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      How do I use Sharepoint or OneDrive?

      SharePoint and OneDrive FAQ at Humareso

       

      1. What is the difference between OneDrive and SharePoint?

       

      Answer:

      OneDrive is designed for personal file storage within your organization. It automatically backs up your Desktop and Documents folders to keep your personal work safe and accessible. You can use it to store individual work documents and share them internally when needed. It’s not intended for client-specific storage or long-term collaboration on shared files.

       

      SharePoint, on the other hand, is specifically for team collaboration, especially when dealing with clients. Each client at Humareso gets their own SharePoint site, where files related to that client are stored. SharePoint integrates with Microsoft

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      corresponding SharePoint document library.

       

      For example:

       

      • OneDrive: Store your personal project notes, drafts, or internal-only files.
      • SharePoint: Store all client deliverables, collaborative documents, and project files for easy access by the client and your team.

       

      Best Practice: Always use SharePoint for client-specific data and collaboration to keep it separated from personal or internal documents.

       

      2. How do I access SharePoint?

       

      Answer:

      To access SharePoint, follow these steps:

       

      1. Log in to Microsoft 365: Open your web browser and navigate to office.com. Use your Humareso credentials to log in.
      2. Open SharePoint: In the top left corner of the screen, click the “App Launcher” icon (a grid of nine dots) to open the list of available Microsoft 365 apps.
      3. Select SharePoint: Click on the SharePoint icon. If you don’t see it, click on “All Apps” to find it.
      4. Find your client’s SharePoint site: Once in SharePoint, you’ll see a list of “Sites” you’re a member of. These sites correspond to different clients and teams. Click on the relevant client site to access their document library.
      5. Navigate the document library: After selecting the client site, click on “Documents” to view all client-specific files. You can now upload, download, and collaborate on documents as needed.

       

      Tip: You can also pin your most frequently used SharePoint sites for quick access by clicking the star next to the site name in your “Sites” list.

       

      3. Can I share files directly from OneDrive?

       

      Answer:

      Yes, you can share files from OneDrive, but it’s important to use this for personal or internal collaboration, not for client-specific files. To share a file from OneDrive, follow these steps:

       

      1. Access OneDrive: Log in to Microsoft 365 and click on the OneDrive icon in the app launcher.
      2. Find the file to share: Navigate to the file or folder you want to share.
      3. Click ‘Share’: Right-click the file or folder, and select “Share” from the dropdown menu.
      4. Set permissions:
      • You’ll see options to adjust sharing permissions. Click the dropdown arrow next to “Anyone with the link” to choose who can access the file. Select whether people inside or outside Humareso can access the file and whether they can edit or just view it.
      • Important: For internal sharing, select “People in Humareso with the link.” For external sharing (with clients), you should use SharePoint, not OneDrive.
      1. Send the link: Enter the email address of the person you want to share the file with, add a message if needed, and click “Send.”

       

      Best Practice: Always share client-related files through SharePoint, not OneDrive, to keep client data organized and secure.

       

      4. How does SharePoint work with Teams?

       

      Answer:

      SharePoint and Teams are tightly integrated, allowing seamless collaboration. When you upload files to a Microsoft Teams channel, they are automatically saved to the corresponding SharePoint document library. Here’s how it works step-by-step:

       

      1. Access Teams: Open Microsoft Teams and navigate to the Team or channel you’re working in.
      2. Open the Files tab: Each channel has a “Files” tab located at the top. Click on it to view all documents associated with that Team.
      3. Upload or create a file: You can drag and drop files into this tab, or click “Upload” to add files from your computer. These files are saved directly in the SharePoint document library connected to the Team.
      4. Access in SharePoint: To view these files in SharePoint, click on the “Open in SharePoint” button within the Files tab in Teams. This will open the SharePoint site in a browser, showing all the files stored for that channel.
      5. Collaborate on files: Multiple users can edit documents simultaneously in Teams or SharePoint. Changes are synced in real-time, so everyone is working on the latest version of the file.

       

      Best Practice: Use Teams for quick collaboration and conversations, and know that all files shared within the channel are safely stored in SharePoint.

       

      5. What should I do if I see PII or PHI in SharePoint or OneDrive?

       

      Answer:

      If you encounter personally identifiable information (PII) or protected health information (PHI) in SharePoint or OneDrive, it’s crucial to address it immediately to mitigate risk. Here’s what you should do:

       

      1. Identify the file: Make sure you’ve identified all files that contain sensitive information, such as names, addresses, Social Security numbers, or health information.
      2. Flag the file: Notify your manager or the security team at Humareso. You may also flag the document by adding a comment in the document metadata or using the built-in SharePoint tagging feature.
      3. Remove or relocate the file:
      • If the file does not need to be stored, delete it immediately or request that it be removed.
      • If the file must be kept for business or legal reasons, ensure it is stored in the client’s HRIS system, which should have stronger security measures for handling sensitive data. Never store PII or PHI in OneDrive or SharePoint unnecessarily.
      1. Secure the file: If the file needs to remain in SharePoint, limit access by clicking on the file, selecting “Manage Access,” and ensuring only the appropriate team members can view or edit the document.
      2. Document your actions: Make sure to document the steps you’ve taken to address the issue, including whom you notified and any changes made to the file’s location or permissions.

