Introduction to SharePoint
- Caleb SE-Stipkovits (Deactivated)
- Eric Eason
- Madelyn Ringstad
This document goes over an introduction for what SharePoint/OneDrive are and how to use them. For further training and videos, check out Microsoft's Quick Start Guide for SharePoint with helpful tutorials. Wherever you see a blue hyperlink, open it for a video or further training explanation from Microsoft.
What is SharePoint?
a. SharePoint is not an application like Word or Excel, it is a secure platform that is accessed through a browser to host documents and data.
What is the difference between SharePoint and OneDrive?
a. OneDrive provides a consistent file experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. This is for personal storage.
b. SharePoint provides the content services for all files across the Microsoft 365, including files you work with in Teams, SharePoint, and Outlook. This is for group file storage and collaboration.
c. With both OneDrive and SharePoint in Microsoft 365, your files are stored in the cloud. You can sync either OneDrive or SharePoint files to your computer. See Sync OneDrive files or sync SharePoint files for more info.
How to access your SharePoint?
a. Go to your preferred browser and enter office.com. Sign in to your SeattleU school account.
b. From here users can access many Microsoft online applications using the application launcher (this looks like a waffle) in the upper left-hand corner of the screen, such as Outlook, Excel, OneDrive Word, SharePoint etc.
Suggested Tip: Bookmark the SharePoint documents folder link or the entire SharePoint link for easy access
How to Sync SharePoint or OneDrive to your Device for Easy Access
a. Go to the Documents Section of your SharePoint using the left-hand navigation bar.
b. Choose the “Sync” option in the ribbon and it will sync with the device you are on. All documents will be seen in your device’s File Explorer, and you can edit/save documents to your SharePoint site while not working in a browser.
i. Below is an image of a user working on the desktop version of Word and they want to save a document. Users can save documents directly to a SharePoint or OneDrive.
ii. Below is an image of a user’s File Explorer on their device. OneDrive is seen on the device because it has been synced. A user does not need to go into an internet browser to access files.
How to Upload Different Types of Work, Files, Documents, etc.
a. Choose the “+ New” menu and choose what type of new work you wish to start, and it will be saved in the place you open it
b. To add already started work saved on your device, choose the “upload” menu option next to it
How to Share a Document or Folder in SharePoint with Others
a. Choose the 3 dots on the item you wish to share, then click “share” in the list that pops up.
b. Choose the copy link option for those within Seattle University. They can edit the item with this link.
c. If you want to send it to a person outside SU to edit or view, you can specify by using the drop down and choosing “can edit” or “can view.” This can also work for SU users if you want them to view only or share a document they should always have access to.
How to use the ellipses on a file/folder
a. Select the vertical ellipses to receive more options for the file or folder.
b. By selecting the ellipses, you can: share the document, receive a link to share the document, download, delete, move, copy, or rename the file/folder.
Open/edit SharePoint or OneDrive Excel, PowerPoint or Word files in SharePoint on your device
a. Some users are more familiar with the desktop version of a Microsoft tool. Users can open excel or word files from SharePoint onto their desktop and make changes that are automatically updated in SharePoint.
b. Open the SharePoint file in a web browser that needs to be edited.
c. Select “Editing.”
d. From there select “Open in Desktop App”
e. This will open the document on your device.
f. Ensure to save or turn Autosave on before exiting the file. Changes made in the opened desktop version will reflect in the online SharePoint or OneDrive Version.