Best Practices for Using SharePoint & OneDrive on Mac & Windows

Microsoft SharePoint and OneDrive have become indispensable tools for modern businesses. OneDrive provides each user with personal cloud storage that syncs seamlessly across devices, while SharePoint powers team sites, document libraries, and intranet portals that keep your organization connected.

Whether your team runs Windows, Mac, or a mix of both, getting the most from these tools requires thoughtful setup and consistent practices. This guide walks through everything from initial configuration to advanced collaboration workflows, security hardening, and troubleshooting the issues that trip up most organizations.

These recommendations are geared toward small and mid-size businesses using Microsoft 365 Business Premium or E3/E5 licensing, but the fundamentals apply to any Microsoft 365 plan.

OneDrive is built into Windows 10 and Windows 11. The sync client runs in the system tray and keeps your files available across devices. Here is how to configure it for business use.

Initial Sign-In & Sync Client Setup

1. 1Click the OneDrive cloud icon in the Windows system tray (bottom-right). If it is not visible, search for "OneDrive" in the Start menu.
2. 2Sign in with your Microsoft 365 work account (e.g., you@yourcompany.com).
3. 3Choose the default folder location or select "Change location" if you prefer a different drive (useful for devices with small C: drives).
4. 4Complete the setup wizard. OneDrive will begin syncing your files.

Enable Files On-Demand

Files On-Demand lets you see all your cloud files in File Explorer without downloading them until needed. This saves significant disk space.

1. 1Right-click the OneDrive icon in the system tray and select Settings.
2. 2Go to the Sync and backup tab (or Settings tab on older versions).
3. 3Under Files On-Demand, check "Save space and download files as you use them."
4. 4Click OK. Existing files will remain on disk, but new files will default to cloud-only.

Understanding File Status Icons

• Blue cloud icon: File is online-only. It does not use disk space and requires internet to open.
• White checkmark in green circle: File is available locally and synced to the cloud.
• Solid green circle with white checkmark: File is marked as "Always keep on this device."
• Sync arrows (circular): File is currently syncing.
• Red X icon: Sync error that needs attention.

Selective Sync (Known Folder Move)

Known Folder Move (KFM) automatically backs up your Desktop, Documents, and Pictures folders to OneDrive. This is especially valuable for protecting against data loss on local machines.

1. 1Open OneDrive Settings from the system tray icon.
2. 2Navigate to Sync and backup and click Manage backup.
3. 3Toggle on the folders you want to protect: Desktop, Documents, Pictures.
4. 4Click Start backup. Files will begin uploading to OneDrive.

OneDrive for Mac provides a native experience that integrates with Finder and macOS. While the core functionality mirrors Windows, there are Mac-specific considerations to be aware of.

Installation & Sign-In

1. 1Download OneDrive from the Mac App Store or from the Microsoft 365 portal (office.com).
2. 2Open the app and sign in with your work Microsoft 365 account.
3. 3Grant the required macOS permissions when prompted (Full Disk Access and Finder extensions). These are necessary for sync and status icons to work.
4. 4Choose your OneDrive folder location. The default is ~/Library/CloudStorage/OneDrive-YourOrgName.

Finder Integration & Extensions

For the best experience, enable the OneDrive Finder extension:

1. 1Open System Settings (or System Preferences on older macOS).
2. 2Go to Privacy & Security then Extensions (or Extensions directly on older versions).
3. 3Enable the Microsoft OneDrive Finder extension.
4. 4You should now see sync status overlays (cloud icons, green checkmarks) on files in Finder.

macOS-Specific Considerations

• Apple Silicon Macs: OneDrive runs natively on M-series chips. Ensure you are on the latest version for best performance.
• Files On-Demand on Mac: Requires macOS 12.1 (Monterey) or later. Enable it in OneDrive Preferences under the Settings tab.
• Spotlight search: OneDrive files are indexed by Spotlight, so you can search for cloud files using Cmd+Space.
• Known Folder Move: On Mac, this backs up Desktop and Documents folders to OneDrive. Enable it from OneDrive Preferences under Backup.
• File path length: macOS has a 1024-character path limit, which is more generous than Windows (260 characters). However, files synced between both platforms should respect the Windows limit.

A well-organized SharePoint environment reduces confusion, improves findability, and makes permission management simpler. Plan your structure before migrating files.

Site Architecture

• Create separate SharePoint sites for each department or major project (e.g., Finance, Human Resources, Project Alpha).
• Use a Hub Site to connect related sites under a shared navigation and search scope.
• Avoid creating one massive site with hundreds of libraries. This becomes unmanageable and slows performance.
• Use Team Sites for internal collaboration and Communication Sites for broadcasting information (company news, policies).

