Microsoft OneDrive for Business had a new feature rolled out, finally going live worldwide a few months ago. The new explorer icon with blue brackets shown here denotes a shortcut folder.
You can see our other blogs on OneDrive here: From my previous posts on OneDrive, this is a quick summary of how to identify the status of your OneDrive account and how to change the status of files stored in OneDrive. My other posts include version history and restoring files as well as sharing files with other users or search for OneDrive here on our site.
This update, finally rolled out in September 2020 is a great feature that tidies up the OneDrive folder layout when you are accessing folders shared to you.
In a previous post, I showed how when you connect using the Sync button in the web portal, OneDrive will download all synced folders to a separate folder set which is derived from the Organisation Name in the Office365 portal.
NOTE! You can still choose to use the older Sync method on a folder but you have to choose. You can’t add a shortcut and choose to Sync. This is chosen on a shared folder by shared folder basis so you can mix and match the two methods.
This new feature allows you create a shortcut to a shared folder that shows in your personal OneDrive for business folder.
Here is the new option. Note, there is a new icon to denote the way the folder is shared.
Below is the old way that folders appeared when shared.
In the screenshot below you can see the option to Create the shortcut. If you want to sync, you have to click into the shared folder first to see the Sync option appear.
Once you do have a shared folder shortcut in place, removal is easy. Right click the shortcut to remove it. You will notice that you still have the same options for syncing for a normal folder, you can share, store locally and store online only (free up space).
You can see that this new method is somewhat different and there are both advantages and disadvantages.
- Advantages
- All folders in one folder structure makes navigation easier.
- It removes the personalisation of who has shared a folder, depending on use this can be a pro and a con.
- It’s easier to stop seeing the shared folder, you can right click and Remove Shortcut
- Disadvantages
- Personal folders and shared folders are mixed together. this might lead to confusion for the end user. It blurs the distinction that thier OneDrive folder is personal to them.
- It removes the personalisation of who has shared a folder, depending on use this can be a pro and a con.
- It seems a little less reliable, we have seen the create shortcut fail to place first time.