{"id":1784,"date":"2025-11-10T00:02:50","date_gmt":"2025-11-10T00:02:50","guid":{"rendered":"https:\/\/www.ultrexstaff.com\/?p=1784"},"modified":"2025-11-10T00:02:50","modified_gmt":"2025-11-10T00:02:50","slug":"sharepoint-staff-training-day-welcome-email","status":"publish","type":"post","link":"https:\/\/www.ultrexstaff.com\/?p=1784","title":{"rendered":"Sharepoint Staff Training Day welcome email"},"content":{"rendered":"\n<p>Hello Team!<\/p>\n\n\n\n<p>Today, we&#8217;re diving into our MS365 file-sharing process to ensure you can access your documents as directly and efficiently as possible. Alongside our in-person training, here&#8217;s a step-by-step guide for the one-time setup and ongoing use of SharePoint and OneDrive.<\/p>\n\n\n\n<p><strong>One-Time Setup:<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>**Access the Provided Links:**<br>\n<ul class=\"wp-block-list\">\n<li>We&#8217;ll send you a series of links corresponding to different department pages.<\/li>\n\n\n\n<li>Click on each link from your computer (PC or Mac).<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>**Navigate to the Documents Section:**<br>\n<ul class=\"wp-block-list\">\n<li>Once on a department page, locate and click on &#8220;Documents&#8221; in the menu. This may appear on the left-hand sidebar or across the top.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>**Identify the Relevant Folder:**<br>\n<ul class=\"wp-block-list\">\n<li>Within the Documents section, find the folder named after the department page you&#8217;re on, such as Governance, Communication, Management, or Operations.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>**Add Shortcut to OneDrive:**<br>\n<ul class=\"wp-block-list\">\n<li>Click to highlight the folder (avoid double-clicking to enter it).<\/li>\n\n\n\n<li>At the top of the page, select &#8220;Add shortcut to OneDrive.&#8221;<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>**Repeat for Each Link:**<br>\n<ul class=\"wp-block-list\">\n<li>Perform the above steps for each department link you&#8217;ve been provided.<\/li>\n\n\n\n<li>If you encounter an error stating, &#8220;You need permission to access this site,&#8221; it means you don&#8217;t have access to that folder. You can safely skip it. If you believe this is an error, please confirm with your point of contact, and we can adjust your access as needed.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p><strong>Ongoing Use:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>**Accessing Shared Folders:**<br>\n<ul class=\"wp-block-list\">\n<li>After adding shortcuts, you can access these folders through the OneDrive app on your computer, phone, or tablet.<\/li>\n\n\n\n<li>Download the OneDrive app from Microsoft on your preferred device and sign in using your organizational email credentials.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>**Understanding Shared vs. Personal Folders:**<br>\n<ul class=\"wp-block-list\">\n<li>The folders you&#8217;ve added are communal spaces. To share files with the team, place them into the corresponding department folder.<\/li>\n\n\n\n<li>Creating new files or folders within these shared directories will automatically grant access to the appropriate team members.<\/li>\n\n\n\n<li>Avoid using OneDrive to override sharing settings; adhering to the established structure ensures smooth collaboration.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>**Personal Backups:**<br>\n<ul class=\"wp-block-list\">\n<li>If your computer backs up the Documents, Desktop, and Photos folders into OneDrive, these are stored in your personal, confidential space and are <strong>not<\/strong> shared with the staff.<\/li>\n\n\n\n<li>Seeing these folders in OneDrive doesn&#8217;t mean others can access them.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p><strong>Best Practices:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>**Naming Conventions:**\n<ul class=\"wp-block-list\">\n<li>Use clear and descriptive names for files and folders. For example, &#8220;Fall2020_Logo&#8221; is more informative than &#8220;NEW_LOGO.&#8221;<\/li>\n\n\n\n<li>Within the four core shared folders, please follow company naming conventions. For your personal OneDrive folders, you have more flexibility.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p>For a visual walkthrough of these steps, you can watch the following video:<\/p>\n\n\n\n<p><a href=\"https:\/\/www.youtube.com\/watch?v=mJ4B22x1Xs8\">SharePoint Training<\/a><\/p>\n\n\n\n<p>Thank you for your attention. If you have any questions or need further assistance, don&#8217;t hesitate to reach out\u2014we&#8217;re here to help!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Hello Team! Today, we&#8217;re diving into our MS365 file-sharing process to ensure you can access your documents as directly and efficiently as possible. Alongside our in-person training, here&#8217;s a step-by-step guide for the one-time setup and ongoing use of SharePoint and OneDrive. One-Time Setup: Ongoing Use: Best Practices: For a visual walkthrough of these steps, [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[98,117,114],"tags":[],"class_list":["post-1784","post","type-post","status-publish","format-standard","hentry","category-it-knowledge-base-articles","category-ms365","category-templated-communications","post-preview"],"_links":{"self":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1784","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=1784"}],"version-history":[{"count":1,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1784\/revisions"}],"predecessor-version":[{"id":1785,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1784\/revisions\/1785"}],"wp:attachment":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1784"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=1784"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=1784"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}