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Microsoft 365 Storage and Sync Limitations

When using Microsoft 365 services like OneDrive, SharePoint, and OneNote, it's important to be aware of some technical limitations that may affect how you store and share files. Below is a summary to help you avoid common issues.

OneNote Notebooks

  • Do not move notebooks manually: OneNote uses a different syncing method than other files. To avoid errors, always create your notebooks directly in OneDrive or SharePoint—do not drag and drop them into synced folders.
  • Shared notebooks open online: When syncing a notebook stored in OneDrive, you’ll see a shortcut file (.url) that opens the notebook in the web version of OneNote.
  • Size limit: Each notebook stored in OneDrive or SharePoint is limited to 2 GB.

File Size Limits

  • You can upload or sync individual files up to 100 GB.
  • For large files (e.g., over a few GB), we recommend using the OneDrive sync app rather than uploading through the website for better reliability.

File Name and Path Length Limits

  • Path limit: The full file path (folder names plus file name) must be 400 characters or fewer.
  • Name limit: Each individual folder or file name (called a segment) must be 255 characters or fewer.
  • PC/Mac sync limit: The full path—including your OneDrive folder location on your device—must be under 520 characters total.
  • If you exceed any of these limits, you’ll receive an error message and the file will not sync or upload.

Syncing and Copying Files

  • When using onedrive.com, you can only copy up to 2,500 items at a time.
  • Although SharePoint can store up to 30 million files per library, for optimal performance:
    • Do not sync more than 300,000 files across all libraries.
    • Even if you only sync parts of libraries, having over 300,000 synced items in total may cause performance issues.

If you're running into issues with syncing, uploads, or OneNote, these limitations are a good place to start troubleshooting.

Source: Microsoft Help & Support