       

      Best Practice: Avoid storing PII or PHI in Humareso’s systems whenever possible. Rely on the client’s HRIS for handling sensitive data, reducing the risk of breaches or data exposure.

       

       

      6. How do I upload files to SharePoint?

       

      Answer:

      To upload files to a SharePoint document library, follow these steps:

       

      1. Access the client’s SharePoint site: Go to your SharePoint site by logging into Microsoft 365, clicking the App Launcher, and selecting SharePoint.
      2. Open the document library: Once inside the SharePoint site, click on “Documents” or the document library you want to upload files to.
      3. Upload files:
      • Click the “Upload” button at the top of the screen.
      • Choose whether you want to upload individual files or entire folders from your computer.
      1. Drag and drop option: Alternatively, you can drag and drop files from your computer directly into the document library.

       

      Tip: Ensure that files are appropriately named and organized within the right folders to maintain clarity, especially when collaborating with clients.

       

      7. How do I upload files to OneDrive?

       

      Answer:

      To upload files to OneDrive, follow these steps:

       

      1. Access OneDrive: Log into your Microsoft 365 account, click the App Launcher, and select OneDrive.
      2. Go to the location you want to upload files: Navigate to the folder where you want to store your files or create a new folder by clicking “+ New.”
      3. Click ‘Upload’:
      • Click the “Upload” button and select either “Files” or “Folder,” depending on what you want to upload.
      • Browse your computer for the files or folder and select them.
      1. Drag and drop option: You can also drag and drop files directly from your computer into the OneDrive window.

       

      Tip: OneDrive automatically syncs files, so any changes you make are backed up immediately.

       

      8. How do I invite others to a SharePoint site?

       

      Answer:

      To invite team members or clients to collaborate on a SharePoint site, follow these steps:

       

      1. Go to the SharePoint site: Navigate to the client’s SharePoint site by selecting it from the “Sites” menu in SharePoint.
      2. Click ‘Share’:
      • In the upper right corner of the site, you’ll see a “Share” button. Click on it to open the sharing menu.
      1. Invite people: Enter the email addresses of the people you want to invite. You can choose internal users or external clients.
      2. Set permissions:
      • Click “Show options” to adjust the permissions. You can allow them to edit or just view the files.
      1. Send the invite: After selecting permissions, click “Share” to send the invitation.

       

      Tip: Always double-check permission settings to ensure external users can only access what they need.

       

      9. Can I collaborate with clients in Teams using SharePoint?

       

      Answer:

      Yes, you can collaborate with clients using Teams and SharePoint. Here’s how:

       

      1. Invite clients to a Team:
      • Open Microsoft Teams, navigate to the appropriate Team or create a new Team for your client.
      • Click “Add Member” under Team settings, and invite the client by entering their email address.
      1. Collaborate via the Files tab:
      • Once clients are in the Team, they can access shared files in the “Files” tab of the relevant channels.
      • Files uploaded to the “Files” tab are automatically stored in the linked SharePoint document library.
      1. Edit files together:
      • Both you and your clients can edit files simultaneously in Teams, with changes being reflected in real-time in SharePoint.

       

      Best Practice: Always verify that clients have access to the necessary Teams channels and document libraries to avoid confusion.

       

      10. How can I access SharePoint files through Teams?

       

      Answer:

      To access SharePoint files directly through Teams:

       

      1. Go to the appropriate Team: Open Microsoft Teams and navigate to the Team you are working with.
      2. Click the Files tab: Each Team channel has a “Files” tab at the top of the screen. Click on it to view all the documents shared in that channel.
      3. Open files directly: You can click on any file in the “Files” tab to open it. These files are stored in the corresponding SharePoint document library, so any changes made will be reflected there.
      4. Open in SharePoint: If you need to access the full document library, click the “Open in SharePoint” button at the top of the Files tab.

       

      Tip: This seamless integration makes it easy to collaborate on documents without leaving Teams.

       

      11. What file types can I store in SharePoint?

       

      Answer:

      You can store a wide range of file types in SharePoint, including:

       

      • Documents (.docx, .pdf, .txt, etc.)
      • Spreadsheets (.xlsx, .csv)
      • Presentations (.pptx)
      • Images (.jpg, .png)
      • Videos (.mp4)
      • Zip files (.zip)

       

      Important: Avoid storing files with PII or PHI, unless absolutely necessary, and ensure that sensitive data is protected in compliance with Humareso policies.

       

      12. What is PII and why should we avoid storing it?

       

      Answer:

      PII (Personally Identifiable Information) includes any data that can be used to identify a specific individual, such as:

       

      • Full names
      • Social Security numbers
      • Addresses
      • Phone numbers
      • Date of birth

       

      We avoid storing PII because every extra copy of such data increases the risk of exposure or breach. Storing PII requires strict security measures, which is why it’s best to keep PII in the client’s HRIS rather than on our SharePoint or OneDrive.

       

      Best Practice: Always verify the content of files before uploading to avoid accidentally storing sensitive data.

       

      13. How do I back up my files with OneDrive?

       

      Answer:

      OneDrive automatically backs up your Desktop, Documents, and Pictures folders. To ensure your files are being backed up:

       

      1. Open OneDrive: Right-click on the OneDrive icon in the taskbar (cloud icon) and select “Settings.”
      2. Go to the Backup tab: Click the “Backup” tab, then click “Manage backup.”
      3. Select folders to back up: Check the boxes next to the Desktop, Documents, and Pictures folders to ensure they are backed up.
      4. Click ‘Start Backup’: OneDrive will begin backing up your files. Any new files or changes will be automatically synced.

