---Presenter: Ben SwindleSubject: SharePoint: How-Tos + Document organizationDetails: Training on using SharePoint to maximize efficiency within Clarity and organizationDuration: 00:26:54---00:00:00.080 --> 00:00:04.487 - Yes, so thank you guys for letting me do a little dry run FALSE 00:00:04.487 --> 00:00:09.233 - an with you guys here. First, uhm this is not all the way, uh 00:00:09.233 --> 00:00:14.318 - I've I've only spent a couple days on this bit of it so it may 00:00:14.318 --> 00:00:18.047 - not be perfect, but will definitely kind of get you guys 00:00:18.047 --> 00:00:21.437 - up to speed. Good thing is the team's already been. 00:00:21.460 --> 00:00:25.412 - Using a teams quite a bit with uh, storing files in there for 00:00:25.412 --> 00:00:29.364 - clients, so it's not really going to be too much of a change 00:00:29.364 --> 00:00:32.708 - for the team, just generally want to make everyone aware of 00:00:32.708 --> 00:00:37.268 - what's going on and by the. By the time I get to the end of 00:00:37.268 --> 00:00:40.612 - these slides, I would expect you guys will probably have some 00:00:40.612 --> 00:00:43.348 - questions, so we're happy to answer any questions there. 00:00:43.370 --> 00:00:48.080 - So, uh, yeah, let me get started here. Uhm so. 00:00:48.950 --> 00:00:53.387 - Just basically is an introduction here. Like, uh, we 00:00:53.387 --> 00:00:59.303 - have this Office 365 hold on. I'm sorry guys so good. Buddy 00:00:59.303 --> 00:01:02.796 - Garrett, Sorry. But since you gonna miss the beginning there, 00:01:02.796 --> 00:01:06.540 - um, just to be blatant here, we're not gonna be trying to 00:01:06.540 --> 00:01:09.972 - follow along with the step by steps were going to absorb 00:01:09.972 --> 00:01:13.716 - everything in here. Thank God. Thank you. Yeah no, this is more 00:01:13.716 --> 00:01:17.772 - informational guys. And then of course, let me let me try to get 00:01:17.772 --> 00:01:21.516 - through all the slides and then we'll have some questions at the 00:01:21.516 --> 00:01:26.740 - end. So, but it basically a centers around. We have this 00:01:26.740 --> 00:01:30.980 - Office 365 subscription that, uh, a lot of organizations use 00:01:30.980 --> 00:01:36.068 - it, and from my research I'm finding that a lot of companies 00:01:36.068 --> 00:01:40.732 - are not using Office 365 to its full potential in automating 00:01:40.732 --> 00:01:44.548 - their business processes, which is something that clarity is 00:01:44.548 --> 00:01:49.636 - strongly wanting to do all the way across the board, not just 00:01:49.636 --> 00:01:53.452 - with our business processes like file storage and file 00:01:53.452 --> 00:01:58.049 - management. But you know as much automation as we can across the 00:01:58.049 --> 00:02:02.218 - board is the thing. So Office 365 comes with, you know, 00:02:02.218 --> 00:02:06.387 - several tools. The three main tools that we're going to be 00:02:06.387 --> 00:02:09.419 - talking about, our Microsoft Teams, OneDrive and SharePoint 00:02:09.419 --> 00:02:13.588 - online. It might be good for everyone to know that share 00:02:13.588 --> 00:02:18.136 - point at one time was like strictly an on Prem thing when 00:02:18.136 --> 00:02:22.305 - it first came out and it had several different versions that 00:02:22.305 --> 00:02:24.200 - iterated through that were on 00:02:24.200 --> 00:02:28.876 - premises servers. And now with uh, everyone kind of going more 00:02:28.876 --> 00:02:33.650 - towards cloud computing. That's kind of the future and the way 00:02:33.650 --> 00:02:37.556 - things are going. Um, in general, Microsoft share point 00:02:37.556 --> 00:02:43.198 - online has kind of taken the lead as the go to for companies 00:02:43.198 --> 00:02:47.972 - to synchronize and Automate and get all their all their files 00:02:47.972 --> 00:02:52.746 - and everything into one place. An in general just organize the 00:02:52.746 --> 00:02:54.482 - different departments in a 00:02:54.482 --> 00:03:00.075 - company. Uh, so uh? As I said, the the there's several apps 00:03:00.075 --> 00:03:04.970 - included in Office 365. We're going to be talking about mainly 00:03:04.970 --> 00:03:08.975 - the teams OneDrive and SharePoint. So question, How do 00:03:08.975 --> 00:03:12.980 - I use Microsoft Office 365 applications and still maintain 00:03:12.980 --> 00:03:18.765 - that drag and drop File Explorer feel that we're all used to with 00:03:18.765 --> 00:03:20.100 - map shared drives? 