Similar to how we can restore your OneDrive to an earlier time (see earlier lesson in this course), you can restore any specific SharePoint document library to an earlier time as well, undoing all changes made after the chosen restoration time.
This video is part of my FREE 30+ lesson self-paced online training course called Collaboration in Microsoft 365 (OneDrive, SharePoint, and Teams). Enroll today at https://www.NateTheTrainer.com for the full learning experience including lesson discussions, quizzes, exams, and a completion certificate.
Learn how to upload existing files to SharePoint, create new files, and manage and organize your files in SharePoint document libraries.
This video is part of my FREE 30+ lesson self-paced online training course called Collaboration in Microsoft 365 (OneDrive, SharePoint, and Teams). Enroll today at https://www.NateTheTrainer.com for the full learning experience including lesson discussions, quizzes, exams, and a completion certificate.
Uploading and managing files in SharePoint document libraries is a lot like managing your own files in your OneDrive. If you’re unsure on anything regarding files in SharePoint, be sure to go back and review the OneDrive lessons on file management, sharing, etc. as they’re quite identical.
SharePoint does add additional features and functionality to your document management abilities such as adding custom columns, multiple views, conditional formatting, and more. We’ll talk about these topics later in this chapter.
In this video, you’ll learn how to create a new team site for group collaboration in SharePoint Online.
This video is part of my FREE 30+ lesson self-paced online training course called Collaboration in Microsoft 365 (OneDrive, SharePoint, and Teams). Enroll today at https://www.NateTheTrainer.com for the full learning experience including lesson discussions, quizzes, exams, and a completion certificate.
“Team sites are intended for smaller, more focused groups working within a shared interest area. Team sites are built on Microsoft 365 groups and give members edit access by default making it easy to get up and running as a team collaborating on documents, lists, and more in no time. Common team site scenarios are project teams, committees, intra-departmental collaboration and news, etc.”
Creating a team site creates a Microsoft 365 group which comes with a number of other resources including a shared mailbox and calendar.
Any team created in Microsoft Teams will also create a SharePoint team site in the background to support its files.
In this lesson, you’ll learn how to find and navigate SharePoint Online and what the two main site types are and how they’re typically used. There are 11 more lessons in this chapter in my course that cover documents, lists, pages, news, and more in detail.
This video is part of my FREE 30+ lesson self-paced online training course called Collaboration in Microsoft 365 (OneDrive, SharePoint, and Teams). Enroll today at https://www.NateTheTrainer.com for the full learning experience including lesson discussions, quizzes, exams, and a completion certificate.
SharePoint empowers you and your team to create team sites and communication sites. The core components of each site (regardless of type) are lists, libraries, and pages.
Team sites are intended for smaller, more focused groups working within a shared interest area. Team sites are built on Microsoft 365 groups and give members edit access by default making it easy to get up and running as a team collaborating on documents, lists, and more in no time. Common team site scenarios are project teams, committees, intra-departmental collaboration and news, etc.
Communication sites are generally focused on a broader audience and used for distributing resources or news to that larger group. Communication sites are not built on Microsoft 365 groups but can use existing Microsoft 365 groups as a basis for membership. Common communication site scenarios are company intranets, HR sites, IT support sites, Crisis communication, Talent and development, etc.
Use the SharePoint app bar to easily get from one site to another, or return to the SharePoint start page.
You can also use the search bar at the top of your window to navigate to other apps or sites, or to find resources, files, people, and more.
In this lesson, you’ll learn how to find and navigate Microsoft OneDrive for Business. There are 9 more lessons in this chapter on OneDrive.
This video is part of my FREE 30+ lesson self-paced online training course called Collaboration in Microsoft 365 (OneDrive, SharePoint, and Teams). Enroll today at https://www.NateTheTrainer.com for the full learning experience including lesson discussions, quizzes, exams, and a completion certificate.
Office.com is an easy site URL to remember that can get you into Outlook, OneDrive, SharePoint, Teams, and more quickly. Just access and sign-in with your work or school account from any device.