       

      Tip: You can also manually upload files to OneDrive by dragging them into your OneDrive folder in File Explorer.

       

      14. Can I access my SharePoint and OneDrive files offline?

       

      Answer:

      Yes, you can access files offline if you sync them to your device. Here’s how to sync SharePoint and OneDrive files:

       

      1. Open SharePoint or OneDrive: Go to the document library or folder you want to sync.
      2. Click ‘Sync’: At the top of the document library, click the “Sync” button.
      3. Choose a location on your device: A window will open, prompting you to choose where to store the synced files on your computer.
      4. Access offline: The files will now be available in your File Explorer under “OneDrive” or “SharePoint” sections. Any changes made offline will be synced back to the cloud once you’re online.

       

      Tip: Ensure that you sync only the necessary files to save space on your device.

       

      15. How do I sync SharePoint files to my computer?

       

      Answer:

      To sync SharePoint files to your computer:

       

      1. Go to the SharePoint site: Navigate to the client’s SharePoint site.
      2. Open the document library: Click on “Documents” or the library you want to sync.
      3. Click ‘Sync’: In the toolbar at the top of the page, click the “Sync” button.
      4. Follow prompts: If this is your first time syncing, you’ll be prompted to install the OneDrive app, which handles syncing. Follow the instructions to set it up.
      5. Access files locally: Once synced, you can access the files from your File Explorer, under the “Humareso” or “OneDrive” section.

       

      Tip: You can now work on these files offline, and they will sync back to SharePoint when you reconnect to the internet.

       

      16. How do I sync OneDrive files to my computer?

       

      Answer:

      To sync your OneDrive files:

       

      1. Open OneDrive in your browser: Go to office.com and open OneDrive.
      2. Click ‘Sync’: In the top menu, click the “Sync” button.
      3. Choose a location on your computer: Follow the prompts to select where on your device you want to store the synced files.
      4. Access files offline: Your OneDrive files will now appear in File Explorer under the “OneDrive – Humareso” folder. You can work on them offline, and changes will sync when you reconnect to the internet.

       

      Tip: Use selective sync to save space by choosing which folders to sync to your device.

       

       

      17. Can I use OneDrive on multiple devices?

       

      Answer:

      Yes, OneDrive syncs across all your devices. Here’s how to use it on multiple devices:

       

      1. Install OneDrive on each device:
      • On a computer: Download and install the OneDrive app from onedrive.live.com.
      • On mobile devices: Download the OneDrive app from the Apple App Store or Google Play Store.
      1. Sign in: Use your Humareso Microsoft 365 credentials to sign in to OneDrive on each device.
      2. Sync your files: OneDrive automatically syncs your files across all devices, so you can access the same files whether you’re using a desktop, laptop, or mobile device.
      3. Access your files: On your computer, you’ll see a OneDrive folder in File Explorer. On mobile, open the OneDrive app to access your files.

       

      Tip: Any changes made to files will sync across all devices as long as they are connected to the internet.

       

      18. How do I stop syncing files from SharePoint or OneDrive?

       

      Answer:

      If you no longer want to sync files from SharePoint or OneDrive to your computer, follow these steps:

       

      1. Open OneDrive settings:
      • Right-click the OneDrive icon (cloud) in your taskbar and select “Settings.”
      1. Go to the Account tab:
      • In the OneDrive settings window, click on the “Account” tab.
      1. Stop syncing a folder:
      • Under the “Locations you’re syncing” section, find the SharePoint or OneDrive folder you want to stop syncing.
      • Click “Stop Sync.”
      1. Confirm: When prompted, confirm that you want to stop syncing the folder. The local copies of the files will remain on your computer, but they will no longer sync to the cloud.

       

      Tip: Stopping sync does not delete the files from OneDrive or SharePoint, just from your local device.

       

      1. What happens if I delete a file in SharePoint?

       

      Answer:

      When you delete a file in SharePoint, it goes to the SharePoint Recycle Bin, where it can be restored within a set time frame. Here’s what happens:

       

      1. Recycle Bin: Deleted files are moved to the SharePoint site’s Recycle Bin and stay there for 93 days.
      2. Restoring a file: If you accidentally delete a file, you can restore it by navigating to the Recycle Bin, selecting the file, and clicking “Restore.” This moves the file back to its original location.
      3. Permanent deletion: After 93 days, the file is permanently deleted from the Recycle Bin and can no longer be restored.

       

      Tip: Regularly review and empty the Recycle Bin to free up storage, but be careful not to permanently delete important files.

       

      20. What happens if I delete a file in OneDrive?

       

      Answer:

      If you delete a file in OneDrive, it moves to the OneDrive Recycle Bin for 30 days before being permanently deleted. Here’s what to expect:

       

      1. Recycle Bin: Deleted files are moved to the OneDrive Recycle Bin and stay there for 30 days.
      2. Restoring a file: You can restore files from the OneDrive Recycle Bin by navigating to the Recycle Bin, selecting the file, and clicking “Restore.”
      3. Permanent deletion: After 30 days, the file is permanently deleted from OneDrive and can’t be recovered.

