Using SharePoint and OneDrive – SPS Information Technology

SharePoint Used for department-wide content, shared and stored for team collaboration	OneDrive Used for individual content, personal storage, or short-term collaboration
Documents and files for entire department to see	Personal documents – only you can see (unless shared with specific individuals)
Owned by the department; Documents still available when creators leave	Owned by individual staff member; Deleted after owner leaves
Collaborate and store departmental documents for future use	Store and edit non-department; not intended for wider collaborative sharing or long-term storage

“Add shortcut to OneDrive” to organize your SharePoint folder links within OneDrive
Avoid using the SharePoint “Sync” feature for large folder structures or an entire SharePoint site as it will take up a lot of space.
To improve your connection, navigate to the Settings tab in the local OneDrive app, and then enable the setting for “Save space and download files as you use them”
To find content, search in OneDrive or SharePoint by file or folder names. Also, check your SharePoint recycle bin if some content is not visible or appears lost.

Please ensure that your departmental files exists in SharePoint rather than individual OneDrive accounts.
Include access and general guidance for OneDrive and SharePoint during on-boarding.
Protect your data by checking and refining your site’s access permissions.
Site owners can control access requests: Gear > Site Settings > Site permissions > Access Request Settings.
Document library owners can grant permissions: Gear > library settings > more library settings > permissions for this document library
Site owners can adjust SharePoint group members: Gear > Site permissions > Site members > click on group
Site owners can examine AD group members: Gear > Site permissions > Site members > click on the AD group > Show all members

Adjust your folder structure for new and archived projects.
Refine your folder structure to improve your business process. Naming conventions and folder hierarchy should be intuitive.
Please reach out to SPS-IT if you need advice on how to modify your site. For example, SPS-IT can guide on how you can adjust navigation, SharePoint groups, fix sync issues, or change notifications for access requests.

SharePoint sites allow you to link existing documents to a new Team, as each new Team comes with a default SharePoint site.

Last updated on: April 26, 2024