One of the most common challenges while storing files is deciding how to categorize them for ease of access. Microsoft 365 offers multiple ways to manage your files efficiently.
Store documents in OneDrive for work or school or in your Team Sites library:
You can use OneDrive for work or school as a personal document library. The files are private by default, but the sharing settings can be changed as needed. Files stored in Team Sites are available to the members of the site. OneDrive for work or school offers 1TB of storage space for users.
To access OneDrive for work or school or your Team Sites library, sign in to Microsoft 365, and follow either one of the following steps:
- Select OneDrive from the header, then go to Files in the Quick Launch bar.
- Select Sites from the header, click the Team Site tile, and then select a Documents library in the Quick Launch bar.
In OneDrive for work or school, you can see a list of OneDrive activities in the Quick Command bar present above the library. From here, you can:
- Add, upload, edit, and share files.
- Sync your files to a folder in your computer.
Find and follow documents:
For organizations with a huge number of documents, it's difficult and time-consuming to search through them to find what they want. You can simplify this task with the following features:
- Query box in OneDrive: Using this tool, you can find documents in your OneDrive for work or school, documents that someone has shared with you, or documents that are stored in a site you follow.
- You can use Find a File on top of the documents, or the Search this site box in SharePoint.
- You can also follow documents and sites you need to access often. The documents you follow will be listed under Followed Documents. The document libraries of the sites you follow will be listed under Site Folders.
- You can choose to be notified about changes being made to documents by setting alerts. You can decide to receive alerts either through text messages or email.
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