A presentation aimed at training users to use Microsoft SharePoint, sync and OneDrive the way they should be used instead of trying to replicate the old methods (of mapped drives and file servers).

1. SharePoint
GETTING STARTED USING SHAREPOINT AS FILE STORAGE

2. What is SharePoint?
It is….
◦ Essentially a web-based collaboration platform
◦ It’s a lot more complicated than that but we
should ignore the rest… for now.
It Isn’t….
◦ Just a file storage system

3. What are SharePoint “Sites”
Essentially this is a “SharePoint” for a group
◦ It allows us to have different access levels
◦ We can segregate documents/information relevant to the group
The old style drive letters were big “buckets of files”
they created some problems;
◦ Security was complex for non-IT staff
◦ There was no version control (difficult to see “history” & who modified)
◦ Easy to accidentally drag folders into different places
◦ Easy to find files if you knew where they were but hard if you didn’t

4. Sync
HOW SHOULD WE BE USING SYNC?

5. Old and New Ways to Work
The Old
◦ Windows Explorer or Mac Finder
The New
◦ Browser
Sync is a way of telling your computer to take a “copy” of work that is on the network and make it
available offline.
Sync allows you to make the new “look like” the old. It’s a common practice but there are
problems with this approach.

6. Why can’t I sync everything?
Space: Not enough room on your computer
Bandwidth: When you connect, your computer has to sync all of the work done by your team
Security: if your laptop is compromised, you could expose everything
Technical: There are limitations on file names and folder sizes.
Synching everything is like taking all of the books home from the library
when you only need a couple.

7. What should I sync?
Sync things that you need offline
◦ Documents that you’re working on, if you need them when disconnected.
◦ Our templates
◦ Handy references if you use them a lot (eg: Standards / Guides)
◦ Things that you need to take offsite (eg: presentations)

8. Starting things
CREATING NEW DOCUMENTS “THE SHAREPOINT WAY”

9. How to Start from SharePoint
Go to where your NEW file should be (in SharePoint)
Create sub-folders if required
If it’s similar to an existing document;
◦ Copy an old document to the new location in SharePoint
If it’s a NEW document
◦ Create the new Document from within SharePoint
Rename the document in SharePoint
Edit the document via SharePoint, either in the browser
or the application, saving is now simply Ctrl+S (or on
the web, it’s entirely automatic).

10. Use the Menu to Create Documents
When the document opens online, you
can tap on the black bar at the top and
change the name.
All changes will save automatically.
To edit the document in Word, click the
back button in your browser and then
choose to edit the document in Word.
From then on, Ctrl+S will save it back to
SharePoint in the cloud without further
prompting.

11. Starting from the Application
It’s not impossible to start from an application like Word or Excel but it much more difficult.
◦ File, Save As
◦ Choose Sites
◦ If you have things pinned, this is easier.
◦ If not it’s possible to browse but it’s too techy to explain how.
◦ Let IT know and we’ll set up pins for each of your SharePoint libraries.
If you’re saving new documents to your SYNCed libraries on your computer,
you may experience problems if the file names or paths are too long.

12. Finding things
HOW TO FIND DOCUMENTS IN THE SHAREPOINT WORLD

13. Why are we trying to find things?
Browsing
◦ You know where a file is because you know where you saved it
Recent Files
◦ You’re looking for a file that you or a colleague were working on recently.
Search
◦ You’re looking for some specific subject material
The best place to start is the OneDrive Web App.

14. OneDrive is the Key to Finding Your Data
The OneDrive App isn’t all about you.
It’s the ONE drive that you need.
It shows you what your colleagues are
working on and it also shows files in
SharePoint libraries.
If you click on a SharePoint site, it opens
in OneDrive. If you then click on the site
icon at the top of the page, you can
navigate to the site itself (for searching).
Use this instead of File Explorer or Finder.

15. Searching in SharePoint
Go to a SharePoint site
Click on Search in the top left
corner.
Type a word and hit enter.
You’ll be shown documents on the
site that contain the word (full text,
not just in the file name).
If I only wanted Angelina’s micr
documents I could have searched;
micr author:angelina

16. Still can’t find it? Use Delve
If you don’t know what SharePoint library to look in, use Microsoft Delve.
Delve searches across all the SharePoint libraries and personal OneDrive folders that you have
access to. You can even ask Delve to show you what other people around you have been
working on recently.
And if all else fails, talk to IT. We’ll find it.

17. Get the Apps for Increased Mobility
Get OneDrive, Word, Excel, PowerPoint, SharePoint, Delve, Yammer & Planner on your phone.

18. Thanks for watching.
Please direct any questions to the IT Team.