Why using "Add shortcut to My files" in OneDrive for Business is generally considered a best practice over syncing entire individual SharePoint document libraries directly

The Old Way vs. The New Way (Shortcuts)

1. Syncing Individual Libraries (The Older Method):

   • Users navigate to a SharePoint site’s document library in their web browser.
     

   • They click the “Sync” button.
     

   • The OneDrive sync client creates a separate sync root on their computer, often under a folder named after the organization (e.g., C:\Users\YourName\Contoso\Team Site - Documents).
     

   • If a user syncs multiple libraries this way, they get multiple top-level folders in their File Explorer, separate from their primary OneDrive - Contoso folder.

2. Using Shortcuts (“Add shortcut to My files”):

   • Users navigate to a SharePoint site’s document library (or even a specific folder within it) in their web browser or Microsoft Teams.
     

   • They select the library/folder and click “Add shortcut to My files”.
     

   • A special link (which looks and behaves like a folder) is created inside their primary OneDrive - Contoso folder in File Explorer.
     

   • All shared content accessed via shortcuts appears alongside their personal work files within that single, main OneDrive folder structure.

Why Shortcuts are Best Practice:

Here’s a breakdown of the benefits, focusing on the user and business impact:

1. Unified & Cleaner File Explorer Experience:

   • Problem with Syncing: Multiple synced libraries clutter the File Explorer navigation pane and the user’s profile folder. It becomes hard to track where files are – is it in my OneDrive, or in one of the many synced library folders? This creates fragmentation.
     

   • Shortcut Solution: All important locations (personal files and shared libraries/folders via shortcuts) appear within the single OneDrive - Contoso folder. This provides a unified, centralized view of all work files, regardless of their ultimate source (personal vs. SharePoint).
     

   • Business Benefit: Reduced confusion, easier navigation, less time spent searching for the right folder. Users have one primary place to look for their work content.

2. Improved Performance & Reduced Resource Usage:

   • Problem with Syncing: Each synced library establishes its own sync relationship. Syncing many large libraries can consume significant bandwidth, CPU, and disk I/O, especially during initial setup or large updates, potentially slowing down the user’s machine. While Files On-Demand helps, managing multiple sync roots can still be heavier.
     

   • Shortcut Solution: Shortcuts are essentially pointers. They leverage the existing sync relationship of the primary OneDrive account. The sync client manages changes efficiently within that single context. Files are downloaded on demand when accessed through the shortcut, just like Files On-Demand works normally, but without the overhead of managing multiple distinct library syncs.
     

   • Business Benefit: Faster computer performance, less network congestion, quicker setup when accessing new shared locations. Reduces potential user frustration from system slowdowns.

3. Enhanced Scalability:

   • Problem with Syncing: As users join more projects and teams, they might sync dozens of libraries. This becomes unwieldy to manage, increases the chance of sync errors, and can hit technical limits (e.g., path length limitations, sync token limits).
     

   • Shortcut Solution: Adding shortcuts is lightweight. Users can add shortcuts to numerous libraries and folders without fundamentally increasing the complexity of their sync setup in the same way that syncing each library individually does. It scales much better as collaboration needs grow.
     

   • Business Benefit: Supports modern, dynamic work environments where users frequently collaborate across multiple teams and projects without overwhelming their local system or hitting technical roadblocks.

4. Consistency Across Platforms:

   • Problem with Syncing: The structure created by syncing libraries in File Explorer doesn’t directly mirror the structure seen in the OneDrive web interface (which shows “My files” and “Shared libraries”).
     

   • Shortcut Solution: The structure in File Explorer (shortcuts inside OneDrive - Contoso) directly mirrors how these shortcuts appear within the “My files” section of the OneDrive web interface.
     

   • Business Benefit: Consistent user experience whether accessing files via the web or the desktop, leading to less confusion and easier training.

5. Simplified Management (for the User):

   • Problem with Syncing: Users need to manage sync settings (e.g., “Free up space”) potentially across multiple different library folders. Removing a synced library requires going into OneDrive settings.
     

   • Shortcut Solution: Managing shortcuts is as simple as managing any other file or folder within their primary OneDrive. To stop seeing a shortcut, they just delete it from their OneDrive folder (this doesn’t delete the original library, just the pointer). Files On-Demand settings are managed centrally for their main OneDrive.
     

   • Business Benefit: Easier for users to manage their own file access without needing complex steps or IT intervention. More intuitive self-service.

6. Reduced Potential for Sync Complexity/Errors:

   • Problem with Syncing: While the sync client is robust, managing multiple independent sync roots increases the potential points of failure or complex conflict scenarios, especially with overlapping content or very deep folder structures hitting path limits.
     

   • Shortcut Solution: By channeling access through the primary OneDrive sync root, some potential complexities related to managing multiple roots are avoided. It streamlines how the sync client interacts with SharePoint content.
     

   • Business Benefit: Increased reliability and fewer sync-related support tickets or user issues.

How it Improves Day-to-Day Workflow and Information Processing:

• Finding Information Faster: Instead of remembering “Is this project file in the ‘Project X – Documents’ sync folder or the ‘Marketing – Campaigns’ sync folder?”, the user just looks inside their main OneDrive - Contoso folder. They might organize shortcuts into a “Team Sites” or “Projects” subfolder within their OneDrive for clarity.
  

• Reduced Context Switching: Working seamlessly between personal work files and shared team files within the same folder structure reduces mental friction. You don’t have to navigate to a completely different section of File Explorer.
  

• Streamlined Collaboration: Accessing the latest version of a shared document is as simple as navigating through your familiar OneDrive structure via the shortcut. Saving changes automatically syncs them back to the SharePoint library for colleagues to see.
  

• Better Mental Model: Users develop a clearer mental map: “Everything I work on is in my OneDrive; some things are mine, and some are pointers (shortcuts) to shared team spaces.” This simplifies how they conceptualize file storage.
  

• Efficient Onboarding to New Projects: When joining a new team or project, simply adding a shortcut to the relevant library/folder instantly integrates it into their existing workflow without cluttering their File Explorer root or triggering a massive initial sync of an entire library they might only need a small part of.

In Summary:

Using shortcuts (“Add shortcut to My files”) is the recommended best practice because it offers a more unified, performant, scalable, and user-friendly way to access shared SharePoint/Teams files compared to syncing individual document libraries. It centralizes access within the user’s primary OneDrive folder, simplifying navigation, reducing system resource usage, and providing a consistent experience across devices and platforms, ultimately improving daily productivity and how users interact with business information.