00:03:21.820 --> 00:03:27.727 - Basically a one drive allows you to integrate with share point 00:03:27.727 --> 00:03:32.560 - and teams. All these applications talk to one another 00:03:32.560 --> 00:03:37.930 - and share that cloud storage that's included with our Office 00:03:37.930 --> 00:03:42.226 - 365 subscription that works on windows and Mac. 00:03:42.250 --> 00:03:47.619 - So what is one drive? Uhm, it allows you to sync all your 00:03:47.619 --> 00:03:52.575 - files and folders. There's no need for a VPN. You can access 00:03:52.575 --> 00:03:57.118 - your files anywhere. It gives us an extra layer of security 00:03:57.118 --> 00:04:01.661 - because of the way permissions are handled and also just a 00:04:01.661 --> 00:04:06.204 - simple fact that this is up in the cloud on Microsoft's 00:04:06.204 --> 00:04:10.334 - redundant servers. So we have a level of catastrophe prevention 00:04:10.334 --> 00:04:12.812 - there as well. With using one 00:04:12.812 --> 00:04:17.320 - drive. Even for your you know your own project files and 00:04:17.320 --> 00:04:22.168 - folders and things. If you start storing those in one drive. If 00:04:22.168 --> 00:04:26.208 - you have a catastrophic hard drive or motherboard failure or 00:04:26.208 --> 00:04:30.248 - something that causes you to lose critical data that's stored 00:04:30.248 --> 00:04:35.096 - locally on your machine, or God forbid you've got a shared in 00:04:35.096 --> 00:04:38.732 - Wanna Clarity's files and there's a catastrophe there that 00:04:38.732 --> 00:04:43.580 - causes file loss. This is to kind of help prevent that as 00:04:43.580 --> 00:04:45.600 - well, as you know, centralizing 00:04:45.610 --> 00:04:49.129 - Where we keep everything and standardizing across the board. 00:04:49.129 --> 00:04:54.994 - So this is just an image of how it looks right? So it's good to 00:04:54.994 --> 00:04:59.686 - kind of think of this as a single file repository in the 00:04:59.686 --> 00:05:03.596 - sense that it is under clarity ventures as an organization. 00:05:03.620 --> 00:05:08.792 - It can be, you know, all these are basically broke out by. 00:05:08.792 --> 00:05:13.964 - These are various teams and team channels that I have synced up 00:05:13.964 --> 00:05:17.412 - with the file share. The SharePoint file repository's, 00:05:17.412 --> 00:05:22.153 - but it's literally like a single file repository all under the 00:05:22.153 --> 00:05:26.032 - clarity ventures organization that can be accessed through one 00:05:26.032 --> 00:05:30.342 - drive share point online or through Microsoft Teams. So do 00:05:30.342 --> 00:05:35.945 - we need to do anything? This is more directed at our group here. 00:05:35.970 --> 00:05:40.007 - I'll, I'll make some adjustments when we get ready to present 00:05:40.007 --> 00:05:45.145 - this to the whole company. But um, as a team there for the PM. 00:05:45.145 --> 00:05:49.549 - Oh, do we need to do anything different with teams? The answer 00:05:49.549 --> 00:05:53.953 - is no, not really. You just need to kind of understand what's 00:05:53.953 --> 00:05:57.256 - going on. We're working on getting all the other 00:05:57.256 --> 00:06:00.926 - departments in the organization to start storing their files in 00:06:00.926 --> 00:06:04.229 - SharePoint instead of using network drives, which is an 00:06:04.229 --> 00:06:06.064 - endeavour that a lot of 00:06:06.064 --> 00:06:10.750 - companies. Uh, take um so that they can gain the benefits that 00:06:10.750 --> 00:06:12.270 - come along with SharePoint. 00:06:12.280 --> 00:06:14.488 - We're going to see a lot of, uh? 00:06:15.560 --> 00:06:20.730 - You know? Uh, change overtime. I'm sure as 'cause this is like 00:06:20.730 --> 00:06:25.278 - like in the second point here, it's just the beginning guys. So 00:06:25.278 --> 00:06:29.826 - you know as we iterate and get feedback from the groups, the 00:06:29.826 --> 00:06:31.721 - various groups in the company. 