SharePoint & OneDrive Managing Documents - helpful links, tips & videos

Here are a few helpful document links, tips, and videos for getting started with managing SharePoint and OneDrive documents.

• Getting started

• Permissions

• Syncing documents

• Sharing documents

• Restrictions and limits in OneDrive and SharePoint

• Miscellaneous Tips & Tricks

• Other Training

Getting started

• Work with files in a document library - Microsoft Support

• TIP:  Create a bookmark of your SharePoint &/or "Follow" it.  If you are "Following" a SharePoint will be in your SharePoint list (https://utexas.sharepoint.com/_layouts/15/sharepoint.aspx)

• TIP:  To "follow, select the "star" icon next to "Following" towards the top right.

• Video:

  • Get started with Microsoft SharePoint Online (User training) – Microsoft Adoption - See Working with documents at 17:03

Permissions

• In Engineering all users are members.  IT staff will add new members.  Members have rights to all documents be default

  • If there is a need for a restricted folder, please contact IT to create a new document library with specialized rights for that specific Document Library

Syncing documents

• Sync SharePoint Document Libraries or folders to your computer for easy access and working offline

  • Make sure you have OneDrive configured

    • Sync files with OneDrive in Windows - Microsoft Support

  • Add shortcuts to shared folders in OneDrive - Microsoft Support

    • Tip: Create a folder in your OneDrive to store all SharePoint shortcuts:

      • For Example: 1-SharePoint Shortcuts << will be first folder in your list

  • Mark files for offline use when not connected to the Internet.

    • Right-click on folder or file > "Always keep on this device"

  • IMPORTANT:  MAKE SURE YOU SEE ONEDRIVE SYNC ICONS IN FILE EXPLORER.  If you do not see OneDrive icons you are not syncing, and files WILL NOT be saved in SharePoint and data can be LOST.

  • Video:

    • How to keep SharePoint and OneDrive files locally on a computer

Sharing documents

• Share SharePoint files or folders - Microsoft Support

  • Please note that members of the SharePoint have access to the files.  You do not need to share with them.  If you wish to reference a document, use "copy link"

    • Note: by default, you cannot share a document with someone external to UT.  For this functionality send a request to the UT M365 admins or your local IT staff to assist with the request.

Restrictions and limits in OneDrive and SharePoint

• Restrictions and limitations in OneDrive and SharePoint - Microsoft Support

  • Here are a few notable limits

    • SharePoint URL path limit of 400 characters

    • OneDrive syncing in Windows has a 256 character path limit

    • OneDrive sync limit of 300,000 items

    • SharePoint/OneDrive file size upload limit of 250 GB

    • Recycle bin retention: 93-days

    • SharePoint document library limit of 30 million files

  • SharePoint limits - Service Descriptions | Microsoft Learn

Miscellaneous Tips & Tricks

• SharePoint Document Management Best Practices | SharePoint Maven

  • Use @mention in comments to tag someone for feedback - Microsoft Support

  • Adding Columns in SharePoint

  • Video:

    • How to Add Tags to Files in SharePoint Document Libraries | Microsoft SharePoint | 2022 Tutorial

  • Auto-tag documents with metadata

    • Video:

      • How to auto-tag documents with metadata based on folders in SharePoint

  • Complex Searching in SharePoint

    • https://learn.microsoft.com/en-us/sharepoint/dev/general-development/keyword-query-language-kql-syntax-reference

  • Teams

    • A Team can be added to a SharePoint for chat conversations and saving Team meetings.  Please submit a ticket to the Campus M365 team or local IT to assist with adding a Team to your SharePoint

Other Training

• UTLearn - Introduction to Microsoft 365 and Copilot

  • Check the schedule for M365 classes, some interactive and some pre-recorded. Search for “M365”

• Use SharePoint for documents and collaboration | LinkedIn Learning