Document Library Best Practices

• Keep folder nesting to three levels or fewer. Deep hierarchies are hard to navigate and create long file paths.
• Use metadata columns (Department, Status, Document Type, Year) instead of deep folder structures for categorization.
• Create views filtered by metadata to give users quick access to relevant files.
• Set up content types for standardized documents like proposals, invoices, or contracts.
• Enable versioning on all libraries (major versions are usually sufficient for most businesses).

Permissions Strategy

• Assign permissions at the site level whenever possible, not at individual file or folder levels.
• Use Microsoft 365 Groups or Security Groups for permission assignments rather than adding individual users.
• Audit permissions quarterly to remove former employees or vendors who no longer need access.
• Break permission inheritance sparingly. Each break creates a management overhead point.

You can access SharePoint and OneDrive files two ways: syncing them to your desktop via the OneDrive client, or working with them directly in the browser. Each approach has tradeoffs.

One of the most powerful features of SharePoint and OneDrive is automatic version history. Every save creates a recoverable version, protecting against accidental edits, deletions, and even ransomware.

Restoring a Previous Version

1. 1Navigate to the file in SharePoint or OneDrive (browser or File Explorer).
2. 2Right-click the file and select Version history (or click the three dots menu in SharePoint Online).
3. 3Browse the list of versions with timestamps and editor names.
4. 4Click on a version to preview it. If it is the one you need, click Restore.
5. 5The restored version becomes the current version, and the previous current version is preserved in history.

OneDrive Folder-Level Restore

If multiple files were affected (e.g., by ransomware or accidental bulk edit), OneDrive offers a full folder restore feature:

1. 1Go to onedrive.com and sign in.
2. 2Click the Settings gear icon and select Restore your OneDrive (or Options then Restore).
3. 3Use the activity chart and date slider to find the point before the incident.
4. 4Review the changes that will be undone and click Restore.

Sharing is where productivity meets security. Microsoft 365 provides granular sharing controls, but using them correctly requires understanding the different link types and their implications.

Sharing Link Types

• Anyone with the link: No sign-in required. Use only for truly public content. This is the least secure option.
• People in your organization: Any employee with the link can access the file. Good for broad internal sharing.
• People with existing access: Does not grant new access. Useful for sending a convenient link to someone who already has permission.
• Specific people: Only the named recipients can access the file. Most secure option for targeted sharing.

Sharing Best Practices

• Default to "Specific people" links for sensitive documents.
• Set expiration dates on external sharing links. A 30-day expiration is a good default.
• Use "View only" permissions unless the recipient genuinely needs to edit.
• Disable "Allow editing" and "Allow download" on sharing links for confidential documents.
• Review the Sharing report in the SharePoint Admin Center monthly to audit external shares.
• Require guests to verify identity via a one-time passcode if they do not have a Microsoft account.

External Sharing Policy

Work with your IT administrator to set organization-wide defaults:

• Restrict external sharing to specific domains if you only collaborate with known partners.
• Block sharing of specific file types (e.g., .exe, .ps1) externally.
• Require external users to accept sharing invitations from verified accounts.
• Log all external sharing activity for compliance auditing.

Real-time co-authoring in Microsoft 365 eliminates the nightmare of emailing file versions back and forth. Here is how to make the most of it.

Co-Authoring in Word, Excel & PowerPoint

• Store files in OneDrive or SharePoint (not local drives) to enable co-authoring.
• Open files in the desktop app or browser. Both support real-time co-authoring.
• You will see colored cursors and flags showing where other users are editing.
• AutoSave must be turned on (top-left corner of Office apps) for co-authoring to work.
• In Excel, co-authoring works best when users edit different areas of the workbook. Editing the same cell simultaneously may cause conflicts.

Using Comments & @Mentions

1. 1Highlight the text or select the cell you want to comment on.
2. 2Press Ctrl+Alt+M (Windows) or Cmd+Option+M (Mac) to insert a comment.
3. 3Use @mention to tag a colleague. They will receive an email notification with a link directly to the comment.
4. 4Resolve comments when the issue is addressed. Resolved comments are hidden but preserved for reference.

Avoid Common Collaboration Pitfalls

• Do not use "Check out" unless you specifically need to block other editors. It disables co-authoring.
• Avoid saving local copies to your desktop and re-uploading. This creates duplicates and loses version history.
• Do not rename files while others are editing. This can break their active session.
• Close files when you are done editing. Stale sessions can sometimes cause sync delays for others.

SharePoint and OneDrive store your most critical business data. These security measures help protect it from unauthorized access and data loss.

Conditional Access Policies

• Require multi-factor authentication (MFA) for all users accessing SharePoint and OneDrive.
• Block access from unmanaged personal devices or restrict them to browser-only access with no download capability.
• Enforce device compliance (up-to-date OS, active antivirus) through Microsoft Intune before granting full access.
• Set up location-based policies to flag or block access from unexpected geographies.