00:06:31.740 --> 00:06:35.796 - We're going to continue to learn and grow as an organization as 00:06:35.796 --> 00:06:38.500 - we continue to refine standardizing not just in 00:06:38.500 --> 00:06:39.852 - SharePoint, but across the 00:06:39.852 --> 00:06:45.490 - entire organization. Um, so it's it's, uh, basically, uh. 00:06:46.350 --> 00:06:51.446 - You know you got this 3 apps so we're, uh, we're going to talk 00:06:51.446 --> 00:06:56.178 - about teams first, 'cause this is, I think, the one that we are 00:06:56.178 --> 00:06:59.818 - all most familiar with. It's what we generally start out 00:06:59.818 --> 00:07:03.094 - using right away for internal communications, an for file 00:07:03.094 --> 00:07:04.914 - storage for various projects so. 00:07:04.960 --> 00:07:10.603 - James is is not just a communication tool, it's a. It's 00:07:10.603 --> 00:07:14.707 - a way to organize documents, files, important information, 00:07:14.707 --> 00:07:20.350 - uhm, you know, through the file share and through the wiki 00:07:20.350 --> 00:07:24.454 - that's built into each SharePoint group or team 00:07:24.454 --> 00:07:27.019 - basically are the same thing. 00:07:27.120 --> 00:07:33.464 - And, uh, you know. So it's. It's good to think about it like 00:07:33.464 --> 00:07:39.320 - this. So whenever you create a new team inside of teams, what 00:07:39.320 --> 00:07:45.176 - that's doing on the back end is it's generating and creating an 00:07:45.176 --> 00:07:50.544 - Office 365 group. So teams is organized by these groups. Even 00:07:50.544 --> 00:07:55.912 - file share permissions are all managed at a group level. It's 00:07:55.912 --> 00:07:57.376 - all membership based. 00:07:57.430 --> 00:08:03.020 - Hum, and as soon as that Office 365 group is created, an outlook 00:08:03.020 --> 00:08:07.750 - based calendars also created for that team. It gets its own 00:08:07.750 --> 00:08:12.050 - separate SharePoint site and then of course everyone is aware 00:08:12.050 --> 00:08:15.060 - of that. It's can store files as 00:08:15.060 --> 00:08:20.390 - well so. The development team and the PM. Oh for the most 00:08:20.390 --> 00:08:25.658 - part, I have been solely using teams, which is great. This may 00:08:25.658 --> 00:08:30.926 - even encourage a larger use of teams for file shares, so maybe 00:08:30.926 --> 00:08:36.194 - if we can get people to try not to store important documents 00:08:36.194 --> 00:08:41.901 - locally or anything that if you would be worried that it if it 00:08:41.901 --> 00:08:46.291 - would be lossed like it could cause problems. I would 00:08:46.291 --> 00:08:49.024 - recommend definitely. I'm saving that, uh, somewhere in 00:08:49.024 --> 00:08:52.114 - share point and it would be. You'll see, obviously, where 00:08:52.114 --> 00:08:55.204 - the appropriate places to save things would be. It's all 00:08:55.204 --> 00:08:58.603 - organized. Like I said at a group level, which you guys 00:08:58.603 --> 00:09:01.384 - are already pretty much familiar with. Just think of 00:09:01.384 --> 00:09:02.929 - each team as a group. 00:09:04.160 --> 00:09:08.972 - This is a diagram of the team structure. Sure, you guys are 00:09:08.972 --> 00:09:13.383 - already aware, but it's just kind of helpful to see this 00:09:13.383 --> 00:09:17.794 - right. Uhm, so you know, we've got our organization are single 00:09:17.794 --> 00:09:22.606 - repository for all of our teams data. All of our project data, 00:09:22.606 --> 00:09:26.763 - everything. You know team channel should be used for very 00:09:26.763 --> 00:09:30.933 - specialized content, so you have underneath the team. You've got 00:09:30.933 --> 00:09:35.103 - these different channels, so that's where you can get more 00:09:35.103 --> 00:09:39.690 - into the broader group here and then in the individual channels. 00:09:39.690 --> 00:09:43.860 - That's where you would keep like I said, specialized content 00:09:43.860 --> 00:09:48.447 - related to you know, not just in teams like different departments 00:09:48.447 --> 00:09:52.617 - can use channels. Two separate templates per se from like 00:09:52.617 --> 00:09:54.285 - completed documents or executed 00:09:54.285 --> 00:09:57.218 - documents and. Things like that. 00:09:57.740 --> 00:10:01.904 - So a new team is created for every client? Uh, that's what 00:10:01.904 --> 00:10:03.639 - we've already been doing that, 00:10:03.639 --> 00:10:08.905 - uhm? And like I was saying, You know, each Department could have 00:10:08.905 --> 00:10:13.645 - its own team as well. And um, manage their file and folder 00:10:13.645 --> 00:10:17.595 - permissions from within there on a membership basis, so that's 00:10:17.595 --> 00:10:21.940 - kind of an important distinction to understand is the way that 00:10:21.940 --> 00:10:25.495 - permissions work in Office 365. It's all membership based, 00:10:25.495 --> 00:10:29.050 - whereas in NT filesystem controls permissions at the file 00:10:29.050 --> 00:10:32.210 - and folder level using users, groups and computers. 