Sharepoint

Cloud Collective Support Updated by Cloud Collective Support

This guide is designed to help users who are transitioning from an on-premises Windows file system to SharePoint, synced to File Explorer. SharePoint offers a cloud-based, collaborative environment for storing and sharing files, and with the synchronization feature, you can access your SharePoint files directly from File Explorer on your Windows computer.

1. What is SharePoint?

SharePoint is a web-based platform developed by Microsoft that allows organizations to collaborate, store, and manage documents, files, and information. It provides a centralized location for team collaboration, document storage, and sharing. SharePoint can be accessed via a web browser, mobile apps, and also synchronized to your local File Explorer for easy access to files.

2. Benefits of Using SharePoint Sync

Here are some advantages of using SharePoint Sync in File Explorer:

  • Access Anywhere: Access your files from any device with an internet connection (No need for remote desktop or a VPN)
  • Real-Time Collaboration: Multiple users can collaborate on documents simultaneously.
  • Version History: SharePoint keeps track of document versions, allowing you to revert to previous versions if needed.
  • Secure Sharing: Control who can access and edit your files with permissions and sharing settings.
  • Automatic Backup: Files are stored in the cloud, providing redundancy and data protection.
  • Integration: SharePoint integrates with other Microsoft 365 apps like Teams, OneDrive, and more.

3. Using SharePoint Sync in File Explorer

Once you've set up SharePoint Sync, using it in File Explorer is straightforward:

  • Access Files: Open File Explorer, and you'll find your synchronized SharePoint libraries under "This PC."
  • Drag and Drop: Drag files to and from SharePoint libraries just like you would with local folders.
  • Sync Status: Pay attention to the sync status icons to know if files are up-to-date or syncing.
  • Offline Access: You can access synced files even when offline, and changes will sync when you're back online.

4. Best Practices and Tips

Here are some tips for using SharePoint Sync effectively:

  • Keep Files Organized: Maintain a clear folder structure to stay organized.
  • Permissions: Set permissions carefully to control who can access and edit files.
  • Sync Limits: Be aware of SharePoint sync limits, especially if dealing with large files.
  • Collaboration: Use SharePoint for collaborative work to take advantage of real-time editing.
  • Version History: If you make a mistake, you can revert to a previous version from the version history.
  • File Naming: Review our file naming guide.

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