Questions
- How do I start working with files in my department or group?
- What tools should I use for sharing and managing files?
- How can I make sure everyone has access to the files they need?
Environment
This guide is for any department or group at Bowdoin that needs to store, share and work on files together. It’s useful for both remote and in-office colleagues who want to make file sharing and collaboration easy and efficient.
Resolution
Step 1: Choose Your Tool
- Microsoft Teams: An app for department or group collaboration and communication. Each team has a document library to store and work on files together in real-time.
- SharePoint Site: A website and repository for members of a department or group. SharePoint Sites have a document library to store and organize files where everyone can access them.
- OneDrive: Best for personal file storage and sharing with a few people.
Step 2: Set Up Your Space
- Create a Team: When you create a new team within the Teams app, it includes an associated SharePoint document library and site.
- Organize Your Files: Plan the folder structure of your department or group files within the new team. See: Article - Folder Structure in a Micro...
Step 3: Share Your Files
- Upload Files: Add your documents, spreadsheets, and other files. Contact the Service Desk if your department needs assistance moving files in bulk from Microwave to a department team.
- Set Permissions: Members of a team have access to all the files within a team unless the files are in a private channel. See related article: Article - Understanding Permissions a...
Step 4: Work Together
- Edit Together: Use tools like Word, Excel, or PowerPoint online or the desktop app to work on documents at the same time. Changes are saved automatically.
- Communicate: Use chat or video calls in Teams to discuss changes and updates in real-time.
Step 5: Keep Things Organized
- Version Control: Keep track of changes with version history. This allows you to go back to previous versions if needed.
- Make Documents Easy to Find: Use Tags and meta-data to easily organize and find files.
- Regular Updates: Make sure files are regularly updated and old versions are archived or deleted to keep your workspace clean and efficient.
By following these steps, you can easily manage and collaborate on files with your department or group, ensuring everyone has what they need to work effectively.
If you need further assistance, please contact the Bowdoin College Service Desk.