00:10:32.430 --> 00:10:36.200 - Microsoft, here's just a few little points. Will I'll go 00:10:36.200 --> 00:10:39.593 - through so, um, for SharePoint itself? This is probably 00:10:39.593 --> 00:10:43.363 - actually one of the least used tools, but it's actually 00:10:43.363 --> 00:10:47.133 - probably one of the more powerful tools, and I would 00:10:47.133 --> 00:10:51.280 - recommend you guys go to our SharePoint site and get familiar 00:10:51.280 --> 00:10:56.181 - with it. All of your team data is there. It's really there's a 00:10:56.181 --> 00:10:59.951 - lot of things we're just scratching the surface on its 00:10:59.951 --> 00:11:03.344 - capabilities. I I'm still not 100% failure familiar with 00:11:03.344 --> 00:11:07.114 - everything that it can do, but there's a lot that. 00:11:07.200 --> 00:11:11.490 - Share point can do it's. It's literally like the the backbone 00:11:11.490 --> 00:11:15.390 - of this whole thing. It's used for office automation, team 00:11:15.390 --> 00:11:18.900 - collaboration, business process automation and as we start using 00:11:18.900 --> 00:11:23.970 - this more and more I'm sure we're going to dive into more of 00:11:23.970 --> 00:11:27.102 - those processes. You guys already know that you know all 00:11:27.102 --> 00:11:30.859 - you need is a web browser really to get SharePoint it's you know 00:11:30.859 --> 00:11:33.460 - it's a share point. There's various SharePoint sites that 00:11:33.460 --> 00:11:37.217 - would be your teams and I'm happy to kind of show you guys 00:11:37.217 --> 00:11:41.263 - how to get to those at the end if you'd like. It's all cloud 00:11:41.263 --> 00:11:46.600 - based. There are the teams, uh, files can be managed from 00:11:46.600 --> 00:11:51.066 - Microsoft one drive which allows you to maintain that drag and 00:11:51.066 --> 00:11:53.502 - drop feel that we're used to. 00:11:54.170 --> 00:11:58.678 - Um, and it also gives us kind of an extra layer of protection, as 00:11:58.678 --> 00:12:02.864 - I was saying, uh, you know, by storing our data in the cloud, 00:12:02.864 --> 00:12:04.152 - we're protecting ourselves from 00:12:04.152 --> 00:12:07.175 - catastrophe. We've also implemented some additional 00:12:07.175 --> 00:12:08.990 - catastrophe recovery capabilities through software 00:12:08.990 --> 00:12:13.709 - called beam that we're using to do a complete Office 365 back up 00:12:13.709 --> 00:12:17.702 - as well, so we've kind of got double protection. There really, 00:12:17.702 --> 00:12:22.058 - really gives us you know that Peace of Mind that I know, 00:12:22.058 --> 00:12:26.051 - particularly as a Co owner, Chris Rettig. I know that that's 00:12:26.051 --> 00:12:30.407 - something that you want to have is certainly Peace of Mind that 00:12:30.407 --> 00:12:34.400 - we're not going to like have a catastrophe. And then, bam, 00:12:34.400 --> 00:12:37.667 - we've lost all these files, and we have to. 00:12:37.700 --> 00:12:41.480 - You know, take several steps backwards with clients and it 00:12:41.480 --> 00:12:45.260 - just never. It would never be a good situation so. 00:12:45.270 --> 00:12:49.516 - Very good point. Yeah, I mean this. It's it's the double 00:12:49.516 --> 00:12:53.762 - protection we have. There is going to be amazing. So um. 00:12:54.070 --> 00:12:59.328 - Share point is possibly the most powerful component of Office 365 00:12:59.328 --> 00:13:03.630 - UM? Arguably, it certainly encompasses all of the features 00:13:03.630 --> 00:13:07.932 - and capabilities of teams outside of the instant message 00:13:07.932 --> 00:13:12.712 - capabilities. Many companies are not using SharePoint to its full 00:13:12.712 --> 00:13:17.970 - capability, which you know. It's kind of sad we're paying for 00:13:17.970 --> 00:13:23.706 - this Office 365 subscription and it can do