I start this post with one of my favorites: “Just because something is technically possible and you can do it, it doesn’t mean it’s a good idea to do it.”

• Sure, you can sync your company’s files from SharePoint to your computer.
• Sure, you can sync your files from your company’s OneDrive for Business to your computer.
• Sure, you can sync your private OneDrive to your computer.

But…

Access to necessary information in a modern workplace

It is now the year 2023 and I myself live among the clouds. I am more or less constantly online and I have access to my and my company’s files via SharePoint, Microsoft Teams and OneDrive. I access the content both from my work computer and my work mobile phone. I trust these two devices because I follow the company’s compliance policy and thus I feel as safe as one can do.

I keep the contents of my personal OneDrive outside of the devices that my employer provides to me. Private is private and work is work, that’s how it is and that’s how it should be. That particular matter is so self-evident that it does not need to be clarified further.

Access to necessary information in an outdated workplace

Over the years as a consultant, I have too many times had to help companies and organizations where many of their employees rely on syncing both OneDrive and SharePoint to their computer simply because they are used to working with their files from Windows Explorer . Work with files from Windows Explorer? That said, the year is now 2023 so most people should have realized that this is not the way to work anymore. If your organization uses Microsoft 365 and thus both Microsoft Teams, SharePoint, OneDrive for Business, Viva Engage, etc., then there are very few (if any) reasons to synchronize the organization’s files to local disk in order to work with them Offline.

Challenges and risks of using sync the wrong way

Perhaps there may sometimes be scenarios when you need to synchronize some files to local disk, but I know that many people synchronize entire document libraries and some their entire OneDrive. If you synchronize too many libraries and files, it is likely that you will, sooner or later, encounter serious problems with this.

Example: Involuntary mass deletion due to ignorance

An example of that is when several people synchronize the same document library and someone suddenly realizes “I don’t need these files. I’ll delete them”. If you are then sitting in Windows Explorer and working against a synchronized library, this means that if you delete these files, they are also deleted for everyone else. This is a very effective way of creating unwanted irritation, confusion and expense. If you synchronize and want to delete files via your local computer, you must first stop the synchronization of the files in question (otherwise they end up in the recycle bin on my local computer and my colleagues will never find them again but i am sure they will find me…).

Another example – Synchronization of important files to non-compliant devices

Your organization may not yet have encryption of your computers’ disks. What if you synced tons of document libraries onto your unencrypted computer and your computer gets stolen? Give some thought to the possible consequences of that.

Another example – Synchronization of personal OneDrive to the work computer

It is my firm opinion that this should not even be possible, but there are many organizations and companies that have not blocked this functionality yet.
Imagine if you synchronize your highly personal OneDrive (not to be confused with the company’s OneDrive for Business) with your work computer. Pretend you (or another family member) are sitting at home on your home computer (which you also sync with the same personal OneDrive). Suddenly, you get a virus or some other “malicious visit” to your personal files on your personal OneDrive via some web page you visited or program you installed. All of a sudden, malicious code may be placed in one or more of your personal files which are then synchronized to your work computer and suddenly, before you know it, you have infected your workplace with malicious code and/or other viruses.

Some well-intentioned advice

Sync if you need to, but do it the right way. As I said earlier, there may be scenarios where you need to sync but then make sure you only sync what you need to, that it’s work related and that you do it to devices that are secure and that you can trust.

• Make sure your organization has compliant devices with common security requirements and protection. Use, , Conditional Access to get this in place.
• Make sure that all colleagues know when you can synchronize content and then also how to do it. Create joint guidelines and guidelines that explain how to work in Microsoft 365 and which applications and functions you must use.
• Make sure you don’t sync personal files to your work devices. Your personal files have nothing to do with work. This setting is something that your IT department should roll out on your compliant devices as soon as possible. (Non-compliant devices should not be able to synchronize to at all.

What does Bing Chat Enterprise have to say about this matter?

I finish this post by hearing what my friend Bing Chat Enterprise answers to my question

“What problems will you might face if you syncronize to many files and libraries from SharePoint and OneDrive to your local disk. What are the risks?“.

(As usual, Bing Chat Enterprise agrees with me as long as I ask clear questions in the right way.)

Here is the response from Bing Chat Enterprise

There are some potential problems and risks that you might face if you synchronize too many files and libraries from SharePoint and OneDrive to your local disk. Here are some of them:

• You might run out of disk space on your local device, especially if you have a small hard drive or a lot of large files. This can affect the performance and stability of your device, as well as prevent you from syncing new or updated files. To avoid this, you can use selective sync to choose which folders to sync, or use OneDrive Files On-Demand to access your files online without using disk space¹.
• You might encounter sync errors or conflicts if you have multiple devices or users editing the same files at the same time. This can result in data loss or duplication, as well as confusion and frustration. To resolve this, you can use the OneDrive sync app to check for errors and conflicts, and choose the best version to keep². You can also use co-authoring features in Office apps to collaborate on documents in real time and avoid editing conflicts³.
• You might compromise the security and privacy of your files if you sync them to an untrusted or shared device. This can expose your files to unauthorized access, modification, or deletion by others. To prevent this, you can use encryption and password protection to secure your device and files, or use the web version of SharePoint and OneDrive to access your files online without syncing them. You can also use the OneDrive sync app to unlink or remove a device from syncing.