Understanding SharePoint Shortcuts

Many of our department files are stored in SharePoint but appear in File Explorer/OneDrive through a SharePoint shortcut. This allows you to access files in a familiar way without opening a web browser.

Although these folders look similar to the old network drives, they work differently.

Important Difference

With the old network drives, files were stored on a company server.

With SharePoint shortcuts, the files are stored in SharePoint Online and synchronized through OneDrive. The folders you see in File Explorer/OneDrive are connected directly to the SharePoint document library.

This means:

✔ Everyone is working from the same files

✔ Changes are saved back to SharePoint

✔ Moving, renaming, or deleting a file affects everyone who has access to that folder

Because of this, it is important to be careful when working with files and folders.

Think of SharePoint as a Shared Filing Cabinet

A good way to think about SharePoint is as a shared filing cabinet.

When you open a file from a SharePoint shortcut:

• You are opening the original file stored in SharePoint.
• You are not creating your own copy.
• Other employees may be using the same file.
• Changes are visible to everyone who has access.

If you move, rename, or delete a file, those changes are reflected for everyone.

Adding a SharePoint folder shortcut allows you to access your SharePoint files directly from File Explorer, making it easier to work with files without opening a web browser.

Step 1: Open the SharePoint Library

1. Open your web browser and navigate to the SharePoint site.
2. Click Documents (or the document library containing the folder you want to access).

Step 2: Add the Shortcut

1. Locate the folder you want to access in File Explorer.
2. Select the folder by clicking the circle next to its name.
3. Click Add shortcut to OneDrive from the toolbar at the top of the page.

Step 3: Verify in File Explorer

1. Open File Explorer
2. In the left navigation pane, expand your OneDrive.
3. The SharePoint folder should now appear alongside your OneDrive folders.

4. Click the folder to access and work with your files directly from File Explorer.

• The shortcut will automatically sync using OneDrive.
• Changes made in File Explorer will sync back to SharePoint.
• It may take a few minutes for the shortcut to appear the first time.
• If you don't see the folder, verify that the OneDrive sync client is running and that you're signed in with your work account.
  

Removing a Shortcut

If you no longer need the shortcut:

1. Return to the SharePoint library in your browser.
2. Select the folder.
3. Click Remove shortcut from OneDrive.