so much to benefit 00:13:23.706 --> 00:13:28.490 - clarity. We really should be using it to its full extent, so 00:13:28.490 --> 00:13:32.000 - basically just an excellent platform to bring us all 00:13:32.000 --> 00:13:36.290 - together and bring all of our business processes and files and 00:13:36.290 --> 00:13:40.580 - folders altogether. It's kind of what happens is a challenge. As 00:13:40.580 --> 00:13:44.870 - an organization we as we grow we add department's. We have 00:13:44.870 --> 00:13:47.990 - different processes and procedures. It's all part of 00:13:47.990 --> 00:13:51.500 - normal organic growth that companies go through and what 00:13:51.500 --> 00:13:54.620 - happens overtime is each different Department maybe using 00:13:54.620 --> 00:13:55.790 - different file shares. 00:13:55.850 --> 00:13:59.369 - To store different types of files for marketing campaigns, 00:13:59.369 --> 00:14:03.279 - invoices, documents and you get this kind of organized chaos 00:14:03.279 --> 00:14:07.189 - that we're currently dealing with today, which I call it 00:14:07.189 --> 00:14:11.490 - organized chaos because we all generally know where to go to 00:14:11.490 --> 00:14:16.182 - find things. But wouldn't it be better if everything was just in 00:14:16.182 --> 00:14:20.483 - one place? So anyway, that's kind of the main challenge that 00:14:20.483 --> 00:14:24.784 - has been presented to our company at this time, as we've 00:14:24.784 --> 00:14:26.739 - kind of grown organically so 00:14:26.739 --> 00:14:30.899 - much. Over the years to now, we're at that point that it's 00:14:30.899 --> 00:14:34.628 - time to take this organized chaos an just make it organized, 00:14:34.628 --> 00:14:35.645 - period point blank. 00:14:36.340 --> 00:14:40.840 - So let's talk about the changes to our current process. So I'm 00:14:40.840 --> 00:14:46.090 - sorry if this is this is kind of rough, but the general idea here 00:14:46.090 --> 00:14:51.340 - that I want you to get as if this makes sense like this is 00:14:51.340 --> 00:14:55.840 - our shared drive that, like for example, the folder that I took 00:14:55.840 --> 00:14:59.215 - a screenshot of. Was this clients proposed folder. So 00:14:59.215 --> 00:15:04.090 - yeah, we want to get away from that and we want to start 00:15:04.090 --> 00:15:06.340 - storing and teams via one drive. 00:15:06.370 --> 00:15:10.825 - Or share point online It just simple as that. 00:15:10.900 --> 00:15:14.620 - All I know sales, HR, accounting. They typically 00:15:14.620 --> 00:15:18.340 - either save their files like important templates, contracts, 00:15:18.340 --> 00:15:23.920 - things like that locally or in this shared drive and that can 00:15:23.920 --> 00:15:27.175 - be a major problem. If there's a 00:15:27.175 --> 00:15:29.774 - catastrophe. Clients going through the sales process. 00:15:29.774 --> 00:15:33.314 - Historically, sales would create a project folder located in our 00:15:33.314 --> 00:15:37.208 - file share in the clients proposed folder. I know you guys 00:15:37.208 --> 00:15:38.978 - are all familiar with that. 00:15:39.750 --> 00:15:44.260 - To make sure we're using Office 365 full capability, we've 00:15:44.260 --> 00:15:48.319 - already migrated all of the client proposed files over 00:15:48.319 --> 00:15:53.731 - there. We're going to do 1 final migration after I presented to 00:15:53.731 --> 00:15:58.692 - the team when we actually have that official switch off where 00:15:58.692 --> 00:16:03.653 - no one is using the file share internally for file storage. 00:16:05.470 --> 00:16:11.861 - Um? Makes and then you know to give you an example of how we 00:16:11.861 --> 00:16:16.008 - could use teams and kind of change our current process to 00:16:16.008 --> 00:16:20.155 - improve upon it. Right now when I client goes from client 00:16:20.155 --> 00:16:24.679 - proposed and they've agreed to sign on with clarity and they go 00:16:24.679 --> 00:16:29.203 - from being a client proposed to an actual client, what sales is 00:16:29.203 --> 00:16:33.727 - done for years and what they're still doing today is they would 00:16:33.727 --> 00:16:37.497 - take the folder inside clients proposed, move it over to 00:16:37.497 --> 00:16:39.005 - another folder called clients. 