SharePoint & OneDrive — Quick Reference Guide - Degarmo Technologies: Managed IT & Security Services

End-User Quick Reference · Microsoft 365

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SharePoint & OneDrive

Quick Reference Guide

Store, share, and collaborate on files from anywhere — sync your files to your desktop, share securely, co-author in real time, and recover lost files with confidence.

OneDrive Sync

File Sharing

Version History

SharePoint Sites

Permissions

Section 1 — OneDrive

Your Personal Cloud Drive — Synced Everywhere

OneDrive stores your files in the cloud and keeps them synced to your Windows/Mac desktop — accessible from any device, any location.

Getting Started with OneDrive

Access via browser: Go to office.com → sign in → click OneDrive from app launcher (grid icon)
Sync to your desktop: In OneDrive (browser) → Sync → follow prompts to install OneDrive app. Files appear in Windows Explorer / Mac Finder under OneDrive folder.
Upload a file: In OneDrive browser → Upload → Files, or drag files directly from your desktop into the browser window
Create new file: + New → Word / Excel / PowerPoint document (opens directly in browser for editing)
Access from any device: Sign in to office.com or the OneDrive mobile app with your work account — all files are available
Files On-Demand (Windows): Right-click a synced file → Always keep on this device (available offline) or Free up space (cloud-only, downloads when opened)

Sharing Files Securely

Share a file: Right-click file in OneDrive (browser or Explorer) → Share → type name or email → set permission (Can View or Can Edit)
Copy a shareable link: Share → Copy Link → set who can access (Anyone with link, People in [org], Specific people)
Set expiration on link: Share → Link settings → set expiration date and optional password
Stop sharing: Right-click file → Manage Access → remove person or disable link
See who has access: Right-click file → Manage Access — shows everyone with permissions

Version History & Recovery

View version history: Right-click file in OneDrive → Version History — see all saved versions with timestamps
Restore older version: Click Version History → click the version you want → Restore to overwrite current file with that version
Recover deleted files: In OneDrive browser → Recycle Bin (left sidebar) → select file → Restore. Items stay in recycle bin for 93 days.
AutoSave in Word/Excel/PPT: Toggle AutoSave (top-left in Office apps) when file is saved to OneDrive — saves continuously in real time
Recover unsaved file: In Word/Excel → File → Info → Manage Document → Recover Unsaved Documents

Co-Authoring

Real-time collaboration: Share file with Edit permission → both users open the same OneDrive file — see each other's edits live with colored cursors
In Word/Excel: Look for other users' initials or photos at the top-right of the document — click to see where they're working
Use comments: Insert → Comment to leave notes for collaborators without disrupting the document

Security Reminder — Sharing Best Practices

Always choose "Specific people" when sharing sensitive files — avoid "Anyone with the link" for confidential documents. Set an expiration date on shared links. Contact IT if you're unsure about sharing permissions.

Section 2 — SharePoint

Team File Storage, Sites & Permissions

SharePoint is where your team stores shared files — organized into sites, document libraries, and folders accessible by your whole department or company.

Navigating SharePoint

Access SharePoint: office.com → SharePoint from the app launcher. Your team sites appear on the SharePoint home page.
Find a site: Click the site name in your Recent or Following list, or use Search at the top of SharePoint home
Navigate a document library: Click Documents (or a named library) on the left sidebar to browse files and folders
Access from Teams: In a Teams channel → Files tab → all files are stored in the corresponding SharePoint document library
Open SharePoint in Explorer: In the document library → Sync to sync all library files to your Windows Explorer for easy drag-and-drop access

Working with Files in SharePoint

Upload files: Open document library → Upload → Files (or drag files into the browser window)
Create a folder: + New → Folder → name it
Open in app: Click file → Open in app for full Office features (not browser-only mode)
Download a file: Check box next to file → Download to save a local copy
Move/copy file: Check box → Move to or Copy to → pick destination library or folder
View version history: Check box next to file → Version History — restore any previous version
Recover deleted file: Recycle Bin (left sidebar) → select file → Restore. Items are recoverable for 93 days.

Sharing & Permissions

Share a file or folder: Check box → Share → enter name/email → choose Can View or Can Edit
Share the whole library: Speak with your IT admin — SharePoint site-level permissions should be managed by your admin, not shared ad-hoc
Check your permissions: Click Settings (gear icon) → Site Permissions to see who has access to what
Request access: If you see "Access Denied," click Request access — your admin will approve or deny
External sharing: Check with IT before sharing externally — your organization may restrict sharing files outside the company

OneDrive vs. SharePoint — When to Use Each

Quick Decision Guide

Use OneDrive for

Your personal work files · Drafts you're not ready to share · Files only you need to access · Personal backups

Use SharePoint for

Team and department files · Files the whole team uses · Project documentation · Company-wide resources and templates

Sync Issues?

If OneDrive shows a sync error (red X on file), click the OneDrive icon in your taskbar for details. Common fixes: check internet connection, sign in again, or restart the OneDrive app. Contact IT if errors persist.

Need IT Help? Contact Degarmo Technologies

For sync errors, permission issues, external sharing questions, or file recovery beyond the recycle bin — contact your IT provider. degarmo.tech · Oklahoma City, OK · Colorado Springs, CO