Word export to PDF doesn't sync from SharePoint

Question

I sync SharePoint sites to my computer using OneDrive. When I open a Word document from Windows Explorer and export it to a PDF, the save dialog is pointing to the SharePoint site as a URL instead of the synced folder on my computer. Word defaults to the folder where the Word document is saved when exporting. Apparently Word opens the online file instead of the synced version even when you double click on the synced version.

The problem is when exporting and the box is checked to open the exported PDF, because the save location is a SharePoint URL, it opens in a browser instead of opening a locally synced file. Often I've run into issues where the synced file doesn't show up in the folder synced via OneDrive for a long time (I've been waiting for a file right now for over 10 minutes). OneDrive says everything is "Up to Date." If I navigate to SharePoint in a browser, I can see the new exported PDF is there.

My workflow is to export Word documents to PDF in order to apply a digital signature in Adobe Acrobat. What should take 15 seconds takes much longer because I have to sit and wait for the file to appear. Sometimes it never does, and I have to go download it from SharePoint and then get the dreaded duplicate file error in OneDrive.

Two issues that need to be addressed:

1. If a Word doc is opened from a synced folder, then the default export location should be that synced folder instead of directly going to SharePoint online.
2. If a Word doc is exported and goes directly to SharePoint online, it's not triggering OneDrive to immediately sync. It's not until the user edits another file that the exported file will get caught up in a sync.

Answer 1

Hello @Gault, Steve,  

Thank you for posting your valuable question on Microsoft Q&A forum.  

The behavior you described - Word exporting PDFs to a SharePoint URL instead of the local synced folder - is in Microsoft’s current architecture. Office apps prioritize cloud-first saving for collaboration and version control, which means: 

• When a file is opened from a synced folder, Word often treats it as a cloud file and uses the SharePoint path for export. 
• Exported PDFs saved directly to SharePoint Online do not trigger immediate OneDrive sync, causing delays or missing files locally. 

This workflow can significantly reduce efficiency and create unnecessary complexity for users who need immediate local access to files, for example, when applying digital signatures. Your concern is completely valid and worth raising. 

If you’d like this feature improved in future releases, I strongly encourage you to submit feedback and upvote existing requests on the SharePoint Feedback Portal:  SharePoint · Community. . The Microsoft Product Team actively monitors this site, and many enhancements have been implemented based on user input. 

After submitting your request on the site, you can return here and paste the link into this thread. That way, other users who visit this discussion can click the link and upvote your request to help bring more attention to it. Microsoft prioritizes feature changes based on user impact and feedback volume. Highlighting this issue can help influence improvements such as: 

• Respecting the local path when opening from a synced folder. 
• Triggering OneDrive to sync immediately after export operations. 

As a workaround, you can consider using “Save As” to the Local Synced Folder Instead of Export:

• Instead of File > Export > Create PDF/XPS, use: File > Save As > Browse > Select your local OneDrive synced folder path > Select PDF as the file type.

• This ensures the PDF is created locally and syncs immediately, avoiding delays and duplicate file issues.

Please note that Q&A forum moderators do not have access to backend systems or the ability to change app behavior directly. Our role is to assist based on available documentation and guidance from Microsoft based on our knowledge.    

We appreciate your feedback and share your goal of making Microsoft 365 more efficient and user-friendly. Thank you again for reaching out! 

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