SharePoint (Modern Sites) - Synchronise a SharePoint document library Tutorial

Learn how to synchronize a SharePoint document library with your File Explorer. Access your documents not only through Microsoft SharePoint but also conveniently through your File Explorer. Watch the video to discover how to set it up and enhance collaboration with your sales team.

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Available in Microsoft365

Objectifs :

This video aims to guide users on how to synchronize Microsoft SharePoint with File Explorer, allowing seamless access to documents and folders directly from their computer. It emphasizes the importance of proper synchronization management to avoid data loss.

Chapitres :

Introduction to Microsoft SharePoint Synchronization
In this section, we introduce the concept of using Microsoft SharePoint for document management within your sales team. The goal is to access documents not only through SharePoint but also via File Explorer, enhancing convenience and efficiency.
Accessing the Template Library
To begin, navigate to the template library within SharePoint. This library contains essential documents that your team will frequently use. The next step is to synchronize this library with your File Explorer.
Synchronizing SharePoint with File Explorer
To synchronize, follow these steps: 1. **Left Click on Sync**: Locate the 'Sync' option in SharePoint and click on it. This action initiates the synchronization process for the selected document library. 2. **Close the Pop-Up Window**: After clicking sync, a pop-up window will appear indicating that synchronization is in progress. You can close this window. 3. **Check File Explorer**: Open your File Explorer. You will notice a blue cloud icon representing OneDrive. Below this, you will find a new symbol indicating SharePoint, which now includes your template library.
Creating and Managing Folders
Once synchronization is complete, you can manage your files directly from File Explorer. For example, you can create a new folder: - **Right Click**: In the SharePoint section of File Explorer, right-click and select 'New Folder'. - **Name the Folder**: Name the folder 'Yosemite'. - **Refresh the Library**: Go back to the SharePoint library and refresh the page to see the newly created folder. This folder is a direct link to the library, meaning any changes made will reflect on both platforms.
Stopping Synchronization
If you wish to stop the synchronization, it is crucial to follow the correct procedure to avoid data loss: - **Right Click on OneDrive**: Instead of simply deleting the folder, right-click on the OneDrive icon. - **Select 'Stop Sync'**: Click on 'Stop sync' to properly disconnect the synchronization. This ensures that the content remains intact and is not deleted inadvertently.
Conclusion
In summary, synchronizing Microsoft SharePoint with File Explorer allows for efficient document management. By following the outlined steps, users can easily access and manage their files while ensuring that synchronization is handled correctly to prevent data loss.

FAQ :

What is Microsoft SharePoint used for?

Microsoft SharePoint is used for collaboration, document management, and sharing information within organizations. It allows teams to work together on projects and access shared resources.

How do I synchronize SharePoint with my File Explorer?

To synchronize SharePoint with File Explorer, go to SharePoint, click on the 'Sync' option, and follow the prompts. This will create a link in File Explorer to access your SharePoint documents directly.

What happens if I delete a folder in File Explorer that is synchronized with SharePoint?

Simply deleting the folder in File Explorer will not stop synchronization. You must right-click on OneDrive and select 'Stop sync' to properly disconnect the folder without losing content.

Can I create new folders in the SharePoint template library through File Explorer?

Yes, you can create new folders in the SharePoint template library through File Explorer, and any changes will be reflected in both locations.

What does the blue cloud icon represent in File Explorer?

The blue cloud icon in File Explorer represents OneDrive, indicating that the files are stored in the cloud and can be accessed from any device.

Quelques cas d'usages :

Sales Team Document Management

Sales teams can use SharePoint to store and manage sales templates and documents. By synchronizing with File Explorer, team members can easily access and update these documents without needing to navigate through the SharePoint web interface.

Project Collaboration

Project teams can create a shared template library in SharePoint for project documentation. Synchronizing this library with File Explorer allows team members to work on documents offline and have their changes automatically updated when they reconnect.

Remote Work Efficiency

Remote workers can benefit from synchronizing SharePoint with File Explorer, allowing them to access important documents quickly and efficiently from their local file system, improving productivity and reducing time spent navigating online.

Organizing Company Resources

Companies can use SharePoint to organize resources and templates. By synchronizing with File Explorer, employees can create new folders and organize files directly, ensuring that all changes are reflected in the central library.

Glossaire :

Microsoft SharePoint

A web-based collaboration platform that integrates with Microsoft Office, allowing users to create, manage, and share documents and information within an organization.

File Explorer

A file management application in Windows that allows users to browse, manage, and organize files and folders on their computer.

Template Library

A collection of pre-designed documents or templates that can be used as a starting point for creating new documents.

Sync (Synchronization)

The process of ensuring that two or more locations (such as SharePoint and File Explorer) have the same data by updating changes made in one location to the other.

OneDrive

A cloud storage service from Microsoft that allows users to store files and data online, enabling access from any device with internet connectivity.

Right Click

A mouse action that involves pressing the right button on a mouse to open context menus or perform specific actions.

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You are using Microsoft SharePoint

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for you and your sales team and we

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have right here a template library.

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You would like though to have

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access to these documents not only

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through Microsoft SharePoint but

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also through your File Explorer.

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The idea for you would be to go ahead and

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access it to the left of your File Explorer,

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just as you did your previous networks.

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To do so, let's go back to SharePoint.

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Let's discover the synchronizing option.

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By left clicking on Sync,

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you will start synchronizing a document.

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You can now close this pop up window.

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That simply tells you the

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synchronising is happening.

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And if we go back to the File Explorer,

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you may be familiar with the blue

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cloud which represents OneDrive.

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If we look down,

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we will see this time the symbol which

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now represents SharePoint and here it is,

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the template library.

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If I go ahead,

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right click and create a new

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folder which will call Yosemite,

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I can now go back to the library,

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refresh the page and the folder is here.

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This is a direct access to the library,

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it is not a copy.

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Whatever you do on either side

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will be updated on the other side.

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If you now wish to stop the synchronization,

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do not go ahead and simply delete the folder.

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Make sure you right click.

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Then go into OneDrive and click on.

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Stop sync.

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Doing anything else to stop

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the synchronization will simply

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delete the content.

00:01:40

Right click OneDrive to sync.

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