SharePoint in 30 Minutes – Part 3: Features and Collaboration

November 1st, 2018 | Microsoft 365


Video Transcription

Now that we have our first document created, let me show you some of the actions that you can take on that document.

If you’ll notice, there’s a ribbon up at the top with some quick actions that you can take. We’ve already used the “new” action to create a new file or folder, but if I select the actual document that I want take an action on, notice that the ribbon updates with some new options. I can share the file. I can open the file. I can copy a link to it, I can download a copy, I can delete the file. I can even move this file to another folder or I can copy it to another folder. I can also rename it.

SharePoint Online menu options

The ribbon in SharePoint Online.

And there’s more options under the ellipses here, such as looking at a version of history if I wanted to go back to a previous version before I made some changes to it. There’s also one additional vertical ellipses here that gives you a lot of the same actions that are across the ribbon including some of the other ones that were hidden.

Either way, it doesn’t matter which one you use. You can get to the same actions but I just wanted to show you that there are a couple of ways of doing that.

SharePoint Online makes it super easy to work with documents right from your web browser even if you don’t have the Office 365 apps installed on that computer.

To open a document, you can click on its name. Now that I have a document open in Word Online, if I want to edit it in Word on my computer because maybe there are some features or functionality that I need that’s there, I can just click this “edit in Word” button. When I do that, you’ll see that it tells me it’s opening Microsoft Word. There’s my Word document, the same Word document I was viewing and working on in Word Online but now I’m working on it in the local version in the full-featured version of Word on my computer.

Opening a document in the Word desktop application from Word Online.

Now, you’ll notice that when I’m looking at this document, I have an autosave toggle. Again, this is the same principle as Word Online—any changes that I make to this document, even though I’m using Word on my computer, those changes are being saved automatically back up into SharePoint so that I’m always working with the most up-to-date and current version of that file. I don’t have to click a save button anymore or remember it; it just does it for me automatically.

Another really cool thing is that with the power of SharePoint, you can even collaborate with others in real time in the same document through your web browser or the Office apps on your computer, and you can see the changes they’re making instantly.

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