SharePoint and OneDrive How To's | Scribe

    SharePoint and OneDrive How To's

      Introduction

      Welcome to the SharePoint and OneDrive How To's document that will provide you with a brief overview of using and accessing OneDrive and SharePoint. In this document, you will find information about managing permissions, sharing files, syncing SharePoint folders or adding shortcuts to OneDrive, signing in to OneDrive, and sending email with attachments from OneDrive and SharePoint. Whether you are new to these platforms or looking to enhance your knowledge, this guide will help you navigate these tools effectively.

      Sign-in and Accessing Files in OneDrive

      To access and manage your files on OneDrive, you need to sign in to your account. Signing in ensures that your files are secure and accessible only to you. If you are unsure how to sign in to OneDrive, refer to the scribe titled . The following scribes will guide you through the sign-in process and accessing your files to take advantage of all the features offered by OneDrive.

      Sign-In to the OneDrive ApplicationAccessing OneDrive Folders and Files in File ExplorerAccessing OneDrive Folders and Files through the Web Browser

      Syncing SharePoint Document Libraries or Adding Shortcuts to OneDrive

      SharePoint Document Libraries offer various ways to access and manage your documents, and two common options are "Sync" and "Add shortcut to OneDrive." These features allow you to work with your documents seamlessly across both SharePoint and OneDrive for Business.

      However, they serve slightly different purposes and have distinct functionalities. Below we discuss the key differences between the two options, instructions on starting and stop sync's, and instructions on adding OneDrive shortcuts.

      Key Differences

      To summarize the differences between syncing and adding shortcuts:

      • Syncing

        Creates a local copy of the entire library which may be not optimal for large document libraries but could be a great option for syncing specific folders that you work on regularly.

        An example would if my company has a Projects document library that contains folders for all of our projects past, present, and future. I don't want to sync the entire library because that could take up a lot space and bog down the one drive sync agent when I'm only working on a hand full of specific projects. So i would sync only the specific project folders that I'm currently working on. Once I'm done working on that project I would stop the sync

      • Adding shortcuts

        Creates a reference to a specific document or folder without taking up local storage. It's useful for quick access and collaboration without duplicating files.

        This is a great option if you company has for example a main document library that houses all of the company files and you want to access it with out having to go to SharePoint all the time and you don't want to sync all those files with you computer.

      One thing to keep in mind when choosing which method to go with. You CANNOT use both methods on the same folder or a subfolder. In the example from the syncing option i can't be syncing a specific project folder and then try to add a shortcut to the the parent projects folder. You will get an error.

      Choose the method that best suits your workflow and storage requirements when working with SharePoint Document Libraries and OneDrive for Business. Depending on your needs, you may find one method more beneficial than the other, or you may use both to optimize your document management process.

      Syncing SharePoint Document Libraries

      Syncing a SharePoint Document Library means creating a local copy of the library on your computer using the OneDrive for Business sync client. This enables you to access the documents in the library directly from your computer's file system, just like any other folder. Here's how to sync and unsync a SharePoint Document Library:

      Sync SharePoint Folders with File ExplorerHow to Stop Syncing SharePoint Document Libraries

      If using the method above doesn't work because you don't see the Stop Sync button in the right click menu, use this alternate method.

      How to Stop Syncing SharePoint Document Libraries (Alternate Method)

      Adding a Shortcut to OneDrive

      Adding a Shortcut OneDrive creates a reference to a document or folder in OneDrive for Business without creating a local copy. This feature allows you to access and work with the document or folder without consuming storage space on your computer. Here's how to add a shortcut:

      How to Add a SharePoint Shortcut to OneDrive

      Saving Files Directly to SharePoint

      In the below video, we discuss saving/uploading files directly to SharePoint. We cover saving files from emails and directly uploading them into SharePoint using the web browser and File Explorer for sync folders. Also covered is saving files while working on them from different applications such as Microsoft Word, PowerPoint, and Excel.

      Managing Permissions

      One of the important aspects of using OneDrive and SharePoint is managing permissions. Permissions control who can access and edit your documents. This following sections will guide you through the process, ensuring that you have complete control over your shared documents.

      Sharing a File from File Explorer

      Collaboration is made easy with OneDrive and SharePoint. You can easily share files with others, granting them either edit or view permissions. To learn how to share a file with these permissions, refer to the scribe titled. This scribe will walk you through the steps required to share your files effectively, allowing you to collaborate seamlessly with your team or colleagues.

      How to Share a File from File ExplorerManaging permissions and removing a user from a document that you shared a link with.

      Sending Email with Files from OneDrive or SharePoint

      The attached scribe provides a comprehensive guide on how to insert and attach a file from SharePoint and OneDrive in an email using Outlook. Whether you are new to Outlook or simply looking to enhance your productivity, this scribe will equip you with the knowledge and skills to seamlessly integrate SharePoint and OneDrive into your email workflow. So let's dive in and explore the different sections of this scribe.

      How to Insert and Attach a File from SharePoint and OneDrive in a Email (Outlook)

      Conclusion

      In this parent document, we have provided an overview of using and accessing OneDrive and SharePoint. We covered topics such as managing permissions, sharing files, syncing SharePoint folders, and signing in to OneDrive. By following the attached scribes, you will be able to navigate these platforms effectively and make the most out of their features. If you have any further questions or need additional assistance, please don't hesitate to reach out.

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