00:16:39.160 --> 00:16:43.744 - And that historically, prior to Office 365 is where the PM oh 00:16:43.744 --> 00:16:48.328 - and the rest of the team would go for client files. They 00:16:48.328 --> 00:16:52.530 - wouldn't be in teams. Now that we've gone that direction now. 00:16:52.530 --> 00:16:56.732 - And the problem is is there's that disconnect where if sales 00:16:56.732 --> 00:17:00.934 - is still doing things with the client and their storing all 00:17:00.934 --> 00:17:05.900 - their files here. But we've had a sales handoff and now to the 00:17:05.900 --> 00:17:09.720 - PM. Oh, we're thinking all the files should be here. 00:17:09.730 --> 00:17:14.158 - Well, you've got files spread out over 2 places, and that that 00:17:14.158 --> 00:17:18.955 - in general is not not organized. So, uh, what uh? We're going to 00:17:18.955 --> 00:17:23.383 - be doing is I'm going forward, uhm, when a client becomes a 00:17:23.383 --> 00:17:26.704 - client proposed becomes a client, we're going to basically 00:17:26.704 --> 00:17:31.501 - do like we've been doing now, but either fill or the PM. Oh 00:17:31.501 --> 00:17:35.191 - would immediately create a new team for each project. I've 00:17:35.191 --> 00:17:39.619 - already talked to fill an he's totally OK with making that team 00:17:39.619 --> 00:17:42.839 - channel. And, Uh, I've given. I have some very detailed 00:17:42.839 --> 00:17:46.260 - instructions on how to make a client team channel because we 00:17:46.260 --> 00:17:49.992 - want to make sure that all the right people have access and 00:17:49.992 --> 00:17:53.724 - that all the devs can find that Channel without having to come 00:17:53.724 --> 00:17:58.078 - to the PM. Oh, or Chris or anyone else that can you add me 00:17:58.078 --> 00:17:59.322 - to this team's channel. 00:18:01.960 --> 00:18:05.975 - So that's pretty much the summary there guys that I wanted 00:18:05.975 --> 00:18:10.720 - to present. I'm going to kind of show you a couple more things. 00:18:10.720 --> 00:18:16.195 - Uhm, I I do want to kind of go over some of the wiki articles 00:18:16.195 --> 00:18:20.940 - just to make sure you guys know where to go to get the 00:18:20.940 --> 00:18:24.590 - instructions that you need for using SharePoint to its fullest 00:18:24.590 --> 00:18:28.240 - capability. But yeah, sensually, it is all it's under company 00:18:28.240 --> 00:18:31.890 - overall so it's in the very first main section under 00:18:31.890 --> 00:18:34.810 - SharePoint online. There's several wiki articles in there. 00:18:34.810 --> 00:18:39.864 - Explaining how. How to do various things within 00:18:39.864 --> 00:18:42.097 - teams? So does anyone have any questions? 00:18:45.930 --> 00:18:49.619 - Are you gonna help me do this? 00:18:49.620 --> 00:18:52.833 - Yeah, yeah no, absolutely. So let me just um. 00:18:53.550 --> 00:18:57.576 - You'll walk through with one real quick 'cause I know you've 00:18:57.576 --> 00:19:01.968 - done it before, but Garrett, maybe you can open one of yours 00:19:01.968 --> 00:19:05.994 - up and very similar to how Ben ran that piece there. 00:19:06.750 --> 00:19:11.562 - Um, trying to follow along with each of the steps 'cause it's 00:19:11.562 --> 00:19:16.374 - it's. Once you get it hanging with Garrett, I know you, you're 00:19:16.374 --> 00:19:21.186 - you're you just sometimes want to like kind of move through the 00:19:21.186 --> 00:19:24.394 - steps. Specifically wanna do it wrong and then. 00:19:24.430 --> 00:19:31.260 - Wanted. What what's great about this is it's pretty error 00:19:31.260 --> 00:19:37.240 - proof so. It's Gary proof well anchored. 00:19:37.240 --> 00:19:38.548 - Like OK guys so. 00:19:39.300 --> 00:19:43.317 - Um, I'll show you guys a couple different ways to sync your, um, 00:19:43.317 --> 00:19:46.716 - SharePoint files up with teams, and I think I've already. I've 00:19:46.716 --> 00:19:50.115 - gone through the whole teams bit, uh, right? I'm going to 00:19:50.115 --> 00:19:54.132 - show you. I just I really want you guys to check out share 00:19:54.132 --> 00:19:58.149 - point. So I'm going to show you some things in share point as 00:19:58.149 --> 00:20:02.784 - well and you're going to be like Oh my God, this is so easy. This 00:20:02.784 --> 00:20:06.492 - is great but inside of teams you can sync each individual channel 00:20:06.492 --> 00:20:09.273 - that has its