Using Microsoft SharePoint and Team Sites

Introduction

SharePoint is a web-based collaborative platform that integrates with Microsoft Office. SharePoint is primarily used as a document management and storage system, but the product is highly configurable, and usage varies substantially among organisations.

Accessing Files and Folders on SharePoint

Step 1

Go to the Microsoft Office Portal landing page:

https://portal.office.com

You will be prompted you for your email address and password. Once entered you will be taken to the landing page.

Click on the SharePoint icon.

Step 2

Once SharePoint opens select the search bar and enter the name of the site you wish to access. You can then click on the site in the list to go to it.

Step 3

In order to have the site appear in your lists on the landing page of SharePoint, you will need to click Follow. Click the Follow button to have the page added as a shortcut on your SharePoint.

Step 4

Click on the Documents folder to access the files shared on the site. Here you will see all the folders you have access to.

If you run a MAC OS or are accessing it on your mobile device, this is where you can access the documents. If you run Windows OS and have OneDrive you can select folders and have them sync’d to your computer for much easier access.

Syncing a SharePoint Folder - Windows Only

Step 1

In order to sync the files to your machine, in order to interact with then via Explorer navagate to the folder that you wish to sync. Click on the Sync button on the top of page.

Step 2

This will open a prompt for OneDrive access and setup. If you already have OneDrive setup on your computer, you can select the open with one drive option.

Step 3

Once OneDrive opens select the specific folders you want synced to your computer. Once you have selected the folders press Start Sync.

Step 4

Once you have selected start sync you will notice an extra icon in your file explorer. Depending on the size of the share it may take some time to sync but it will complete in a timely manner. This folder will now act like your OneDrive. But instead of sending it to your “personal” OneDrive folder. It will send it to your companies SharePoint drive.

Setting Up Permissions

Step 1

You can adjust permissions and access to your Document library by clicking on the three vertical dots next to a file or folder within the library.

Step 2

Click on Manage Access top open the permissions pane on the right of the screen.

Step 3

You can add permissions by clicking on the “+”. Stop Sharing, will end the access of anyone who has been given access.

Step 4

After clicking on the “+”, you will be prompted for an address for the person to share with.

Bellow the address you can select the type of access to grant.

Step 5

Click Grant Access in order to send an email to the person you have entered the address for. An email will be sent to them shortly, giving them a link to the SharePoint site, folder, or files that have been shared.