SharePoint Best Practices for Keeley’ns
Most Keeley’ns have questions or issues with how SharePoint works for Keeley. The most common struggle is data not syncing after working on a file on their laptop that was synced to File Explorer and someone else needs the changes to continue working on the file or to send off to a vendor or client. This often happens because users synced from the root of the SharePoint site, which can lead to sync errors and performance issues. The overall experience is slow and comes across negative. IT Operations wants to provide the following best practices, aimed at addressing these challenges and ensure smooth collaboration and data integrity.
Why Use These Best Practices?
Implementing these best practices helps prevent sync errors, ensures data security, and maintains a clear source of truth. They also improve collaboration, reduce storage issues, and minimize confusion caused by incorrect syncing or file handling.
1. Do NOT Sync Entire SharePoint Sites to File Explorer
Why?
- Syncing entire sites creates unnecessary duplication and storage overhead.
- It undermines centralized version control and governance.
- Files synced locally may not update in real time, causing version conflicts.
2. Do NOT Create Shortcuts from SharePoint to Personal OneDrive
Why?
- Shortcuts to personal OneDrive break the intended security and collaboration model.
- Files may become inaccessible if the user leaves the company or permissions change.
- Creates confusion about where the “source of truth” resides.
3. Mapping SharePoint Sites to a Drive Letter is NOT Supported
Why?
- Microsoft does not support mapping SharePoint as a network drive.
- Causes authentication issues, broken links, and sync failures.
- Performance is poor compared to native SharePoint or OneDrive sync.
4. Syncing Specific Folders is OK (NOT the Root of a SharePoint Site)
Why?
- Syncing the entire site root can pull thousands of files, hitting OneDrive sync limits.
- Too many files cause:
• Sync errors
• Performance degradation
• Storage issues
- Delays in syncing changes affect everyone—your edits may not appear promptly.
5. Do NOT Sync Entire SharePoint Sites to OneDrive
Why?
- Syncing entire sites creates unnecessary duplication and storage overhead.
- It undermines centralized version control and governance.
- Files synced locally may not update in real time, causing version conflicts.
6. Work Off the Web for Fastest Collaboration
Why?
- Editing in the browser ensures instant sync and real-time updates.
- Others are notified immediately of changes.
- Opening in desktop apps may feel faster, but syncing changes can take time and cause conflicts.
7. Other Additional Best Practices
- Use SharePoint as the Source of Truth: Avoid downloading and storing files locally unless necessary.
- Keep Folder Structures Simple: Deep nesting makes navigation and syncing harder.
- Avoid Special Characters in File Names: They can break links and cause sync errors.
- Leverage Version History: Do not overwrite files manually—use built-in versioning.
- Check Permissions Before Sharing: Ensure sensitive data stays secure.
8. Moving Data to an Archived Folder
Why?
- To maintain optimal performance and compliance, older or inactive data should be archived.
- Create an Archive folder at the root. Folder structure can be mirrored for when the data is archived
How?
- Schedule time with IT Operations through a ticket to move data off the main SharePoint site.
- Data will be relocated to an archived site for long-term storage and governance.