quote Unquote, specialized content within it. 00:20:09.430 --> 00:20:13.486 - Uh, by going to the files inside of that Channel and just 00:20:13.486 --> 00:20:17.204 - clicking the sync button. As long as you have one drive 00:20:17.204 --> 00:20:19.908 - installed, which everyone should, it should have been 00:20:19.908 --> 00:20:22.950 - installed when you installed your office suite. It will 00:20:22.950 --> 00:20:25.654 - automatically sync up with the clarity ventures organization 00:20:25.654 --> 00:20:30.048 - and it in the file that will show up here and then anything 00:20:30.048 --> 00:20:34.104 - you do inside. Here it is exactly. This is the same as 00:20:34.104 --> 00:20:37.484 - being inside teams and copying and pasting folders in their 00:20:37.484 --> 00:20:40.188 - renaming folders in there. It's exact same thing. 00:20:40.270 --> 00:20:45.442 - Uhm, you will see that this appears to, um, that's not part 00:20:45.442 --> 00:20:51.045 - of one drive, but this is the section you want to look for. 00:20:51.045 --> 00:20:55.355 - It'll be the organization, and that's where it will sync 00:20:55.355 --> 00:21:00.096 - everything up. Garrett. If you've had a chance to sync up. 00:21:00.110 --> 00:21:05.918 - Some of your teams channels already right now. 00:21:05.920 --> 00:21:09.880 - Talked about doing that, but have I done it, no, OK, let's 00:21:09.880 --> 00:21:14.170 - let's do one now and then I'll show you guys share point. So 00:21:14.170 --> 00:21:18.130 - pick a team channel and then later on you can obviously go 00:21:18.130 --> 00:21:22.420 - through and do this for each and every one of your team channels. 00:21:22.420 --> 00:21:24.070 - But pick a team channel. 00:21:24.120 --> 00:21:31.560 - See for OK so go to Sifu and a click on a follow along and do 00:21:31.560 --> 00:21:35.280 - this because that makes this video really small. 00:21:35.810 --> 00:21:40.790 - Said OK, I don't know that's fine I'm gonna walk you through 00:21:40.790 --> 00:21:45.770 - it verbally. You'll have no problems so yeah. So go to Sifu 00:21:45.770 --> 00:21:50.335 - and click. Do you have multiple channels underneath sifu or is 00:21:50.335 --> 00:21:54.830 - it? Channel that's great. So just to note guys winner and you 00:21:54.830 --> 00:21:58.900 - guys probably already know this, but whenever a team is created, 00:21:58.900 --> 00:22:02.600 - a new SharePoint site is created. It creates this general 00:22:02.600 --> 00:22:07.040 - channel by default and I'll get into more of kind of what's 00:22:07.040 --> 00:22:11.110 - happening on the back in there. But anyway, click on that 00:22:11.110 --> 00:22:16.290 - General Channel, go to files and up at the top on the left. Yeah, 00:22:16.290 --> 00:22:20.730 - just select general channel like you be going in there to chat 00:22:20.730 --> 00:22:22.950 - and then click click on files. 00:22:22.970 --> 00:22:27.914 - And then click click on sync. It's the third option from the 00:22:27.914 --> 00:22:33.270 - left in the in the header having ready to sync. Yep, there you 00:22:33.270 --> 00:22:38.626 - go. You don't have to like give it any further permissions to do 00:22:38.626 --> 00:22:41.922 - to access that application because it's already integrated 00:22:41.922 --> 00:22:47.690 - with teams. So yeah, you should be good to go now if you would 00:22:47.690 --> 00:22:50.162 - open up your File Explorer and 00:22:50.162 --> 00:22:55.530 - double check. Inside in there to make sure that you have the 00:22:55.530 --> 00:22:59.853 - channel you just synced up, listed in File Explorer, so you 00:22:59.853 --> 00:23:01.032 - can get that. 00:23:01.050 --> 00:23:06.534 - File Explorer, oh, just open the file button on the bottom my 00:23:06.534 --> 00:23:12.018 - screen. Yes, Sir, and uh, I'm supposed to be looking for what 00:23:12.018 --> 00:23:16.588 - clarity ventures look over in your sidebar navigation. Yes, so 00:23:16.588 --> 00:23:21.158 - now you can get that everyday drag-and-drop feel that we're 00:23:21.158 --> 00:23:26.185 - all used to and have everything organized in the cloud through 00:23:26.185 --> 00:23:31.669 - SharePoint and teams. OK, here's a question for you. How do I? 00:23:33.430 --> 00:23:37.564 - I currently have folders on my local that I use to just open 00:23:37.564 --> 00:23:41.698 - up, like if I have meeting notes from the previous week. I just 00:23:41.698 --> 00:23:45.196 - opened that meetings notes and then I adjust the agenda as 00:23:45.196 --> 00:23:49.330 - such. Is there a way that that folder can be the same folder 00:23:49.330 --> 00:23:53.464 - that this is and I'm not doing work twice or having to move 00:23:53.464 --> 00:23:56.326 - things and that it just automatically? Is that folder? 