SharePoint (Modern Sites) - Rename and find a document Tutorial

Learn how to rename and find documents in SharePoint classic sites. Discover effective ways to search for and rename documents in your SharePoint library for easier document management. Improve your productivity and collaboration with these simple tips.

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Available in Microsoft365

Objectifs :

This video aims to provide users with practical methods for renaming and locating documents within a SharePoint site, enhancing their efficiency in document management.

Chapitres :

Introduction to Document Management in SharePoint
In this section, we will explore how to effectively manage documents within the Sales SharePoint site. The focus will be on renaming documents and utilizing search functionalities to find them easily.
Renaming a Document in the SharePoint Library
Renaming a document in the SharePoint library is a straightforward process. To rename a document, follow these steps: - Navigate to the document you wish to rename. - Click on the three ellipses (•••) next to the document name. - Select 'Rename' from the dropdown menu. - Enter the new name for the document, for example, 'KPI PowerPoint'. This simple method allows for quick updates to document titles, ensuring they are relevant and easily identifiable.
Searching for Documents
To locate documents within the SharePoint library, you can utilize the search bar located at the top of the screen. Here’s how: - Click on the search bar. - Type in a keyword related to the document, such as 'Ki'. - Press 'Enter'. The search results will display relevant documents, making it easy to find what you need without scrolling through the entire library.
Using Filters to Find Specific File Types
In addition to searching, you can apply filters to narrow down your search results. This is particularly useful when looking for specific types of files. By selecting the appropriate filter options, you can quickly locate the documents you need.
Renaming a Document from Within the File
If you are currently working on a document and wish to rename it, the process is equally simple: - Click on the top left of your screen while in the document. - Choose the option to rename the file. - For instance, change the name from 'Client One' to 'Client Two'. This method allows for seamless renaming without having to navigate away from the document.
Understanding File Locations
When renaming or searching for files, it is important to know their locations. The file path is displayed underneath the document name, indicating: - The SharePoint site where the file is located. - The specific section within the site. If you see a person's name in the file location, it indicates that the file is stored in that person's OneDrive, which is essential for understanding file accessibility.
Conclusion
In summary, this video has covered essential techniques for renaming and finding documents in SharePoint. By utilizing the rename function, search bar, and filters, users can enhance their document management skills, making their workflow more efficient.

FAQ :

How do I rename a document in SharePoint?

To rename a document in SharePoint, navigate to the document library, click on the ellipses next to the document you want to rename, and select 'Rename'. Enter the new name and save.

What is the purpose of the search bar in SharePoint?

The search bar in SharePoint allows users to quickly find documents by typing keywords related to the document's name or content. Simply enter your search term and press Enter to see the results.

Can I filter documents in SharePoint?

Yes, you can filter documents in SharePoint by using the filter options available in the document library. This allows you to search for specific types of files or documents based on various criteria.

What does it mean if a file is located in a person's OneDrive?

If a file is located in a person's OneDrive, it means that the file is stored in that individual's personal cloud storage space, which is separate from the SharePoint site.

How can I find the location of a file in SharePoint?

To find the location of a file in SharePoint, click on the file to view its details. The location will be displayed, indicating which SharePoint site and library the file is stored in.

Quelques cas d'usages :

Renaming Documents for Clarity

In a sales team, members often need to rename documents to reflect their content accurately. For example, renaming a presentation file to 'KPI PowerPoint' helps team members quickly identify its purpose, improving collaboration and efficiency.

Searching for Specific Files

A project manager can use the search bar in SharePoint to find specific project documents by typing relevant keywords. This saves time and ensures that the right documents are accessed quickly, enhancing productivity.

Filtering Files by Type

In a marketing department, team members can filter files in SharePoint to find only image files or presentations. This targeted approach allows them to focus on the materials they need for their campaigns without sifting through unrelated documents.

Managing Personal Files in OneDrive

An employee can store personal work documents in OneDrive, ensuring they are accessible from any device. This is particularly useful for remote work, allowing for seamless access to important files without cluttering the SharePoint site.

Tracking Document Locations

A compliance officer can track the location of important documents by checking their details in SharePoint. Knowing whether a document is in a shared library or an individual's OneDrive helps maintain proper document management and compliance.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

KPI

Key Performance Indicator, a measurable value that demonstrates how effectively a company is achieving key business objectives.

OneDrive

A cloud storage service from Microsoft that allows users to store files and data online securely and access them from any device.

Library

In SharePoint, a library is a location on a site where you can create, collect, update, and manage files with other site members.

Ellipses

A graphical user interface element represented by three dots (…). In SharePoint, clicking on the ellipses provides additional options for managing files.

Search Bar

A user interface element that allows users to enter text queries to find specific documents or information within a platform.

Filter

A tool that allows users to narrow down search results based on specific criteria, such as file type or date modified.

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I've been working in this SharePoint site,

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the Sales SharePoint site.

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And I'm looking for ways to find

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documents more easily and to rename them.

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Let's go over a few use cases.

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The first one is to rename a

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document from the SharePoint library.

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Very easy. I simply have to go to

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the three ellipses, left click.

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And click on rename.

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This one is going to be the KPI PowerPoint.

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Now should I wish to look for this

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document in this library, I can use this

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search bar at the top of my screen.

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And I simply have to type Ki. Enter.

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I can already find it.

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Let's go back to the default library.

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I could also use the filter *** and

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look for specific types of files.

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Also, what if I want to

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rename a file from that file?

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I just finished working on this word

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and now I would like to rename it.

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Well, again, very easy.

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Let's go over and click on

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the top left of my screen.

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Which will allow me not only to rename it,

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it's not for the client one,

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but for the client two.

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And also Please note,

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right underneath I can find

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the location of the file.

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The first part tells you which

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SharePoint site it is located in

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and the second part which part in

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the SharePoint site it is located.

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Please note that should you find

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a person's name when looking

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for a location of a file,

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it just means that this file

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is in that person's OneDrive.

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You can now rename files and find them,

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depending on a few use cases.

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