Cloud Storage Crash Course
If you are new to cloud storage, the following guides will provide you the necessary information to begin operating in OneDrive & SharePoint. This resource is a distilled version of CPD's more robust cloud storage training and should provide the most necessary information to get started or refresh on the basics.
Overview of OneDrive & SHarepoint
Important things to remember
SharePoint is the place for you and your team to have a shared library to store files.
Both OneDrive and SharePoint can be accessed in Windows, MacOS, Android, and iOS.
How to Access OneDrive
Important things to remember
Regardless of how you access OneDrive, your files are always saved in one place. Changes to files are saved automatically, and you can switch between the methods to access OneDrive at any time.
Not all features of OneDrive are available through every method of access. Typically the web version provides a few extra features that the other methods do not.
If you have difficulty using a particular method to access OneDrive, give a different method a try. If the problems persist, contact support for assistance!
Creating New Files in OneDrive
Important things to remember
The Autosave feature in OneDrive ensures you never lose progress on a file. That said, you can still undo changes like normal, and if need be, go back to previous versions of a file. Learn more here.
If you create a file using a desktop application, you can always access it in the online environment as well, and vice versa.
The methods for file creation shown in this video also apply to the SharePoint environment.
Uploading & Organizing FIles
Important things to remember
If you are a big fan of sub-folders within sub-folders, be aware that OneDrive has a limitation with this. Learn more here. Try to re-think how you organize files and avoid going too deep into sub-folders.
Working On Files Locally or ONline
Important things to remember
The local version of Microsoft Office applications offer the most extensive suite of tools, but these are often not needed for all users.
The web version of Microsoft Office applications offer a more seamless experience when collaborating on files with others in real-time.
You can always switch between versions of Microsoft Office and pick up where you left off.
If you expect you will need to do work offline, make sure to sync your OneDrive files so they are available locally. Learn more here.
Sharing Files in OneDrive
Important things to remember
While you can share files and folders in your OneDrive with others, you should avoid treating your or someone else's OneDrive as a team workspace. This can lead to confusion and access issues down the road. Instead, use SharePoint for team workspaces.
If you create a shareable link to a file, and later decide to change the permissions on that link, you can do so in the Manage Access section of the Share menu for that file. However, be aware that you may have to create a new link in some circumstances.
If a file is currently accessible to other people, you will see an icon that looks like two people next to it.
Creating a SharePoint Library
Important things to remember
Only one person in your department should create a team and a SharePoint Library to serve as your department's primary storage area. Coordinate with your team when doing this.
SharePoint Libraries are not limited to departments, and can also be created for special projects or inter-departmental groups.
You can move files between your OneDrive and a SharePoint Library if their relevance with the team changes.
Accessing a SharePoint Library
Important things to remember
The file creating, uploading, and sharing tips provided for OneDrive up above also apply to the SharePoint environment.
It is typically easiest to manage membership to a SharePoint library from within Microsoft Teams.
Looking for a condensed version of the information above? Refer to the OneDrive & SharePoint Cheatsheet available here. And make sure to reach out to CPD if you have questions or want additional training!