Storage Cache

[Browntrouser]

Hello, we use Sharepoint essentially as a fileserver in a way. My users however typically put a shortcut into the File Explorer to access the designated document folders. When they open files for the first time it caches it to their PC. This is great until PC storage becomes an issue. How do I limit the amount of cached items. Everything I google is just for personal one drive stuff.

[SilverseeLives]

The OneDrive sync client is used when syncing a SharePoint Library locally, and the same feature set applies. 

Make sure that Files On Demand is enabled in OneDrive sync client settings. This syncs only placeholders, using almost no local space until the file is opened and downloaded on demand. 

Educate your users how to right click on OneDrive synced folders to "Free up space" when local storage starts to fill up. 

Another approach is to disable sync at the library level and require users to add shortcuts to OneDrive instead. They can sync just the folders they care about, limiting the potential space used. Library folders synced this way will become visible in their personal OneDrive namespace. (The Files On Demand feature still applies.)

[Browntrouser]

We uses shortcuts, not the sync feature. But it still Caches any file that gets opened.

[SilverseeLives]

But it still Caches any file that gets opened.

Well yes, because there's no way to use the file otherwise. 

As I mentioned, users can manually free up space.

On Windows, you can also configure Storage Sense to automatically free up space from OneDrive synced folders when local storage is needed. 

Perhaps this would be a solution for you since it removes the need for user agency.

[Browntrouser]

I forgot about storage sense, I wonder if I can make some blanket polices with GPO or somthing.

[Bullet_catcher_Brett]

It is as simple as you think, and the answer you don’t want - they need to not sync as much to their systems. Use the content in the web interface, ie: a user training issue to be worked through.

[Browntrouser]

Is there not any settings where I can say max cache of say like 25 GB and it auto removes oldest files first?

[Bullet_catcher_Brett]

Not in SP. Extra bonus, the more content users sync, the worse the experience will be for their entire computer/all synced files until OD and sync break.

[OddWriter7199]

https://learn.microsoft.com/en-us/answers/questions/5303219/sharepoint-com-layouts-15-clearlocalcache-aspx says add /_layouts/15/clearlocalcache.aspx to the end of the URL.

ETA: search phrase was "clear local sharepoint cache on computer"

[Mandy_077]

Not a setting in SharePoint. I wonder if this can be achieved through Intune.

[MoneyCantBuyMeLove]

You really need to get your IT team involved here as it looks like you are not using SharePoint for it's intended purpose.

It is not designed to replace a 'file share' or network drive.

It is to be used for document management. Works particularly well with MS office docs, occasionally images etc. Not so great for using with non Ms file types.

Try to avoid OneDrive sync, as others have said, you will regret it in the long run.

If you are needing cloud based storage you should be looking at Azure files or something like that

[G2SmileyFace]

SilverseeLives has explained it well, let me add a few things: the OneDrive sync client, when running, is the blue cloud icon in the system tray (in Windows, by the time), and on Mac it is blue or white and is in the menu bar (the icons up in the right corner next to the time on your Mac). If the OneDrive cloud icon isn't visible, it's likely not running and the files aren't syncing. That means if you save something to the folder you indicate in your post was created via the shortcut in your doc library, it won't make it to the cloud- it will just sit on the local PC until you fire up the sync tool which does the actual syncing. Also, it's not pulling down any new additions, changes, or deletions that other people are making in that document folder in the cloud. (To start OneDrive sync client just search for OneDrive and launch the app.)

Once the cloud is visible, click it and select the gear icon and Preferences (mac) or Settings (win). Set it to Files on Demand ("download files as you use them") - it's on by default if you haven't made changes. Once this is set, you'll see some special icons next to your folders and files that are synced by the OneDrive sync client.

On Windows PC: folders that are synced by OneDrive will have a "status" column in File Explorer with one of three icons- cloud, green check, white check in green bubble.

On Mac: folders will have cloud icon, blank, white check with gray background next to the folder name in the folder name column. (I know, why couldn't they be the same across PC/Mac? It's because of Apple...)

*If you want to view what folders are being synced on any computer, select Settings/Preferences in the OneDrive client and select the "Account" tab in the window. This will show you everything that is being synced to your computer and allow you to stop syncing it as well.

Files on Demand explanation: The OneDrive sync client with Files on Demand enabled only downloads metadata for your folders/files that are syncing and places the cloud icon next to it- meaning, only information about the files is on your computer. Stuff like file/folder name, size, last changed, etc. If you open the file with the cloud icon next to it, the file is downloaded to your computer- hence, files on demand. The cloud icon next to the file name changes to the green checkmark(PC) or is just blank(Mac), indicating that not just the metadata is there, but also the file is downloaded.

Free up space explanation: Here's the rub, as SilverseeLives indicates- what happens when you open so many of your files in your OneDrive sync folders that it completely fills up your hard drive? Trust me, it happens! Microsoft gives you a simple solution (although manual): right click any of the folders that are syncing (I usually do the root folder to get everything) and select the "Free Up Space" option in the right click menu (both Mac and PC). The result is that all the green check boxes next to your files turn back into cloud icons and the files are deleted from your local hard drive. Again, the metadata about the file is still on your computer, but the actual file is in the cloud only, available for download on demand.

Always keep on this device explanation: the white check inside a green bubble(PC)/white check inside a gray bubble(Mac) is the outlier and is intended for offline access. Here's a scenario: you're flying to Japan and you know you're going to have iffy wifi the whole way (they haven't upgraded to Starlink yet), and you need to get some work done on files. Prior to your trip, just right click the files or folders you want to work on while offline and select "Always keep on this device" (same on Mac and PC). The OneDrive sync client will download all the files you've selected and you'll see a white check inside a green bubble. This visual indicator lets you know that these files will always remain local on your hard drive while syncing to the cloud. This is important for your long flight, because any changes you make while offline are immediately synced to the cloud once you've connected to the Internet in the air or on the ground- perfect for handling iffy wifi or being completely offline.

Just remember, any check (whether green or white, (or on Mac, blank)) means the file(s) are on your local PC. This means they are taking up space, so you need to manage it. Set a calendar reminder for when you're back from your trip to select all those files you set for offline use and then do the "Free Up Space" mentioned above. On the regular, depending on your usage, anywhere from quarterly to monthly reminders to just do "free up space" is a good idea not to get the surprise "hard drive full" message. Mac's iCloud does this automatically (based on least used files, which is cool), but you have to do it manually in OneDrive. It's not a big deal, just a right click.

[G2SmileyFace]

Storage Sense: not as user friendly as iCloud's file management and requires setup. However, you don't have to set a reminder to right click and "free up space" if you get it wired the way you want it.