SharePoint sync issues

Hello @Danny George, 

Thanks a lot for reaching out and for explaining in detail the issues your team is facing with SharePoint and OneDrive. I understand how these kinds of problems can really slow things down, especially when your projects depend on quick and reliable access to files. 

Based on your description, I’ll walk you through what might be happening and suggest a few things you could try to improve the situation. 

Issue 1: Files and folders not syncing properly via OneDrive shortcut 

May I ask: after clicking "Add shortcut", do your users see the shortcut appear as shown in the image? 

Just to clarify, this is the shortcut to the URL file/folder in the Sharepoint site, not the file/folder itself.

If your users need direct access to the files in File Explorer, I’d recommend trying the “Sync” button instead. This will sync the SharePoint files to their device, allowing them to browse and open files directly from File Explorer. 

Outdated OneDrive client: Maybe some users are running an older version of OneDrive, which can cause sync issues. It’s a good idea to make sure everyone has the latest version installed. 

Invalid File Names & Path Length Limits: SharePoint and Windows have restrictions on file/folder names and the total path length (max ~400 characters). If a file or folder you're trying to upload to OneDrive contains invalid characters, it may prevent files and folders from syncing. 

We recommend reviewing the library for any non-compliant names or overly long paths. Restructuring or shortening folder names can resolve this. 

More information is available here: Restrictions and limitations in OneDrive and SharePoint - Microsoft Support 

Sync Overload: Syncing extremely large libraries (e.g., over 300,000 items) can overwhelm the client.

Corrupted Sync Cache: Sometimes, the local OneDrive cache can become corrupted, halting synchronization. If issues persist for a specific user, performing a OneDrive reset on their PC can clear the cache and resolve the problem. 

• Press Win + R, type: onedrive /reset, then press Enter. 
• Wait a few minutes. If OneDrive doesn’t restart, run onedrive again manually. 

Issue 2: Folders showing up unexpectedly with the wrong “Modified By” name 

Accidental drag-and-drop in File Explorer  When users open SharePoint folders via File Explorer (using OneDrive sync or shortcut), they might accidentally drag folders from their desktop or other locations into SharePoint. SharePoint then logs the person who performed the move as the one who modified the folder, even if it was unintentional. 

Permission inheritance from parent folders  By default, SharePoint subfolders inherit permissions from their parent folder. So if Folder A is shared with someone, they will also have access to Folder B and C inside it — unless inheritance is broken. This can lead to users accessing folders they weren’t explicitly given access to. 

You can try these steps: 

1. Raise awareness among users: A quick internal reminder or training session could help your team understand how this works and avoid accidental moves. 

2. Break inheritance on sensitive subfolders 

In SharePoint, go to the folder > Manage Access > Advanced > Stop Inheriting Permissions.  Then assign specific permissions to only the users who need access. 

3. Review shared links: If a user still has access after breaking inheritance, check if they received a link from the parent folder. You may need to revoke or recreate the link to fully restrict access. 

4. Use audit logs: If you ever need to investigate who moved a file or folder, the Microsoft 365 audit log can show exactly what happened, including who did it, when, and from where. 

If you’re a Microsoft 365 admin: 

• Sign in to Microsoft Purview portal. 
• Navigate to Audit > Search. 
• Search for the action type: FileMoved or FolderMoved. 
• This will show who moved the file, when, and from where. 

You can find detail instruction here: Search the audit log | Microsoft Learn 

I hope the information above is helpful. Feel free to update me if you need further assistance or if anything remains unclear. 

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