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Sharepoint
Syncing SharePoint Sites with OneDrive
● Use Microsoft Edge browser to sync the desired drive (LAN-H,
YPSI-G, etc.)
● Instruction on how to sync SharePoint site
● Please contact [email protected], if you encounter "We can't connect to the specified SharePoint site".
Syncing with and using SharePoint
● Syncing is (most likely) a one-time procedure.
● Doing this will cause your drives to be back in File Explorer like they used to be, just in a slightly different place (under this icon as opposed to “This/My PC”).
● On your work device, sync to Sharepoint once and then use OneDrive
the same way you used your prior shared network.
● Be sure it is syncing.
● External resources: Get started with SharePoint
Enroll Personal Device - Minimum Requirements
Your devices must meet the following minimum requirement to be able to enroll them in the Company Portal:
Apple Microsoft/Google
● Phone: iOs 11 or later● Computer: OS X 10.12 or
later● macOS Sierra ● Must be 2010 or newer.● Ideally your computer will
have an Intel “i series” processor and at least 4 GB of RAM. 8 GB of RAM and a Solid State Drive (SSD) are recommended.
● Phone: Android 5.0 or later● Computer: Windows 10
(Home, S, Pro, Education, and Enterprise versions)
● Ideally your computer should have an Intel “i series” or AMD “Ryzen” processor with 4 GB of RAM minimum. 8 GB of RAM and a Solid State Drive (SSD) are recommended.
Needed to run MS Office Suite
Windows Apple
● 1.6gHz 2-core processor
● BARE MINIMUM 4 GB RAM
● 4 Gb available space
● Intel processor
● BARE MINIMUM 4 Gb RAM
● 10 Gb of available disk space
Enrolling a Personal Device
In order to access MAP resources in the Microsoft cloud (OneDrive and SharePoint) on your personal devices, you will need to enroll them in the Microsoft Intune Company Portal. This ensures that your device meets minimum security standards for accessing MAP resources and that MAP can remove MAP resources if you leave
the organization.
● Enroll your personal Android device using the Microsoft Intune Company Portal● Enroll your personal macOS device using the Microsoft Intune Company Portal● Enroll your personal iOS device using the Microsoft Intune Company Portal● Enroll your personal Win 10 devices using the Microsoft Intune Company Portal
Please follow these instructions carefully. The result of this will be the ability to sync SharePoint sites to your personal device, just like the previous slide.
Enrolling a Personal Device
● If you need help with the enrollment process and your CRP is unable to help you, MAP IT can assist you remotely via GoToAssist. Contact us at [email protected] as a final option.
● This process creates a OneDrive Account just for MAP files. It will be separate from any personal OneDrive account you have; see link below if you’re worried about what MAP-IT will/will not be able to access
● https://docs.microsoft.com/en-us/mem/intune/user-help/what-info-can-your-company-see-when-you-enroll-your-device-in-intune
Other benefits to enrolling - Word! Excel! etc!
Can download Office apps to your personal device once it is synced via Office.com.
Unenroll Personal Device
Anytime when you are no longer needed to use your personal device for work, you may unenroll it using the Company Portal app. Under “Devices” right-click on the device your want to remove and click remove.
https://docs.microsoft.com/en-us/mem/intune/user-help/unenroll-your-device-from-intune-windows
Staff on a Personal Device
● Step 1. Enroll your device in the Microsoft Intune Company Portal (see Slide 4, Slide 5, and Slide 6.
● Step 2. Sync your drives (see Slide 2 and Slide 3). Like your assigned work device at office, you also have access to the Company Portal to install MAP apps. If there are apps you want added to the Company Portal please contact us at [email protected].
● Step 3. You can still install your own apps and use the Microsoft Store for your personal apps.
● Step 4. If necessary you may need to “sync” under settings in the Company Portal to fix your access to SharePoint.
Staff on a Personal Device
Company Portal screenshots
Sharing Documents using OneDrive
Using OneDrive you can share folders and files with anyone in MAP
regardless of which program they are in or which SharePoint Sites you
have access to. Here’s how: https://www.youtube.com/watch?v=rYb1hj9tgy0
1. In File Explorer Right click on the folder or file you want to share in “OneDrive - Michigan Advocacy Program” and enter context menu.
2. Select Share and specify how you want to share the file, and with whom.3. There are different ways to share files so experiment and decide which is
best for your situation, whether sharing with multiple people or individual people, sending a link to the file, or sharing through web interface.
4. You can manage access to the file or folder by clicking on the three dots in the upper right-hand corner of the sharing window..
5. Look for the share icon next to the folder or file that has been shared.6. Users can find (and share) files and folder with them in the online version of
OneDrive and in my experience this can be easier to use.7. Sharing also works in OneDrive for Mac from the Finder.
Saving Word Documents as Template files
It can be frustrating when MS Word auto-saves your favorite client letter
with new changes because you didn’t save it immediately after opening it.
Auto-save is a great feature but it might change how we work. You can
either remember to do a save-as when you start working on a letter in
OneDrive/SharePoint or you can turn those favorite letters into template
files. Here’s how:
https://support.office.com/en-us/article/create-a-template-86a1d089-5ae2-4d53-9042-1191bce57deb
1. To save a file as a template, click File > Save As.2. Type a name for your template in the File name box.3. For a basic template, click the template item in the Save as type list. In Word for
example, click Word Template and Save.4. The file extension of your new template file will be .dotx5. When you open the template file Word will not immediately begin over-writing
it with auto-save. When you save the document and will force you to save the document as when you attempt to save it for the first time.
