Changing the way we use sync with the new 'Open in OneDrive' feature

SharePoint Online serves as the foundational core of the Microsoft 365 service, acting as a versatile hub for various storage needs. Whether handling Teams recordings, accommodating the new Loop components, or managing your everyday files, SharePoint Online is central to these operations. In a previous blog post, I discussed the unique challenges presented by integrating modern SharePoint functionalities with the established expectations and habits of end-users. This intersection creates a complex landscape that requires innovation and adaptability to navigate effectively.

To sync or not to sync - should you be using the new OneDrive ‘Add Shortcut’ feature?

Are you a frequent user of SharePoint? If so, you may have noticed a recent addition to the platform that allows you to quickly add a shared folder as a shortcut to your OneDrive. While this may seem small and convenient, there’s much more to it than meets the

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The challenge OneDrive Sync brings

Please look at the full article for a detailed exploration of the specific challenges, but in summary, using the OneDrive Sync Client with a large amount of data synced to your PC can lead to issues. You might experience slowness, unusual File Explorer behaviour, or errors like merge conflicts. I want to point out that Microsoft has been actively working to enhance these experiences and has released numerous significant updates recently.

The primary allure of the desktop experience is quick and convenient access to files and folders, regardless of whether the online Microsoft 365 service directly supports them. Consider the scenario where you're working on a Photoshop file. Without the sync client, you'd need to manually download the file, make your edits, and then re-upload the file. The sync client streamlines this process, allowing you to interact with the file directly within File Explorer, making your workflow more efficient and user-friendly.

The new 'Open in App' feature

Microsoft recognised the dual frustrations of users who desire the File Explorer experience but also grappled with its limitations. You may have noticed the adoption of the Shortcuts feature, which offers performance enhancements over the classic sync option, but more than this solution is needed.

For more details on its release date and impact on your organisation, please see the Microsoft Roadmap link below.

Microsoft 365 Roadmap | Microsoft 365

The Microsoft 365 Roadmap lists updates that are currently planned for applicable subscribers. Check here for more information on the status of new features and updates.

Microsoft 365

Enter the innovative concept of "Open in App". This feature enables a user to work exclusively in the OneDrive or SharePoint online portal, allowing them to open a file directly into the desktop application from the web. In simple terms, Microsoft has employed some clever backend magic that enables the web version to hand off the syncing process to the desktop version without the user being aware. This seamless integration bridges the gap between the online and desktop environments, offering a smoother and more intuitive experience.

The tech

In the past, big organisations found it challenging to prevent issues with the OneDrive sync client without completely turning off the syncing of libraries. However, integrating the Shortcuts feature with the new Open in App feature has changed the game. Now, users have the flexibility to work offline with relevant portions of their data, and they can continue to utilise SharePoint without hindrance, even if their work involves content types that SharePoint doesn't natively render or support.

From a technical standpoint, these innovations are transformative. We can now enable our users to interact with their files through the most efficient means possible, reducing the friction in their workflow and the number of helpdesk tickets generated. It's a win-win scenario, fostering greater productivity and a more satisfying user experience.

The people

With the frequency at which Microsoft rolls out changes and adjustments to their ecosystem, it can be challenging to determine what to adopt and what will drive positive change within your organisation. This update is a monumental step in enhancing the overall user experience. It forms part of a larger vision to make OneDrive and SharePoint more user-friendly and efficient, effectively "removing the drudgery" of using and managing files. It's not just about adding new features; it's about simplifying and enriching how we interact with our data daily.