Avoiding Issues with cloud file storage
When File Names Break Sync
We’ve seen a number of clients run into frustrating problems with file syncing files to their Explorer/Finder on their laptop or PC – sometimes when using Dropbox or Microsoft SharePoint/Teams. The culprit? File and folder names that are too long or contain characters these platforms don’t support.
When File Names Break Sync
We’ve seen a number of clients run into frustrating problems with file syncing files to their Explorer/Finder on their laptop or PC – sometimes when using Dropbox or Microsoft SharePoint/Teams. The culprit? File and folder names that are too long or contain characters these platforms don’t support.
Why This Happens
- Path Length Limits – Every file has a full “path” (folder + subfolder + file name). If this gets too long, the sync tool simply can’t handle it.
- Unsupported Characters – Symbols like : * ? < > |, Emojis, and even leading/trailing spaces can cause sync errors.
- Folder Depth – Too many layers of subfolders can add up quickly, even with normal file names.
In plain terms: if a document is buried too deeply or has a name that’s too long, Dropbox or Teams may refuse to sync it, leaving files stuck or inaccessible to others.
The Risks
- Lost Productivity – Staff think files are saved, but they’re not fully synced.
- Version Conflicts – Two people work on different “copies” without realizing it.
- Data Gaps – Critical documents may not be backed up as they never got to the cloud.
Best Practices
- Keep Names Short & Clear – Aim for descriptive, not encyclopedic.
- Limit Folder Depth – Try not to go beyond 4-5 levels of subfolders.
- Avoid Special Characters – Stick to letters, numbers, dashes, and underscores.
- Review Old Structures – Legacy file shares often cause the most sync issues when moved to the cloud.
How We Can Help
- We audit your file structures and advise on the safest way to set up Dropbox or SharePoint/Teams. This prevents sync headaches and ensures your business data is properly protected and accessible.
- Or, at the very least we can help if you feel something is ‘wrong’. If your team has noticed “stuck” files, strange error messages, or missing syncs, it may be time for a tidy-up.”
Here is a quick reference sheet for you to download:
File_Name_Path_Limits_Guide.pdf
📞 Contact Anvil today – we’ll review your setup and make sure your cloud storage works the way it should.
Cheers
Ashley Kirk