Sharepoint and Office 365 Tips and Reminders
SharePoint and OneDrive Common Misconceptions
● There’s a common misconception that you need to access your SharePoint Site in the browser.
Once you sync your SharePoint Site with OneDrive you should ideally never need to visit your
SharePoint Site in the browser again. The biggest exception to this would be if you are using a
shared laptop or desktop that doesn’t have OneDrive installed. Other exceptions include:○ If you’re in a hurry and you can’t get your OneDrive working without tech support,○ If you are on a Mac that doesn’t have “files on demand” and you didn’t sync the entire SharePoint Site because
you didn’t have enough storage space (more later on this in the Mac section below).○ If you are worried that OneDrive didn’t sync changes you or someone else made to a file and you want to
make extra sure that the most up-to-date version is in the cloud.
● There’s a common misconception that if OneDrive is forcing you to login that you need to go the
your SharePoint Sites in the browser and initiated the sync again. This is not necessary and should
only be done if you stop syncing your SharePoint Sites in the OneDrive app. Please do not stop syncing your SharePoint sites. If you can’t get OneDrive working with the hints below please email
us at MAP-IT and copy your CRP and we’ll help you get it working again.
Windows 10 OneDrive fixes
1. Make sure your blue OneDrive cloud in the bottom right corner is there and doesn’t have a red X on it, a slash through it, or a sync symbol that doesn’t go away within a few minutes of syncing a file from your SharePoint site or a change you made to one of your files. See image at the top right.
2. Check the notification area (by clicking the chat bubble with number on it at the far bottom right of your screen) to see if Windows has logged you out of your Work or School account. You can reconnect your work account by by clicking on the notification and entering your login credentials. Windows periodically logs you out of your work account, and requires you to log back in, to make sure that you should have access to MAP files. See image at middle right.
3. Sometimes you need to reconnect the Company Portal app to your @lsscm account to fix OneDrive. If you don’t have the Company Portal app install, or it got uninstalled, you need to download it from the Microsoft Store and keep in on your device. In addition to keeping you connected to your files it has many useful work apps that can be installed. See image at bottom right.
4. If your OneDrive app still isn’t work correctly after checking the things contact MAP-IT and copy your CRP.
Win10 Microsoft Office App fixes
On several occasions, on personal Windows computers, I’ve
noticed that Microsoft Office apps will automatically sign
you into the Office Apps using your personal Microsoft
account, causing an error when you try to save to OneDrive
or SharePoint. If you’re having problems saving a file, or you
see a yellow triangle next to your user account, you should
make sure that you are signed in to your @lsscm.org account
when accessing your MAP OneDrive and SharePoint Sites.
You also need to make sure your MAP work account is
connected and your OneDrive is syncing. This isn’t a
problem on MAP devices because the we are logging in with
our @lsscm.org accounts directly at sign-in.
Again, if you have persistent problems with this please email
MAP-IT and copy your CRP.
MacOS Common OneDrive fixes
1. Keep track of the status of your OneDrive. Even if you see a
sync symbol that’s no guarantee that it’s working as it should.
It should look stop and start syncing. See top two images at the right.
2. Click on the OneDrive icon occasionally to determine if it’s
syncing. There should be recent activity if it says it’s updating
files. And if you make changes to your OneDrive or SharePoint
the icon should show as syncing and the files you change
should appear at the top of the log. See image immediately to the right.
3. Each time OneDrive forces you to login to OneDrive again you
will need to give permission for OneDrive to access your
Apple keychain by entering your Mac login password. This is
how OneDrive verifies that you own your Mac device and
knows that it’s you should have permission to access MAP
files on SharePoint and OneDrive. See image at the far right.
Finding Your SharePoint Site in MacOS Finder
MacOS doesn’t conveniently make the location of your SharePoint Sites
and OneDrive obvious in the Finder the same way that Windows 10
does in the File Explorer. However, you can easily make make them more
prominent and by following these simple steps:
1. Open the Finder, click Finder menu, select Preferences and the
open Sidebar tab. Place a check next to the items you want to
show in the Sidebar. Your OneDrive and SharePoint Sites can be
found in the Home folder by default so that’s a good one to add
the Sidebar if it isn’t there already. See top right.
2. To get your SharePoint Site and OneDrive listed in the Favorites
section in the Sidebar of your Finder, open the Home folder and
then drag them into the position you want them in the Favorites
section of the Sidebar. See bottom right.
Files on Demand only available on newer Macs
Files On-Demand lets OneDrive use placeholders for files instead of syncing the entire contents of a file. Files on Demand is the default behavior in Windows 10 but is only available in macOS 10.14 (Mojave) and newer. Because some of MAP’s SharePoint sites are over 100GB, it’s probably not a great idea to try to sync that much data unless you really need to, or you already did and you aren’t worried about your storage space running out in the near future.
If you have an older Mac (like me) you can try to upgrade to 10.14 to get Files on Demand. Or, if you can’t upgrade, you can choose which folders to sync from your SharePoint Sites to conserve storage space. Then, if you need files from elsewhere in your SharePoint site, you can access them through the Edge browser, or using Chrome with the extension Windows 10 Accounts. You can select folders to sync in the OneDrive app by selecting More, Preferences, then the Account tab and Choose Folders. See images at right.
