In this video, I want to get you up and running with storing files in a SharePoint document library. Office 365 Groups and Sharepoint sites are inherently connected. So, learn how to interact with the same files as a file list in Office 365 group or as a SharePoint document library.
- [Instructor] In this movie, I'd like to get you up and running with storing files in a SharePoint document library. Just keep in mind that Office 365 groups and SharePoint sites are basically the same thing. You get more functionality on a SharePoint site, but SharePoint sites and Office 365 groups are basically two front-end interfaces for working with the same content. So I'd like to start by going to the SharePoint site that contains the document library that I want to work with. And we talked about a few ways to do that earlier in the course. You could go directly to the website address for a specific SharePoint site, or here on the Office 365 page, you could go to the SharePoint tile, go through a list of SharePoint sites in your organization and choose the one that you want, but some people may approach this with the intention of working with files that have been shared with an Office 365 group.
So if you're approaching SharePoint by way of an Office 365 group, you should go to Outlook, either by going to the mail tile, or to the people tile. And then from here, I can scroll through the sidebar on the left to the Groups category and I can see a list of the Office 365 groups that I am currently a member of. So I could select one of these and I can get information about it. There's even a link here to see the files in this Office 365 group, but my controls are a little limited here.
I cannot make new folders and make things organized. I cannot upload new files. In order to get real control over these files, I want to go to this button near the top right that says Browse Library. And when I click on that, it takes me to the SharePoint site for this group. So you can really see here, this is two front-end interfaces for basically the same thing. I can view my files here from the Office 365 group, but I get much more control in working with them on the SharePoint site. So however you get to the SharePoint site, there's usually a link on that page to take you to the documents library.
And that's where I am here already anyway. So I can see my files here, but I can actually see the folder organization. I could click on a folder to go into that folder and I could see the files contained in that. I can back up on this folder structure from here. I could click on a file to view it, I could even edit the file from here, or I could go to this menu next to any file, and I could choose to share it. But we're going to talk about editing and sharing files in another movie. You know there are a few other controls here on this page. I could upload new files directly, here.
If I go to New, I can create a new folder, and I can even create Microsoft Office documents that will be stored directly in this SharePoint document library. So accessing the SharePoint site, of course, is really important, but you will probably also want to access this SharePoint site from within applications on your computer. You can actually save files directly here from within Word, PowerPoint, or Excel. And you can also synchronize a SharePoint document library to File Explorer on Windows or Finder on the Mac.
So you can access the document library as if it were another folder on your hard drive. So first, let's get this synced with File Explorer or Finder. Here on the SharePoint site, for the specific group that you're working with, you'll see a sync button up in this toolbar. That will synchronize this document library with File Explorer or Finder on your computer. So I'm going to hit that button and it's going to ask me if I want to sync now or if I want to install the OneDrive app.
You may already have the OneDrive application installed on your computer. We talked about this in the movie on OneDrive. The OneDrive application will also step in to get your SharePoint document library synchronized. So if you do not already have that application, you can click on this to get it installed. I do already have that application installed, so I can just hit Sync Now. It will launch that application, and it will take me through the process. Now, for some reason, it's opened up behind this window, so here in the taskbar I click on it and it opens up that window here.
Now I've already set this up, so it skipped through the setup process for me, but in your case, you'll be prompted to go through some really easy steps to get this set up. Once it's done, you'll see the button to Show My Files. You could click on that, or once this is set up, you can go into file Explorer or Finder on the Mac and you'll see SharePoint listed on the sidebar on the left. On Windows it will be labeled SharePoint but on Mac it will say Microsoft. I could click on that and I will see the SharePoint groups that I've set up to sync.
So here I can see that graphic designers SharePoint group is listed here. That is the group we were working with over here on the Web. So if I open that, it's like working with files and folders directly on my hard drive. I can move files around here. I can delete files. I can save new files here, and I can make changes to files. And anything that I do here in this folder on my computer will be synchronized with the SharePoint document library up on the SharePoint site. So I can work with files directly here as if it were just another folder on my computer.