Your OneDrive is your private document storage and collaboration space in your organization. Everything is private to you until you share it with others, which you can verify using the Sharing column of My Files, or by going to Shared (left nav) and selecting Shared by you.
Anything you see listed under Quick Access is not OneDrive, but shared document libraries that live on SharePoint sites of which you’re a member. You are not the sole owner of these files.
Use the Details pane to find activity history for your entire OneDrive. You can also select a file, then the Details pane (or vice verse), for a file preview, access management, and activity history for that individual file.
Use Search to quickly find content you’re looking for. Just be sure to change the search scope if you want to look exclusively in your OneDrive instead of across all of Microsoft 365 files (which includes all SharePoint sites of which you’re a member).
This lesson demonstrates how you can upload existing files and folders from your local machine or a shared network drive to your OneDrive for Business. Doing so puts your files in the cloud, giving you access to your files anywhere, anytime, on any device.
This video is part of my FREE 30+ lesson self-paced online training course called Collaboration in Microsoft 365 (OneDrive, SharePoint, and Teams). Enroll today at https://www.NateTheTrainer.com for the full learning experience including lesson discussions, quizzes, exams, and a completion certificate.
You can use the Upload button to upload one or many files, or a folder (or several) which will include any sub-folder structures and their files. You can also drag-and-drop files from a local location (shared network drive, your desktop, etc.) via File Explorer into your browser with OneDrive open. This includes the ability to drag into a specific folder in OneDrive.
Whether you’re in OneDrive, SharePoint, or Teams, you’re bound to run into the Office web apps (the web-based versions of Word, Excel, PowerPoint, etc.) at some point. Learn how to create and edit files completely online without needing any Office desktop apps installed on your machine. We’ll also cover interesting and useful features like the Immersive Reader.
This video is part of my FREE 30+ lesson self-paced online training course called Collaboration in Microsoft 365 (OneDrive, SharePoint, and Teams). Enroll today at https://www.NateTheTrainer.com for the full learning experience including lesson discussions, quizzes, exams, and a completion certificate.
When you create a new file from OneDrive (using the New button), it’ll open in an Office web app (Word Online, Excel Online, PowerPoint Online, OneNote Online, etc.) – a browser-based version of the application.
Be sure to switch from the simplified ribbon in the web app to the classic ribbon if you want it to more closely match the desktop experience visually.
Be sure to rename any new files by clicking on the document title in the title bar (by default, it’ll name your new file to something like Document.docx, Presentation.pptx, etc.).
Edit files
You can open a OneDrive or SharePoint document in the desktop version of an app by selecting Open in Desktop app from inside the document itself. You can also select the document from OneDrive, then choose Open > Open in app from the ribbon menu (so you don’t have to open a document first to go straight to the desktop version).
Editing a file in OneDrive is as simple as opening the file – it’s immediately ready to be edited once opened and Autosave is on automatically as long as it’s a cloud-based document in Microsoft 365 (saved in OneDrive or SharePoint). Note: To use Autosave in the desktop version of Office apps, you must have the Office 365 suite installed on your machine and not Office 2016 (or another year).
Learn how to manage your OneDrive files through organization, copying and moving, and more in this lesson.
This video is part of my FREE 30+ lesson self-paced online training course called Collaboration in Microsoft 365 (OneDrive, SharePoint, and Teams). Enroll today at https://www.NateTheTrainer.com for the full learning experience including lesson discussions, quizzes, exams, and a completion certificate.
In OneDrive, you can use folders (whether uploaded or created from the New button) to organize files. You can have multiple levels of folders.
You can drag-and-drop files into and out of folders (use the breadcrumb menu to drag files up a level).
Select files and/or folders and use Move to and Copy to to move files inside or outside your OneDrive. If moving or copying files outside your OneDrive, you can select a SharePoint site’s document library as a destination. You can also create new folders from the Move to and Copy to panels.
Sorting, filtering, and searching
Use column headers in My files, Recent, and Shared to quickly group, sort, or filter your files.
Use view settings (upper right) to change sort or style.
You can use the filters pane in Shared to narrow down results and find what you’re seeking more quickly.