       

      Tip: Check your Recycle Bin regularly to make sure no important files are accidentally deleted forever.

       

      21. How do I restore a deleted file in SharePoint?

       

      Answer:

      To restore a deleted file in SharePoint:

       

      1. Access the Recycle Bin:
      • Open the SharePoint site where the file was stored.
      • In the left-hand menu, click on “Recycle Bin.”
      1. Find the file: Look for the file you want to restore. You can search by name or sort by deletion date.
      2. Restore the file:
      • Select the checkbox next to the file and click “Restore” at the top of the page.
      • The file will be returned to its original location in the document library.

       

      Tip: You have 93 days to restore a deleted file before it’s permanently removed.

       

      22. How do I restore a deleted file in OneDrive?

       

      Answer:

      To restore a deleted file in OneDrive:

       

      1. Open OneDrive in a web browser: Go to onedrive.live.com.
      2. Go to the Recycle Bin: On the left-hand side, click on “Recycle Bin.”
      3. Find the file: Scroll through the list of deleted files or use the search bar to find the specific file.
      4. Restore the file:
      • Select the checkbox next to the file, then click “Restore.”
      • The file will be restored to its original folder in OneDrive.

       

      Tip: You have 30 days to restore files from OneDrive before they’re permanently deleted.

       

      23. How do I move files from OneDrive to SharePoint?

       

      Answer:

      To move files from OneDrive to SharePoint:

       

      1. Open OneDrive:
      • Go to OneDrive via office.com or through File Explorer on your computer.
      1. Select the files: Select the files or folders you want to move.
      2. Click ‘Move to’:
      • In the toolbar at the top, click “Move to.”
      • Select the destination as one of your SharePoint sites.
      1. Choose the destination folder: Navigate to the appropriate SharePoint document library and choose the folder where the files should go.
      2. Confirm the move: Click “Move here” to move the files from OneDrive to SharePoint.

       

      Tip: Ensure that the files are properly organized within SharePoint, especially for client-specific work.

       

      24. Can I access OneDrive files in Teams?

       

      Answer:

      Yes, you can access your OneDrive files directly in Microsoft Teams:

       

      1. Open Teams: Log into Microsoft Teams.
      2. Click the Files tab: In the left-hand sidebar, click on the “Files” tab.
      3. Select ‘OneDrive’: On the left side of the Files screen, you’ll see an option for “OneDrive.” Click on it to view your OneDrive files.
      4. Access files: From here, you can open, share, and collaborate on your OneDrive files directly within Teams.

       

      Tip: OneDrive is useful for accessing personal files, while SharePoint should be used for client-specific files.

       

      25. How do I collaborate with others on a file in SharePoint?

       

      Answer:

      To collaborate with others on a SharePoint file, follow these steps:

       

      1. Open the file: Navigate to the file you want to collaborate on in the SharePoint document library.
      2. Click ‘Share’: Click the three dots next to the file and select “Share.”
      3. Invite collaborators:
      • Enter the email addresses of the people you want to collaborate with.
      • Set permissions by deciding whether they can view or edit the file.
      1. Send the invite: Add a message if necessary, then click “Send.”
      2. Real-time collaboration: Collaborators can open the file and make edits in real time. Changes are saved automatically and are visible to everyone.

       

      Tip: Use the version history feature to track changes and revert to previous versions if needed.

       

      26. Can multiple people edit a file in SharePoint at the same time?

       

      Answer:

      Yes, SharePoint allows real-time collaboration. Multiple people can work on the same document simultaneously. Here’s how it works:

       

      1. Open the document: Multiple team members can open the file at the same time in SharePoint or directly in Teams.
      2. Edit in real-time:
      • Changes made by one person will appear in real time for others.
      • A notification will show who is currently editing the file.
      1. Auto-save: Changes are automatically saved, and all collaborators will see the updated document.

       

      Tip: To avoid conflicts, SharePoint will notify you if someone else is editing the same section of the document.

       

      27. What should I do if I see an error syncing my SharePoint or OneDrive files?

       

      Answer:

      If you encounter an error while syncing SharePoint or OneDrive files, try the following steps:

       

      1. Check your internet connection: Make sure you’re connected to a stable internet connection.
      2. Restart the OneDrive sync client:
      • Right-click the OneDrive icon in your taskbar and select “Close OneDrive.”
      • Reopen OneDrive by searching for it in the Start menu.
      1. Check file names: Ensure that file names don’t contain any unsupported characters (e.g., \ / : * ? “ < > |).
      2. Free up space: Make sure there is enough storage space on your device.
      3. Reset the sync client:
      • Open OneDrive settings, go to the “Account” tab, and click “Unlink this PC.”
      • After unlinking, sign back into OneDrive to re-establish sync.

       

      Tip: If the error persists, check Microsoft’s support page or contact Humareso IT for assistance.

       

      28. How do I check who has access to a SharePoint file?

       

      Answer:

      To check who has access to a file in SharePoint:

       

      1. Locate the file: Navigate to the document library where the file is stored.
      2. Click ‘Manage Access’:
      • Right-click the file and select “Manage Access.”
      • This will open a panel showing who has permission to view or edit the file.
      1. Review access levels: You’ll see the list of users and their permission levels (e.g., Can view, Can edit).
      2. Adjust permissions: If needed, click the three dots next to a person’s name to change their permissions or remove their access.

