Microsoft SharePoint - centralised file and folder storage
Access SharePoint by clicking the SharePoint app icon on the dashboard.
You’ll see a few info slides giving you an overview of what to expect.
‘Church Docs’ is the SharePoint site which acts as our file store. Click on Church Docs to access that site.
Click on ‘Documents’ on the left-hand menu to access the file store.
There are many folders within ‘Documents’. You will only see the folders you have been given access to.
If you don’t have access to a folder, you won’t see it.
This is an example of a folder view. You can go into any folder you have access to, and add files / open files.
You should not delete files in a shared area unless you are very sure about that action.
The top-level folder structure you see has been organised by the Operations Manager.
You can add sub-folders within these ‘top-level’ folders, but please don’t add top-level folders without contacting the Operations Manager first.
FOLDERS
Most folder names are self-explanatory, but a couple of tips:
BRAND - this is for files relating to our ‘corporate identity’ - letterheads, formal & informal document templates, logos etc.
MEDIA - videos, recordings, pictures and publications. Our song recordings are stored in here.
You can directly create a new file within any of the folders you have access to. Click ‘New’ to drop down the menu and choose the type of file you want to create. If you choose ‘Word document’ the online Word app will open and you will be able to work on a file.
In this example, a new Word document has been created in the "‘BRAND’ folder.
Note that SharePoint stays open (1), and Word Online opens in a new tab (2).
The file is called ‘Document’ by default (3), and is saved automatically - click the file name (3) to change the file name (4). you can also change the folder to save the document in (5).
FILES, AND AUTO-SAVING
As you open and work on files, any changes you make are saved automatically.
If you want to use an existing document as a basis for a new document, you must first save the document under a new name or you will overwrite the original document.
If you overwrite a document by mistake, contact the Operations Manager - the original file can be restored.
To save a file as a new document before making changes:
Click on ‘File’;
Click ‘Save As’, and then ‘Save As’ to save a copy of the file - you’ll be able to give it a new name.
Note: if you intend to email a document which the recipient should not be able to alter (such as a contract to be signed), you can choose ‘Download as PDF’. You can then email the PDF version