00:23:56.326 --> 00:24:00.460 - Yeah, what you would want to do is actually just you're going to 00:24:00.460 --> 00:24:02.686 - want to move that folder to that 00:24:02.686 --> 00:24:06.472 - team channel and. Once, once that's once you, once you've 00:24:06.472 --> 00:24:10.828 - copied or moved that from your local system onto a teams 00:24:10.828 --> 00:24:13.996 - channel, uhm, you'll start getting some new capabilities 00:24:13.996 --> 00:24:18.352 - with that as well. Where I don't know if you're manually 00:24:18.352 --> 00:24:23.500 - versioning that file by saving it as a new version, but one of 00:24:23.500 --> 00:24:27.856 - the features of SharePoint is version control, so you can have 00:24:27.856 --> 00:24:32.212 - a single file and you can continually edit it and change 00:24:32.212 --> 00:24:34.588 - it and you will have have. 00:24:34.650 --> 00:24:37.008 - Like your, you'll have a version history in there. 00:24:37.008 --> 00:24:38.318 - I'll give you an example. 00:24:39.470 --> 00:24:41.168 - That sounds scary. 00:24:41.770 --> 00:24:47.152 - At Super easy it just it just tracks the changes and you can 00:24:47.152 --> 00:24:50.878 - rollback to previous versions. You can save previous versions 00:24:50.878 --> 00:24:56.260 - as other files but right under here at the top you just click 00:24:56.260 --> 00:25:00.400 - on the file and you click version control. 1 second 00:25:00.400 --> 00:25:01.228 - guys, sorry. 00:25:07.960 --> 00:25:11.832 - Alright, so when you click version history it will open up 00:25:11.832 --> 00:25:16.408 - a navigation bar to the right here and it will have all of 00:25:16.408 --> 00:25:20.632 - your version history there. And also one thing to know too is 00:25:20.632 --> 00:25:25.208 - when you're using an Excel file or word file or whatever on your 00:25:25.208 --> 00:25:29.080 - local system, autosave is not turned on by default in shared 00:25:29.080 --> 00:25:33.656 - drive, autosave is turned on by default. It will save as you go. 00:25:34.610 --> 00:25:38.097 - You can turn that off, but it's on by default. I'd 00:25:38.097 --> 00:25:39.365 - recommend leaving it on. 00:25:40.390 --> 00:25:44.398 - But there may be some scenarios where you don't need that so. 00:25:45.300 --> 00:25:50.160 - I what I want though is I want a folder that's just on my desktop 00:25:50.160 --> 00:25:55.020 - that I can click into an just go and find my files like I'm used 00:25:55.020 --> 00:25:59.556 - to. Can I do that? Yeah, So what you're gonna wanna do is move 00:25:59.556 --> 00:26:02.796 - that folder to SharePoint. So put it inside it's respective 00:26:02.796 --> 00:26:06.360 - project team. You know the folder you synced up and then 00:26:06.360 --> 00:26:10.248 - you just make a shortcut on your desktop linking to that folder 00:26:10.248 --> 00:26:14.784 - and it would be just the same thing. So like I just create a 00:26:14.784 --> 00:26:19.737 - shortcut to that. There and then I can put it on my desktop and 00:26:19.737 --> 00:26:24.378 - then I don't have to worry about going back and forth exactly, so 00:26:24.378 --> 00:26:28.305 - just move that into SharePoint, move it into your folder that 00:26:28.305 --> 00:26:30.447 - you synced up, and then just. 00:26:30.990 --> 00:26:34.650 - You know, right click and drag and drop and a create shortcut 00:26:34.650 --> 00:26:38.005 - here and now I have a shortcut to that project management 00:26:38.005 --> 00:26:41.665 - folder that I just dragged and dropped. As an example. Is that 00:26:41.665 --> 00:26:45.020 - anything I do in there will be automatically in SharePoint an 00:26:45.020 --> 00:26:48.375 - I don't gotta do anything else. Yup, it will be automatically 00:26:48.375 --> 00:26:52.645 - up in share point. You can see it within teams. You can see it 00:26:52.645 --> 00:26:54.780 - by navigating via one drive inside of.