       

      Tip: Regularly review access to ensure that only authorized users can view or edit client files.

       

      29. How do I revoke access to a SharePoint file?

       

      Answer:

      To revoke access to a SharePoint file:

       

      1. Locate the file: Navigate to the document library where the file is stored.
      2. Click ‘Manage Access’:
      • Right-click on the file and select “Manage Access.”
      • This opens a panel that shows everyone who has access to the file.
      1. Remove access:
      • Click the three dots next to the person’s name.
      • Select “Stop Sharing” to remove their access entirely or adjust permissions (e.g., from “Can edit” to “Can view”).
      1. Confirm changes: The user will no longer be able to access the file unless re-invited.

       

      Tip: Always ensure you’re revoking access only for those who no longer need it to avoid accidentally locking out key collaborators.

       

      30. Can I upload large files to SharePoint?

       

      Answer:

      Yes, SharePoint allows you to upload large files. Here are the details:

       

      1. File size limit: SharePoint supports file uploads up to 250 GB in size.
      2. Best practices for large files:
      • Compress files where possible to reduce their size.
      • Ensure your internet connection is stable when uploading large files, as interruptions can cause the upload to fail.
      1. Use OneDrive Sync for large uploads: If your browser struggles with large uploads, consider syncing SharePoint to your computer using OneDrive Sync. This can handle large uploads more reliably.

       

      Tip: Consider breaking up extremely large projects into smaller components for easier collaboration and upload.

       

      31. What happens if I lose internet access while working on a synced SharePoint or OneDrive file?

       

      Answer:

      If you lose internet access while working on synced files, here’s what happens:

       

      1. Offline editing: You can continue to work on files stored in your OneDrive or synced from SharePoint as they are available offline.
      2. Auto-sync: Once your internet connection is restored, any changes you made offline will automatically sync to the cloud.
      3. Conflicts: If someone else edited the same file while you were offline, OneDrive/SharePoint will create a version conflict, and you’ll need to choose which version to keep.

       

      Tip: If you expect to work offline for an extended period, sync the necessary files beforehand to ensure you have access to everything you need.

       

      32. How do I view version history in SharePoint?

       

      Answer:

      To view the version history of a file in SharePoint:

       

      1. Locate the file: Navigate to the document library where the file is stored.
      2. Right-click the file: Select “Version History” from the dropdown menu.
      3. View previous versions: A panel will open showing a list of all previous versions, including who made changes and when.
      4. Restore a version: If you want to revert to an earlier version, click the dropdown next to the desired version and select “Restore.”

       

      Tip: Version history is a useful way to recover older work or undo unwanted changes without losing current content.

       

      33. Can I revert to a previous version of a file in SharePoint?

       

      Answer:

      Yes, you can revert to a previous version of a file in SharePoint:

       

      1. Access Version History: Right-click the file and select “Version History.”
      2. Select the version: Browse through the list of previous versions to find the one you want to revert to.
      3. Click ‘Restore’: Once you’ve selected the version, click “Restore” to make that version the current file.
      4. Confirm: The restored version will overwrite the current version, but you can always go back to newer versions if needed.

       

      Tip: Use version history instead of manually creating multiple copies of files, which can clutter the SharePoint library.

       

      1. Is it safe to store client files in OneDrive?

       

      Answer:

      No, storing client files in OneDrive is not recommended. Here’s why:

       

      1. Intended use: OneDrive is for personal file storage, not for client-specific data. It’s better suited for internal documents and personal projects.
      2. Security: SharePoint provides better control over permissions, access levels, and collaboration for client-specific files. It’s also easier to audit and track.
      3. Best practice: Always store client-related files in SharePoint, where Humareso’s security protocols ensure the protection of sensitive information.

       

      Tip: If you accidentally store client files in OneDrive, move them to the appropriate SharePoint document library as soon as possible.

       

      35. Can clients upload files to SharePoint?

       

      Answer:

      Yes, clients can upload files to their SharePoint site, provided they have the correct permissions. Here’s how:

       

      1. Access the SharePoint site: Clients will receive an invitation to the SharePoint site via email. They need to log in using their provided credentials.
      2. Navigate to ‘Documents’: Once inside the SharePoint site, they can go to the “Documents” section.
      3. Upload files: Clients can click “Upload” and select files from their computer, or drag and drop files directly into the document library.
      4. Check permissions: Ensure that clients have been granted upload permissions (i.e., “Can edit”) to allow them to contribute files.

       

      Tip: Remind clients to avoid uploading sensitive PII or PHI unless it’s necessary and stored securely.

       

      36. How do I share a OneDrive file externally?

       

      Answer:

      To share a OneDrive file with someone outside Humareso:

       

      1. Open OneDrive: Go to OneDrive via office.com and find the file you want to share.
      2. Click ‘Share’: Right-click the file and select “Share.”
      3. Adjust link settings:
      • Click the dropdown under “Anyone with the link can edit” and adjust the settings to ensure the link allows external access.
      • You can choose to restrict editing or set an expiration date for the link.
      1. Enter the email address: Type the external user’s email address, and click “Send.”

       

      Tip: Always review the permissions when sharing externally to ensure only authorized people have access.

