SharePoint: Team and Organizational File Storage

Tags SharePoint

Overview

SharePoint is the Microsoft 365 platform for team and organizational file storage. It is designed for content that belongs to a department or the organization as a whole, rather than to an individual. SharePoint provides version control, permissions management, and structured document libraries.

Appropriate Us Cases

Use SharePoint for:

  • Department resources and shared reference documents
  • Official company documents, policies, and procedures
  • Content requiring version control and granular permissions
  • Files that should remain accessible regardless of staff changes
  • Structured document libraries that benefit from metadata and organization

When Not to Use SharePoint

SharePoint is not the best fit for:

  • Personal files or active drafts (use OneDrive)
  • Files tied to an active project with ongoing team chat (use Teams)

Accessing SharePoint Files in File Explorer

SharePoint files can be accessed directly through File Explorer on your computer without using the older "Sync" method. The recommended approach is to add a shortcut to your OneDrive.

NOTE: The "Add shortcut to OneDrive" method is preferred over the "Sync" button. It is more reliable, less prone to errors, and allows you to rename the shortcut within your own OneDrive.

Steps to Add a SharePoint Shortcut to OneDrive (Recommended):

Via Web Browser:

  1. Navigate to your SharePoint site and open the Documents library.
  2. Select the folder or file you want to add.
  3. Click "Add shortcut to OneDrive" in the top toolbar. -- Alternatively, click the three dots (...) next to the file or folder name and select "Add shortcut to OneDrive."

Verification: Open your OneDrive ("My files") to confirm the shortcut has been added. It will appear as a folder with a small chain-link icon, indicating it is a shortcut rather than a locally synced copy.

 Key Details About Shortcuts

Storage: Shortcuts do not consume your personal OneDrive storage quota. They count against the storage quota of the SharePoint site, not your individual account.

Offline Access: Once the shortcut is added, you can access and edit SharePoint files through File Explorer and work on them offline. Changes will sync when you reconnect to the internet.

Removing a Shortcut: You may remove a shortcut at any time without deleting the original files in SharePoint. To remove: Select the shortcut in OneDrive, then select "Remove."

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