🎯 Microsoft SharePoint

SharePoint – Our Central Repository 

SharePoint is our official document repository and the single source of truth for all files, resources, and materials. This means: 

• Nothing should be stored on your desktop or personal computer. 

• If files are saved locally, they can’t be accessed by the team and risk being lost if your device has issues. 

• Always save and share documents in SharePoint. 

• This ensures the latest version is available to everyone who needs it. 

• It also keeps our work secure, backed up, and easy to find. 

• Link, don’t attach. 

• When sharing documents in Teams or via email, share the link from SharePoint rather than attaching a copy. This prevents version confusion and duplication. 

• By keeping everything in SharePoint, we make collaboration smoother, reduce the risk of data loss, and ensure everyone is working from the same up-to-date resources. 

Navigating SharePoint 

SharePoint is our central hub for storing, sharing, and collaborating on documents. Follow the steps below to access and move through the site. 

1. Accessing SharePoint

• Open your web browser (Chrome or Edge recommended). 

• Go to your SharePoint homepage:  

• GSA Inclusion Coach Administration – GSA Employee storing, sharing, and collaborating 

• Non-GSA Inclusion Coach Administration – Non- GSA Employee storing, sharing, and collaborating 

• Inclusion Coach Learning Hub – Library Only 

• Log in using your organisational Microsoft 365 account details. 

2. SharePoint Homepage

When you land on the homepage, you’ll see: 

• Navigation Menu (left-hand side): Quick links to libraries, sites, or pages. 

• Top Bar: Search, app launcher (nine-dot grid), and your profile. 

• News/Announcements: Key updates from the organisation. 

• Document Libraries/Links: Main areas where files are stored. 

3. Moving Around

• Left-hand menu – use this to move between sites, libraries, and tools. 

• Search bar (top of screen) – quickly find files, folders, or sites by typing in keywords. 

• Document library links – click to open folders, files, or sub-sites. 

4. Opening and WorkingWithFiles 

• Click a file to open it directly in your browser (Word, Excel, PowerPoint). 

• Use the ellipsis (…) menu next to a file for more options (download, share, rename, etc.). 

• Files save automatically when opened in browser apps. 

5. Quick Tips

• Use the “Back” button or the breadcrumb trail (top left) to return to the previous page. 

• Bookmark the homepage in your browser for quick access. 

Why Use SharePoint for Navigation? 

Navigating SharePoint through the browser ensures files are always centralised, up-to-date, and accessible from anywhere. Unlike storing files on a desktop or personal drives, SharePoint keeps everyone working from the same version, which reduces duplication and confusion. 

Benefits (Pros) 

1. AlwaysUp-to-Date

• Changes save automatically, so you’re always working on the latest version. 

2. Accessibility

• Access files anywhere, on any device, with an internet connection. 

3. Collaboration

• Multiple people can edit a file at the same time. 

• Version history allows you to roll back to earlier versions. 

4. Security & Permissions

• Files are stored securely, with access managed by the organisation. 

5. Search Functionality

• The global search bar makes it easy to find files quickly. 

Challenges (Cons) 

1. Different from Traditional File Systems

• Navigation may feel less familiar than desktop folders. 

2. Requires Internet Connection

• You need to be online unless files are synced. 

3. Learning Curve

• Staff may need time and training to get comfortable. 

4. Structure-Dependent

• Poorly organised libraries can still make files hard to find. 

Browser vs Syncing to File Explorer/Finder 

Using SharePoint in the Browser (Recommended) 

• Always shows the most current version of a file. 

• Best for collaboration, co-editing, and version tracking. 

• Built-in search and navigation tools make it easier to locate files. 

• Can take a little time to adjust if you’re used to desktop folders. 

Syncing SharePoint to File Explorer/Finder 

• Lets you work with files like normal desktop folders. 

• Helpful for drag-and-drop and when offline access is needed. 

• Risk of confusion if files are moved or deleted locally. 

• Requires OneDrive sync setup and occasional troubleshooting. 

Recommended Approach: 

Use the SharePoint browser view as your primary way of navigating and working with files. This ensures you always see the latest version and can take full advantage of collaboration features. 

Use sync to File Explorer/Finder only when you need offline access or prefer desktop-style file management