IMPORTANT: HFA policy requires that all HFA company-owned data must be kept on HFA-managed OneDrive or Sharepoint accounts. Storing proprietary HFA data on personal filesharing platforms like DropBox, iCloud, Google Drive, Box.com, WeTransfer is strictly prohibited.
Understanding OneDrive and SharePoint
OneDrive and SharePoint are both part of Microsoft 365, but they serve different purposes:
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OneDrive is primarily for personal storage. Think of it as your own private cloud storage where you can save your files and access them from any device. You can also share files with others if needed.
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SharePoint is designed for team collaboration. It allows teams to create websites, manage documents, and collaborate on projects. It’s great for storing and sharing files that multiple people need to access and work on together.
Synchronizing SharePoint Documents with OneDrive
To keep your SharePoint documents in sync with OneDrive using the “Add shortcut to OneDrive” method, follow these steps:
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Open SharePoint: Go to your SharePoint site in your web browser.
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Navigate to the Document Library: Find the document library you want to sync.
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Add Shortcut to OneDrive: Click on the “Add shortcut to OneDrive” button. This will create a shortcut to the document library in your OneDrive.
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Access Your Files: The shortcut will appear in your OneDrive, allowing you to access your SharePoint documents from OneDrive.
Accessing Your Documents
You can access your synchronized documents in several ways:
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OneDrive Website: Go to OneDrive.com and sign in with your Microsoft 365 account. You’ll see all your files, including those synced from SharePoint.
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OneDrive App: Download the OneDrive app on your mobile device or desktop. Sign in with your Microsoft 365 account to access your files. The OneDrive client is already installed in ‘Term’ (HFA’s Remote Desktop environment), so you can access your files there as well.
Signing into the OneDrive Application
You can sign into OneDrive application in Term, or you can sign in from any HFA-owned or personally-owned Windows laptop:
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Locate the OneDrive Icon: Find the grey cloud icon in your taskbar (next to your system clock, usually at the bottom right of your screen).
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Click the Icon: Click on the grey cloud icon to open the OneDrive sign-in window.
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Sign In: Enter your Microsoft 365 account email and password, then click “Sign in”.
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Complete Setup: Follow the on-screen instructions to complete the setup. Your OneDrive folder will now be available on your computer, and you can access your synchronized SharePoint documents.
Security Benefits
Using OneDrive and SharePoint offers several security benefits:
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Data Encryption: Your files are encrypted both in transit and at rest, ensuring they are protected from unauthorized access.
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Access Controls: You can set permissions to control who can view or edit your files.
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Compliance: Microsoft 365 complies with various industry standards and regulations, helping you meet your organization’s compliance requirements.
By using OneDrive and SharePoint, you can securely store, share, and collaborate on documents from anywhere, on any device. If you have any questions or need further assistance, feel free to ask!