Sharepoint Team Member Instructions

by | May 15, 2026 | Microsoft 365, Shared Files

SharePoint sites give teams a secure shared workspace for shared files, permissions, version history, and real-time Microsoft 365 collaboration, while OneDrive sync lets staff work from File Explorer much like a traditional network share.

Quick Links

1. Sign In to Microsoft 365

  1. Go to https://www.microsoft365.com.
  2. Sign in with your Microsoft 365 work account.

2. Open the Shared Documents Library

Click this link:

https://second-level.sharepoint.com/sites/Communications-Team/Shared%20Documents

3. Sync Files to Your Computer

  1. Click Add Shortcut to OneDrive.
  2. When prompted, click My Files in OneDrive.
  3. Sign in with your Microsoft 365 work account.
  4. Wait for OneDrive to finish setting up the sync connection.

4. Access Files Like a Network Drive

Open File Explorer. The synced folder should appear under your organization name, similar to this:

Second Level LLC
+-- Communications-Team
    +-- Documents
  • Drag and drop files.
  • Open and edit files directly.
  • Save files in this folder just like a shared drive.
  • Use the synced folder instead of emailing files back and forth.

Comparison to the Old File Share

Old System New System
\\fs\share Second Level LLC > Communications-Team > Documents
Network drive or mapped share Synced SharePoint document library in File Explorer
Files stored on local server Files stored in Microsoft 365 SharePoint
Limited co-authoring Real-time Microsoft Office collaboration

Status Icons

  • Green checkmark = file is synced and available on this computer.
  • Blue circular arrows = file is currently syncing.
  • Cloud icon = file is online-only and will download when opened.

If You Need Offline Access

Right-click important folders or files and select Always keep on this device. This keeps a local copy available when you do not have Internet access.

If Sync Does Not Work

  1. Make sure OneDrive is installed and running.
  2. Install OneDrive if needed: Download Microsoft OneDrive.
  3. Sign in to OneDrive with your Microsoft 365 work account.
  4. Return to the Documents library and click Sync again.

Important Tips

  • Work from the synced Communications-Team > Documents folder in File Explorer.
  • Do not rename or move the top-level synced folder.
  • Avoid very long folder paths and file names.
  • Avoid unsupported characters in file and folder names.
  • Files sync automatically when you are connected to the Internet.
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