You can use search to find files quickly as well – it searches file names as well as their contents.
Your OneDrive is your place to store and manage files you use regularly. Occasionally, you may wish to share files and folders with others, however. Learn how to share with different levels of access (i.e. view vs edit) in this lesson.
This video is part of my FREE 30+ lesson self-paced online training course called Collaboration in Microsoft 365 (OneDrive, SharePoint, and Teams). Enroll today at https://www.NateTheTrainer.com for the full learning experience including lesson discussions, quizzes, exams, and a completion certificate.
When you share a file, you have four link types to choose from. The image below color codes the options you get with each. Anyone with the link gets the most configurable settings. People in your company and Specific people get everything except expiration date and password. People with existing access doesn’t modify permissions at all so it has no unique settings.
You’ll only see Open in review mode only as an option if the file is a Word doc and you’re allowing editing.
You can only Block download (includes print) if disallowing (unchecking) editing.
After you click Apply, you don’t have to enter a name or message. In most cases, it’s fine to click Copy link and share that with whomever you’re granting access. And sometimes you may use that copied link on a SharePoint page, org-wide email, etc. rather than sharing with just a few people.
Specific people is the only link type that requires a signed in user to be someone you’ve specified. It is the most secure option (other than People with existing access which doesn’t change permissions at all).
Co-authoring with people you’ve shared edit rights with
Co-authoring allows anyone with edit permissions to a file to be in the file simultaneously making edits. This works for Word, Excel, PowerPoint, and OneNote. If you’re wanting to use the desktop apps for co-authoring, be sure you’re using the most current (Office 365) version of Office and not a year-specific version like Office 2016.
Sharing folders
You can share folders in the same way you share files, but the benefit to sharing folders is that each file inside the folder inherits the shared folder’s permissions (so it saves you time sharing each individual file). You might use this for processes where you drop files in a particular folder regularly that someone else can access (or even help contribute to).
You can add additional access to a particular file inside a shared folder by sharing the file itself (but it’ll still be shared with those granted rights at the folder level).
Managing access
Manage access by clicking Share > More options (…) > Manage access -or- by selecting the file > open the details pane (i) > Manage access.
You can click Stop sharing to remove all links and direct access other than yourself (in OneDrive) or all owners (in SharePoint).
You can remove links shared previously individually by using the ellipsis (three dots) next to a link shown in the Manage access panel.
You can also make changes to the settings of a shared link if the the link was Anyone with the link or Specific people type.
Shared with you and Shared by you
Click Shared from the left navigation to easily find files shared with you and shared by you. You can also share files again or manage access from this page.
In this lesson, you’ll learn how to find and use version history for files in OneDrive for Business. You can access version history multiple ways, and you can view, restore, or delete any particular version.
This video is part of my FREE 30+ lesson self-paced online training course called Collaboration in Microsoft 365 (OneDrive, SharePoint, and Teams). Enroll today at https://www.NateTheTrainer.com for the full learning experience including lesson discussions, quizzes, exams, and a completion certificate.
You can get to a file’s version history in one of two places: either from the file’s menu (ellipsis or select and use the ribbon), or from within the document itself (click on the title in the title bar and choose Version History).
From outside the document (so using a file’s menu via the ellipsis or selection), Version history shows you last modifier, a timestamp, version number, and allows you to open each version independently in the desktop app (whether it is Word, Excel, or PowerPoint).
From inside the document (you’ve opened it), Version History shows you when there were multiple co-authors (so not just one of the last modifiers, but all involved), and you can quickly click from one version to the next to preview it without having to open and close each one.
Open, restore, or delete a version
From outside a document, you can open, restore, or delete a version using that version’s ellipsis. If you restore a version, it copies the selected version as the latest version and doesn’t not affect previous numbering. If you delete a version, it goes to the site recycle bin (where you may wish to delete it again).
From inside a document, you can switch between all versions within the active tab, restore a version, or save a version as a separate file. You can’t, however, delete a version from within the document. You must do this from OneDrive (ellipsis > Version history).
