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 add a shortcut to OneDrive, avoiding OneDrive Sync to prevent data issues. Use these methods on campus-issued devices.

Prerequisites

• An FCNet 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)

1. Log In:
   • Go to https://o365.fullcoll.edu/ and sign in with your FCNet email and password.
   • Complete MFA if prompted.
2. Open Teams or SharePoint:
   • Click the Teams tile, select your department’s Team, navigate to the General channel, and click Files.
   • Alternatively, click the SharePoint tile and select your department’s site (e.g., “ACT Staff”).
3. 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.
4. Best Practices:
   • Use web access to avoid syncing issues.
   • For frequent access, pin the SharePoint site to your browser bookmarks.

Option 2: Add a Shortcut to OneDrive

1. Navigate to Files:
   • In Teams or SharePoint web, go to your department’s Files (as above).
   • Click Open in SharePoint (top-right).
2. Add Shortcut:
   • In SharePoint, click Add shortcut to OneDrive (top toolbar).
   • The folder appears in your OneDrive under My files > Shortcuts (viewable in File Explorer or OneDrive web).
3. Access Files:
   • Open File Explorer, find OneDrive – Fullerton College, and expand Shortcuts to view files.
   • Files are accessed on-demand (requires internet) unless marked for offline use (see Files On-Demand below).
4. Best Practices:
   • Use shortcuts instead of syncing to minimize data duplication.
   • Enable Files On-Demand to save space (see 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

• Access: 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).

FAQs

Why can’t I find my department’s files?
You may not be a Team member. Contact your department steward or submit an SR.

Can I sync files to my home device?
Not recommended due to data issues. Use web access or shortcuts instead.

How do I access files offline?
Enable Files On-Demand and mark specific files for offline use in OneDrive.

Support

• Email: [email protected]
• Phone: (714) 992-7111
• In-Person: Building 500, Room 517, during business hours
• Microsoft Resources: SharePoint overview link