       

      37. How do I prevent others from downloading a file I shared from SharePoint?

       

      Answer:

      To prevent others from downloading a file in SharePoint:

       

      1. Locate the file: Go to the SharePoint document library where the file is stored.
      2. Click ‘Share’: Right-click the file and select “Share.”
      3. Adjust link settings:
      • Click “People you specify can view” to open the link settings.
      • Toggle off the “Allow editing” option.
      1. Disable downloads: Check the box for “Block download” to prevent users from downloading the file.
      2. Send the link: Once settings are adjusted, enter the recipient’s email address and click “Send.”

       

      Tip: This feature is useful when you need to share sensitive content that should only be viewed, not downloaded.

       

      38. How do I search for files in SharePoint?

       

      Answer:

      To search for files in SharePoint:

       

      1. Use the search bar: At the top of the SharePoint site, there’s a search bar. Type in keywords related to the file (file name, author, content).
      2. Filter results: After searching, you can filter the results by location (specific sites or document libraries), date modified, or file type.
      3. Navigate through results: Click on the relevant result to open the file or document library where it’s stored.

       

      Tip: Use the “Advanced Search” feature if you need more specific search criteria, such as searching within a specific folder or using metadata.

       

      39. How do I search for files in OneDrive?

       

      Answer:

      To search for files in OneDrive:

       

      1. Open OneDrive: Navigate to onedrive.com and log in with your Humareso account.
      2. Use the search bar: At the top of the screen, type in keywords related to the file (file name, content, or tags).
      3. Filter results: After searching, use filters to narrow results by file type, modification date, or shared status.
      4. Click on the file: Select the file you were searching for from the search results to open it.

       

      Tip: Use specific keywords or file types to get the best search results, especially when dealing with large amounts of data.

       

      40. How do I request access to a SharePoint file?

       

      Answer:

      If you encounter a file in SharePoint that you don’t have access to, here’s how to request permission:

       

      1. Try to open the file: When you click on a file you don’t have permission to access, SharePoint will display a message saying you need access.
      2. Click ‘Request access’: Click the “Request access” button. This will send a notification to the file owner.
      3. Add a message (optional): You can include a message explaining why you need access to the file.
      4. Wait for approval: The file owner will either grant or deny access based on their review.

       

      Tip: If your access is urgent, follow up with the file owner via email or Teams for quicker approval.

       

      41. What happens if SharePoint goes down?

       

      Answer:

      If SharePoint experiences downtime or maintenance, here’s what you can do:

       

      1. Offline access: If you have previously synced files using OneDrive Sync, you can access and work on those files offline. They will sync back to SharePoint once it’s online again.
      2. Check for service status: You can visit the Microsoft 365 Status page to check if there’s a widespread issue affecting SharePoint.
      3. Backup access: If SharePoint is down, consider using email or Teams to share and collaborate on files temporarily.

       

      Tip: Syncing critical files to your computer regularly ensures you aren’t completely reliant on online access.

       

      42. How can I tell if a file contains PII or PHI?

       

      Answer:

      To determine if a file contains Personally Identifiable Information (PII) or Protected Health Information (PHI):

       

      1. PII identifiers: Check for sensitive data such as full names, Social Security numbers, addresses, birthdates, or financial information.
      2. PHI identifiers: Look for medical records, treatment history, diagnoses, health insurance details, or medical test results.
      3. Automated detection tools: Humareso uses automated tools to flag files containing potential PII/PHI. Keep an eye out for flagged files and review them accordingly.

       

      Tip: If you discover PII/PHI in SharePoint or OneDrive, move the file to the client’s HRIS system immediately and notify your manager.

       

      43. How do I share a folder in OneDrive with someone inside the organization?

       

      Answer:

      To share a OneDrive folder with someone inside Humareso:

       

      1. Go to OneDrive: Open OneDrive via onedrive.com or through File Explorer.
      2. Right-click the folder: Select the folder you want to share and click “Share” from the menu.
      3. Set permissions: Ensure the link is set to “People in Humareso with the link can edit” or “can view” based on the level of access you want to grant.
      4. Enter email address: Type the recipient’s email address and click “Send.”

       

      Tip: Use folder-level sharing when multiple documents need to be shared rather than sharing each file individually.

       

      44. How do I share a folder in SharePoint with someone outside the organization?

       

      Answer:

      To share a folder in SharePoint with someone outside Humareso:

       

      1. Navigate to the SharePoint site: Go to the client’s SharePoint site and find the folder you want to share.
      2. Click ‘Share’: Right-click the folder and select “Share.”
      3. Set permissions for external sharing:
      • Click the dropdown under “People in Humareso with the link.”
      • Select “Specific people” and check the box that allows external users.
      1. Enter the external user’s email: Type the email addresses of the people you want to share the folder with and choose whether they can edit or only view the folder.
      2. Send the invite: Click “Send.” The external user will receive an email with a link to access the folder.

       

      Tip: Always use SharePoint for client collaborations to ensure proper access control and security.

       

      45. How do I prevent others from editing a file I shared in SharePoint?

       

      Answer:

      To prevent others from editing a file you’ve shared in SharePoint:

       

      1. Locate the file: Navigate to the document library where the file is stored.
      2. Click ‘Share’: Right-click the file and select “Share.”
      3. Adjust link settings:
      • In the sharing settings, click “People you specify can edit.”
      • Uncheck the “Allow editing” option, which restricts the recipient to view-only access.
      1. Send the updated link: After adjusting the settings, share the link with the recipient.

