A SharePoint Guide

Using SharePoint folders efficiently can greatly enhance collaboration and organisation within a team or organisation. Here's a comprehensive guide on how to use SharePoint folders effectively:

Accessing SharePoint:

1. Accessing SharePoint Online:

De Aston Intranet

• Navigate to the school’s SharePoint site. This will open in a tab when you open the Edge web browser

• You should already be logged in to this page.

• If you are working from outside the school you can go to https://deastonlincsschuk.sharepoint.com/ and log in using your school account.

2. Locating the Folder:

• Each department has a page containing its document store.

• Navigate to the document library or page where the folder is located.

2. Creating Folders:

1. Navigate to the Desired Location:

• Once you're in the SharePoint document library or site, navigate to the location where you want to create the folder.

2. Click on "New" or "+" Button:

• Look for the "New" button or the "+" button, usually located at the top of the page.

3. Select "Folder" Option:

• Choose the "Folder" option from the dropdown menu.

4. Name Your Folder:

• Give your folder a descriptive name that reflects its contents or purpose.

3. Uploading Files to Folders:

1. Navigate to the Desired Folder:

• Click on the folder where you want to upload files.

2. Click on "Upload" Button:

• Look for the "Upload" button, usually located at the top of the page.

3. Select Files to Upload:

• Choose the files you want to upload from your local computer.

4. Click "Open" or "Upload":

• After selecting the files, click on the "Open" or "Upload" button to initiate the upload process.

4. Managing Files and Folders:

1. Moving Files:

• To move files within SharePoint, simply drag and drop them into the desired folder.

2. Renaming Files or Folders:

• Right-click on the file or folder you want to rename, then select the "Rename" option. Enter the new name and press Enter.

3. Deleting Files or Folders:

• Right-click on the file or folder you want to delete, then select the "Delete" option. Confirm the deletion if prompted.

4. Restoring Deleted Items:

• Deleted items are usually moved to the recycle bin. To restore deleted files or folders, navigate to the recycle bin and select "Restore" for the desired item.

5. Collaborating with Others:

1. Sharing Files or Folders:

• You can share files or folders with other users or groups by selecting the item, clicking on the "Share" button, and entering the email addresses of the recipients.

2. Setting Permissions:

• You can control who has access to files and folders by setting permissions. This can be done by selecting the item, clicking on the "Manage Access" or "Permissions" option, and adjusting the settings accordingly.

6. Syncing with OneDrive:

1. Syncing Files and Folders:

• You can sync SharePoint folders with your OneDrive for easy access and offline editing. Look for the "Sync" option within SharePoint and follow the prompts to set up synchronisation.

Best Practices:

1. Keep it Organized:

• Use meaningful folder names and maintain a logical folder structure to make it easy for users to find what they need.

2. Limit Access:

• Only grant permissions to those who need access to specific files or folders to maintain security and confidentiality.

3. Regular Maintenance:

• Periodically review and clean up your folders to remove outdated or unnecessary files.

By following these steps and best practices, you can effectively use SharePoint folders to collaborate, organise, and manage documents within your departments.