Now another option that you have is to open and save files from SharePoint directly in Word, PowerPoint or Excel. And this option will work on both Mac and Windows. So to do that, we're going to go back to the SharePoint site. You do need to start here. And you're going to make note of the address for this particular SharePoint group. So I'm going to go to the address field up here at the top. You'll see your main domain, in my case, it's GlobeBankInc.sharepoint.com. It should be followed by sites and then the name of this particular group.
That's what you need. You don't need the whole address for what I'm looking at here, you just need this section. So what I'm going to do is copy this. So on Windows I can use the keyboard shortcut, Control C, or Command C on a Mac. So I've made note of that, I can copy it, or I could write it down, whatever. Then I want to switch over to Word or PowerPoint or Excel. So let me go over to Word. I'm just going to go into the Start menu, and I'm going to launch Word, and I'll create a new document, and I'll start writing something here.
But I'm not going to write much, because I just want to see how you can save this to SharePoint. So I've started a new document. I'll go into the file menu, I'll hit Save As, and I could navigate through and save it on my OneDrive, or somewhere on my hard drive, or something like that. I do see an option here for SharePoint, but that's going to take me to the Main SharePoint site for my organization. I want to go to the specific SharePoint group that we just found. So here's how that works. I'm going to hit Browse, down here at the bottom, and in the File name field, this may seem a little unusual, but I'm going to go to the File name field, and I'm going to paste in the address for that SharePoint group.
So that would be a Control V, to paste that in, and then I'm going to hit Return, and in a moment, it will refresh and now I'm looking at that SharePoint group, the Graphic Designers group. So I'll need to go into the documents library. I'll double-click on that. And now we see the same files we were looking at before. I'm just going to save this right here. I'm going to call this Q2 Staff Memo, and I'll hit Save. And now that file has been saved directly on my SharePoint.
I can also open files directly from SharePoint. So I can go to the file menu, I can hit Open, I can hit Browse, and in the File name field, I can paste the address for that SharePoint group, press Enter, it will load that SharePoint group. I can go to the documents library, and I can find the file that I want. Double-click on it to open it. Okay, so that's how that's going to work on Windows. Now let's jump over to a Mac because the process is going to be just a little bit different.
So here on Mac, of course, I will need to start by copying the address for this SharePoint group. It's the same section of the address here, so I'm going to select that, and since I'm on a Mac, I'll hit Command C, to copy that. And then I want to jump over to Word. I actually already have a Word document open here that I have not saved. So I'm going to go to the File menu, I'll hit Save As, and I need to go to Online Locations. In the Save window, you'll see this button for Online Locations. I can click on that, and you'll go here.
If you're already on this screen, you'll see a button that says On My Mac, and you can toggle back and forth between these. But I want to go to Online Locations. You may already see SharePoint but I want to go to Add a Place, then choose SharePoint. That way we can put in the address for the specific SharePoint group that I want. So I'm going to paste in that address. I'll just use Command V to paste that in, hit Next, and now that SharePoint group has been set up. So when I go to SharePoint here on the sidebar on the left, I can see that Graphic Designers group as well as a few other SharePoint groups that I set up here.
So I can click on that. I can go to the documents library and find the files that I'm looking for. Or, what' I'm trying to do here is actually save a file. So I've selected the documents library. I could hit Save to save it there. But I'm not going to save this, I'm just going to hit Cancel. So we can work with our files on the website. We can sync the folder with File Explorer on Windows and we can open and save files directly from Word, PowerPoint, and Excel. That's your quick primer on getting a SharePoint document library set up.
Naturally, there's much more to learn about this. You might want to check out Gini von Courter's course, SharePoint Online Essential Training for more information.
- Office 365 accounts and tools
- Office 365 Groups and SharePoint
- Choosing the right tools for your collaboration needs
- Working with shared calendars in Outlook
- Making video and audio calls with Skype for Business
- Managing collaborative conversations with Teams
- Editing and co-authoring files stored on OneDrive or SharePoint
- Choosing a location to store files
- Sharing files from OneDrive or SharePoint
- Sharing files in Teams