       

      Tip: If you’ve already shared the link, you can update the permissions later through the “Manage Access” option.

       

      46. How do I use metadata in SharePoint to organize files?

       

      Answer:

      Metadata helps you organize and find files more efficiently in SharePoint by adding information beyond the file name. Here’s how to use metadata:

       

      1. Access the document library: Navigate to the library where you want to organize files.
      2. Click on ‘Library settings’: In the document library toolbar, click “Library Settings.”
      3. Create a new column:
      • Under “Columns,” click “Create column.”
      • Name the column (e.g., “Project Name” or “Client”).
      • Choose a column type, such as text, date, or choice (dropdown options).
      1. Apply metadata to files:
      • After creating the column, apply the appropriate metadata to each file by clicking on the file and filling in the new metadata fields.
      1. Filter and sort by metadata: You can now filter or sort files in the document library based on the metadata fields you’ve added.

       

      Tip: Use metadata to group files by project, client, or any other relevant category to simplify searches and collaboration.

       

      47. How do I create a document approval workflow in SharePoint?

       

      Answer:

      To create a document approval workflow in SharePoint:

       

      1. Navigate to Power Automate:
      • From your SharePoint document library, click “Automate” in the toolbar and select “Power Automate.”
      • Choose “Create a flow.”
      1. Select ‘Request approval’ template: Power Automate offers templates. Search for “Approval” and choose the “Request approval for a file in SharePoint” template.
      2. Set up the workflow:
      • Follow the setup prompts to choose who will receive the approval requests. You can select specific people or groups.
      • Define what actions will happen after approval, such as sending notifications or moving the file to a different folder.
      1. Test the workflow: Upload a file and see if the approval process triggers as expected.

       

      Tip: Use document approval workflows to ensure all client documents are reviewed before finalization or sharing.

       

      48. How do I link SharePoint to Microsoft Teams?

       

      Answer:

      SharePoint is automatically linked to Teams, but you can manually connect a specific SharePoint site or document library to a Teams channel. Here’s how:

       

      1. Open Microsoft Teams: Go to the relevant Team where you want to link the SharePoint site.
      2. Navigate to the channel: Select the specific channel where you want to add SharePoint.
      3. Add a SharePoint tab:
      • Click the “+” (Add a tab) at the top of the channel.
      • Select “Document Library” from the options.
      1. Choose the SharePoint site:
      • Select the SharePoint site associated with the Team, or use the URL of a different SharePoint site.
      • Click “Next” and then “Save” to link the document library to the Teams channel.

       

      Tip: This integration allows easy access to SharePoint files directly from Teams, making collaboration seamless.

       

      49. How do I move a file from one SharePoint site to another?

       

      Answer:

      To move a file from one SharePoint site to another:

       

      1. Go to the document library: Navigate to the SharePoint site and document library containing the file you want to move.
      2. Select the file: Click the checkbox next to the file(s) you want to move.
      3. Click ‘Move to’: In the toolbar at the top, click “Move to.”
      4. Select the destination: Choose the destination SharePoint site and document library where you want to move the file.
      5. Move the file: Click “Move here” to complete the process.

       

      Tip: Moving files in SharePoint ensures that they retain version history, whereas downloading and re-uploading does not.

       

      50. How do I enable version control in SharePoint?

       

      Answer:

      Version control is enabled by default in SharePoint, but here’s how to verify or customize it:

       

      1. Go to the document library: Navigate to the document library where you want to enable version control.
      2. Open ‘Library settings’: Click the settings gear icon at the top right of the SharePoint site and choose “Library Settings.”
      3. Click ‘Versioning settings’: Under the “General Settings” section, click “Versioning settings.”
      4. Enable version control:
      • Choose whether you want to track major versions, minor versions (drafts), or both.
      • You can also set how many versions to keep.
      1. Save changes: Click “OK” to apply your versioning settings.

       

      Tip: Version control is critical for tracking changes and ensuring that older versions of client files can be restored if necessary.

       

      51. How do I sync only certain SharePoint folders to my computer?

       

      Answer:

      To sync specific SharePoint folders to your computer:

       

      1. Go to the document library: Navigate to the SharePoint document library in your browser.
      2. Click ‘Sync’: In the top toolbar, click “Sync.”
      3. Open OneDrive settings: Once syncing begins, right-click the OneDrive icon in your taskbar and select “Settings.”
      4. Choose specific folders: In the OneDrive settings, go to the “Account” tab and click “Choose folders.”
      5. Select the folders to sync: Uncheck any folders you don’t want to sync and click “OK.” Only the selected folders will sync to your computer.

       

      Tip: Syncing only the necessary folders saves disk space and reduces bandwidth usage.

       

      52. How do I add custom metadata to files in SharePoint?

       

      Answer:

      To add custom metadata to files in SharePoint:

       

      1. Go to ‘Library settings’: Open the document library, click the settings gear icon, and choose “Library settings.”
      2. Create a new column:
      • Under the “Columns” section, click “Create column.”
      • Name the column (e.g., “Department” or “Client”).
      • Choose a column type, such as text, choice, or date.
      1. Apply metadata: After creating the column, go back to the document library and edit the properties of files to add the new metadata.
      2. Use metadata: You can now filter and group files based on the custom metadata fields you’ve added.

       

      Tip: Custom metadata helps organize files beyond simple folder structures, making it easier to find and sort client documents.