Data Loss Prevention (DLP)

• Create DLP policies that detect sensitive content such as Social Security numbers, credit card numbers, or health records.
• Configure policy tips that warn users before they share documents containing sensitive data.
• Block external sharing of files that match DLP policy rules.
• Review DLP incident reports regularly to identify risky behaviors.

Sensitivity Labels

Microsoft Purview sensitivity labels let you classify and protect documents based on their content:

• Define labels such as Public, Internal, Confidential, and Highly Confidential.
• Assign default labels at the library or site level so users do not have to remember to label every file.
• Configure encryption and access restrictions that travel with the document, even when downloaded or emailed.
• Train employees on which label to apply and make the labeling process as simple as possible.

Microsoft 365 provides 1 TB of OneDrive storage per user by default, and SharePoint Online provides a pooled tenant storage allocation. Managing this storage proactively prevents disruptions.

Know Your Quotas

• OneDrive: 1 TB per user (up to 5 TB with admin request for plans that support it).
• SharePoint: 1 TB base plus 10 GB per licensed user for the tenant pool.
• Individual site collections can have custom storage limits set by IT admins.
• Monitor storage usage in the SharePoint Admin Center under Active Sites.

Cleanup & Archival Strategies

• Empty the Recycle Bin periodically. Deleted files still consume quota until purged.
• Trim version history on large files. Dozens of versions of a 200 MB PowerPoint add up quickly.
• Archive old project sites by setting them to read-only and reducing their storage quota.
• Move large media files (videos, raw images) to Microsoft Stream or Azure Blob Storage.
• Use Storage Metrics reports in SharePoint to find the largest files and libraries.
• Establish a data retention policy. For example, archive projects older than 2 years and delete drafts older than 6 months.

Sync Conflicts

Sync conflicts occur when the same file is edited in two places before syncing can complete. When this happens, OneDrive creates a conflict copy with the editor's name in the filename.

1. 1Open both copies of the file (the original and the conflict copy).
2. 2Compare the changes manually or use Word's Compare feature (Review tab).
3. 3Merge the changes into the correct version and save.
4. 4Delete the conflict copy once the merge is complete.

Common Sync Error Icons

• Red circle with white X: Sync is blocked. Hover over the icon for details.
• Yellow triangle: Warning, such as a file exceeding the 250 GB size limit.
• Paused icon: Sync is paused. Click Resume in the OneDrive menu.
• Gray cloud: Not signed in or OneDrive is not running.

Mac-Specific Issues

• File name characters: macOS allows characters like : and \ in filenames, but Windows and SharePoint do not. Rename these files to avoid sync failures.
• .DS_Store files: macOS creates hidden .DS_Store files in every folder. These sync to OneDrive but are harmless. You can add them to a .gitignore-style exclusion if needed.
• Finder extension not showing status icons: Go to System Settings then Privacy & Security then Extensions and re-enable the OneDrive extension. Restart Finder if needed.
• Slow sync after macOS update: Reset the OneDrive client by quitting OneDrive, removing the app from Applications, re-downloading, and signing in again. Your files will re-sync from the cloud.

General Troubleshooting Steps

1. 1Check your internet connection and try accessing sharepoint.com in a browser.
2. 2Verify OneDrive is running (system tray on Windows, menu bar on Mac).
3. 3Check the OneDrive Activity Center for specific error messages (click the cloud icon).
4. 4Ensure the file path is under 400 characters total (file name plus folder path).
5. 5Verify the file is not locked by another application (close all Office apps and retry).
6. 6As a last resort, unlink and re-link your OneDrive account from Settings.

Every Microsoft Teams team automatically gets a SharePoint site and document library behind the scenes. Understanding this connection helps you manage files more effectively.

How Teams and SharePoint Connect

• Each Teams channel has a corresponding folder in the SharePoint document library.
• Files shared in a Teams channel chat are stored in the channel's SharePoint folder.
• Files shared in one-on-one or group chats are stored in the sender's OneDrive.
• The Files tab in any Teams channel is a direct view into the SharePoint library.

Best Practices for Files in Teams

• Use the Files tab in channels for project documents rather than uploading to chat messages. Chat uploads go to a hidden folder that is harder to manage.
• Pin important documents to the top of the Files tab for easy access by the team.
• Sync the Teams SharePoint library to your desktop if you need File Explorer or Finder access.
• Use the "Open in SharePoint" option in Teams to access advanced library features like metadata views and version history.
• Create additional document libraries in the Teams SharePoint site for different content types (e.g., one for deliverables, one for reference materials).