Audience: Fullerton College staff
Overview: Department files previously stored on on-premises servers have been migrated to SharePoint, accessible via Microsoft Teams, SharePoint web, or OneDrive shortcuts. This article guides you to access files using web-based SharePoint (recommended) or to add a shortcut to OneDrive, avoiding OneDrive Sync to prevent data issues. Use these methods on campus-issued devices.
Prerequisites
- An FC email account (e.g., [email protected]) with access to your department’s Team/SharePoint site.
- Membership in your department’s Microsoft Team (confirm with your Division/Department Admin or steward).
- Internet access for initial setup; web access works offline with Files On-Demand.
Instructions
Option 1: Access Files via SharePoint Web (Recommended)
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Open Teams or SharePoint:
- Go to https://o365.fullcoll.edu/, sign in with your FC Student/Staff account email and password, and complete MFA.
- Click the Teams or Sharepoint tile on your M365 app page:
- If opening in Teams: click the Teams tile, select your department’s Team, navigate to the General channel, and click Files.
- If opening in SharePoint: click the SharePoint tile and select your department’s site.
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View Files:
- Files appear in the Documents library (may be under General or Migrated).
- Open files directly in web-based Office apps (Word, Excel) or download as needed.
Best Practices:
- Use web-based apps to avoid syncing issues.
- For frequent access, save the SharePoint site to your browser bookmarks.
Option 2: Add a Shortcut to OneDrive
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Navigate to Files:
- In SharePoint web, go to your department’s Files (as above).
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Add Shortcut and Access Files:
- In SharePoint, select a file by clicking the radio button to the left of its filename.
- Click Add shortcut to OneDrive (top toolbar).
- The shortcut to the file appears in your OneDrive under My files > Shortcuts (viewable in File Explorer or OneDrive web).
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Accessing Files in File Explorer:
- Open File Explorer, find your OneDrive folder in the sidebar.
- Files are accessed on-demand (requires internet) unless marked for offline use (see Files On-Demand in the article "How to Use OneDrive for File Storage and Sharing").
Best Practices:
- Use shortcuts instead of syncing to minimize data duplication.
- Enable Files On-Demand to save space (see article How to Use OneDrive for File Storage and Sharing).
Avoid OneDrive Sync
- Why Avoid Sync: Syncing large department folders can cause data conflicts, slow performance, and storage issues on local devices.
- Alternative: Use web-based SharePoint or shortcuts for reliable access.
- If Sync Enabled: To stop, right-click the OneDrive cloud icon > Settings > Account > Stop sync for the folder. Contact ACT for cleanup.
Notes
- Gaining Access to Department Files: Confirm Team membership with your department steward or submit an SR at https://www.fullcoll.edu/service-requests/.
- Files On-Demand: Enable in OneDrive settings to access files without full download.
- Performance: Web access is faster than syncing, especially for large repositories.
- Policy Compliance: Follow NOCCCD’s Acceptable Use Policy (AP 3720).