       

      53. How do I automate file organization in SharePoint?

       

      Answer:

      To automate file organization in SharePoint using rules:

       

      1. Go to the document library: Navigate to the document library where you want to create rules.
      2. Click ‘Automate’: In the toolbar, click “Automate” and select “Power Automate.”
      3. Choose a template: Look for templates that match your needs, such as “Move files when modified” or “Copy files to another folder.”
      4. Customize the flow: Set triggers for the automation (e.g., when a file is created or modified) and define actions (e.g., move to a specific folder).
      5. Save and test: Once configured, save the automation and test it by modifying a file in the library.

       

      Tip: Automating file organization helps reduce manual work and ensures that files are consistently organized.

       

      54. How do I download multiple files from SharePoint at once?

       

      Answer:

      To download multiple files from SharePoint:

       

      1. Go to the document library: Navigate to the library containing the files.
      2. Select the files: Check the boxes next to each file you want to download. You can also select an entire folder.
      3. Click ‘Download’: In the toolbar, click “Download.” The selected files will be downloaded as a ZIP file.
      4. Extract the files: Once downloaded, extract the ZIP file on your computer to access the individual files.

       

      Tip: Downloading multiple files at once as a ZIP helps streamline the process, especially for large numbers of files.

       

      55. How do I restore files that were mistakenly deleted in SharePoint?

       

      Answer:

      To restore mistakenly deleted files in SharePoint:

       

      1. Go to the SharePoint site: Navigate to the SharePoint site where the file was deleted.
      2. Open the Recycle Bin: In the left-hand menu, click “Recycle Bin.”
      3. Find the file: Locate the file or files you want to restore. You can sort by deletion date or search by file name.
      4. Click ‘Restore’: Select the checkbox next to the file and click “Restore.” The file will be moved back to its original location.

       

      Tip: Deleted files stay in the Recycle Bin for 93 days before being permanently removed, so make sure to restore them before that window closes.

       

      56. How do I restrict access to certain folders in SharePoint?

       

      Answer:

      To restrict access to specific folders in SharePoint:

       

      1. Navigate to the folder: Go to the SharePoint document library where the folder is located.
      2. Click ‘Manage Access’: Right-click the folder and select “Manage Access.”
      3. Modify permissions:
      • Under “Manage Access,” click the three dots next to users or groups who currently have access.
      • Change their permissions (e.g., from “Can edit” to “Can view”) or remove access entirely.
      1. Grant limited access: If needed, give access to only specific individuals or groups by sharing the folder with them and adjusting permissions accordingly.

       

      Tip: Folder-level permissions can override the default document library permissions, allowing for more granular control.

       

      57. How do I check storage limits in SharePoint?

       

      Answer:

      To check how much storage space your SharePoint site is using:

       

      1. Go to the SharePoint site: Open the SharePoint site where you want to check storage.
      2. Click ‘Site Contents’: In the left-hand navigation panel, click “Site Contents.”
      3. View storage metrics: At the top right of the Site Contents page, click “Storage Metrics.” This will show the current usage and available storage for the site.
      4. Review storage by folder: You can drill down into specific document libraries and folders to see how much space they’re using.

       

      Tip: Regularly monitor storage usage to avoid hitting limits, especially if you manage large files.

       

      58. How do I archive old files in SharePoint?

       

      Answer:

      To archive old files in SharePoint:

       

      1. Create an archive folder: In the document library, create a new folder called “Archive.”
      2. Move old files: Select the old files you want to archive, click “Move to,” and choose the Archive folder.
      3. Set retention policies: You can create retention labels that automatically move files to the Archive folder after a certain period.
      4. Automate the process: Use Power Automate to create a flow that moves files older than a specified date to the Archive folder.

       

      Tip: Archiving old files keeps your main document library clean while maintaining access to older documents.

       

      59. How do I manage file permissions in OneDrive?

       

      Answer:

      To manage file permissions in OneDrive:

       

      1. Open OneDrive: Go to onedrive.com and find the file or folder you want to manage.
      2. Click ‘Manage Access’: Right-click the file or folder and select “Manage Access.”
      3. Adjust permissions:
      • You’ll see a list of people who have access. Click the three dots next to their names to change their permission level (e.g., from “Can edit” to “Can view”).
      • You can also stop sharing entirely by clicking “Stop Sharing.”
      1. Send updates: Once you’ve adjusted permissions, you can send an updated link to the new collaborators.

       

      Tip: Use the “Specific people” setting to ensure only the intended recipients have access to your OneDrive files.

       

      60. How do I automate file retention policies in SharePoint?

       

      Answer:

      To set up automatic file retention policies in SharePoint:

       

      1. Go to the SharePoint Admin Center: You need admin access to set up retention policies. Navigate to the Microsoft 365 compliance center at compliance.microsoft.com.
      2. Click ‘Information Governance’: In the compliance center, select “Information Governance.”
      3. Create a new retention policy: Click “+ Create” and set a policy for how long files should be retained (e.g., 5 years).
      4. Apply to SharePoint sites: Choose the SharePoint sites or specific document libraries where the policy should be applied.
      5. Review and confirm: Review your settings and click “Create” to apply the policy.

       

      Tip: Retention policies are crucial for maintaining compliance with legal and regulatory requirements while managing content lifecycle effectively.