Save shared work in synced SharePoint folders
3. Open and save files from Finder
4. Use Teams for communication and meetings

When a file becomes shared work, move it into the SharePoint sync folder.

What this prevents

Using sync folders avoids:

• Saving work files to Desktop or Downloads
• Uploading the same file multiple times
• Confusion over which version is current
• Losing access to files when changing devices

Summary

Sync folders are normal Finder folders connected to Microsoft 365.

They can contain:

• Locally stored files
• Online‑only files
• A mix of both

OneDrive manages syncing.
SharePoint provides shared storage.
Teams provides collaboration.

Understanding sync folders makes Microsoft 365 predictable and usable on a Mac.

Need help setting this up?

If you need help configuring sync folders, setting up SharePoint correctly, or want to purchase Microsoft 365 for home or business, contact Your Mac Tech.

We can help with:

• Microsoft 365 licensing & setup
• SharePoint structure & permissions
• OneDrive & sync configuration on macOS
• Ongoing Mac & Microsoft 365 support