SharePoint Online - User Guide

Overview

SharePoint Online is a cloud-based collaboration platform that allows teams to store, organize, share, and access information from any device. It’s part of Microsoft 365 and offers enhanced security, accessibility, and integration with other Microsoft tools without the need to be connected to the VPN. 

• Accessing SharePoint Online
• Navigating SharePoint Online
• Working with Document Libraries and Documents
• Uploading and Downloading Files
• Sharing Files and Folders
• Version History and File Recovery
• Syncing with OneDrive
• Searching for Content
• Creating and Editing Lists
• Tips and Best Practices
• Training Video

How to:

1 Accessing SharePoint Online

• Open your browser and go to https://ccmo.sharepoint.com/ 
• Select your team site from the list or use the search bar to find the site you want to navigate to. 

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2. Navigating SharePoint Sites

• Home: Landing page with site news, documents, and links. 
• Document Library: Main area for storing and managing folders / files. 

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3. Working with Document Libraries and Documents

• Open a Library: Click on the library name (e.g., “Documents”). 
• Opening Documents:  Click on the file name to open the document or you can hit the 3 dot ellipsis>Open> Open in app to open the document in the desktop application. 

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4. Uploading and Downloading Files

• To upload files: 
  • Click Upload > Files or Folder. 
  • Drag and drop files directly into the library window. 
• To download files:  
  • Select the file(s). 
  • Click the Download button in the toolbar. 

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5. Sharing Files and Folders

• To share a file or folder: 
  • Select the file or folder. 
  • Click Share. 
  • Choose sharing options: 
    • People in your organization 
    • Specific people 
    • Anyone with the link (if allowed) 
• Enter email addresses and add a message if needed. 
• Set permissions (view/edit/review/can’t download). 
• Click Send. 

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6. Version History and File Recovery

• To view version history: 
  • Right-click the file or select the ellipsis (...) next to it. 
  • Choose Version History. 
  • See all previous versions, who made changes, and when. 
  • Restore or delete previous versions as needed. 
  • To view or restore a previous version, simply hit the drop down arrow and choose “View” or “Restore”.

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7. Syncing with OneDrive

• Click Sync in the document library to sync files to your computer using OneDrive. 
• Access files offline; changes sync automatically when online. 
• Navigate to the document library that you want to sync and in the upper navigation bar, select “Sync”. 
• Be advised sync only the necessary data needed to do your job. Please do not Sync entire document libraries or you will run into SharePoint Online limitations. 

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8. Searching for Content

• Use the search bar at the top of any SharePoint page. 
• Search by keyword, file name, or person. 
• Filter results by file type, modified date, etc. 

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9. Creating and Editing Lists

• Go to Site Contents > New > List. 
• Choose a template or create a custom list. 
• Add columns for different data types (text, date, choice, etc.). 
• Enter or import data. 

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10. Tips and Best Practices

• Organize files in logical folders. 
• Use metadata and tags for easier searching. 
• Avoid using special characters in file names. 
• Regularly review permissions. 
• Use version history to recover from mistakes. 

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11. Training Video 

SharePoint Online Training On-prem to Online-20260127_124240-Meeting Recording.mp4

If you have any issues with SharePoint that are not outlined in this user guide please refer to the our SharePoint Knowledge Base or contact the Help Desk by submitting a ticket or calling us at 573-875-4357