SharePoint Instructions

1. Introduction

SharePoint is the company’s centralized platform for document management, team collaboration, and shared resources.

It is used for storing team documents, accessing departmental portals, sharing files internally, and managing project-related information.

All employees must use SharePoint for accessing shared company documents rather than storing them locally.

---

2. Accessing SharePoint

You can access SharePoint using any browser:

1. Open Chrome / Edge
2. Go to https://www.office.com
3. Sign in with your company email and password
4. Click the SharePoint icon from the app menu

You will see a list of sites, teams, and departments you have access to.

---

3. Navigating SharePoint Sites

SharePoint consists of multiple sites such as:

• HR Site – policies, forms, announcements
• IT Site – guides, SOPs, checklists
• Project Sites – documents, sprint notes, project plans
• Team Sites – files related to specific teams (QA, Dev, Operations)

Each site has structured folders and document libraries for easy navigation.

---

4. Accessing and Downloading Documents

To open shared files:

• Go to the required Site
• Open Documents or the specific library
• Click on the document to open it in Word/Excel/PowerPoint Online
• Use Download only when required
• Prefer using Open in App for editing

Do not store downloaded documents permanently on your device unless approved.

---

5. Uploading and Managing Files

To upload new documents:

• Open the correct folder/library
• Click Upload → Files or Upload → Folder
• Ensure file naming follows your team’s naming standards
• Do not duplicate documents already existing in the site
• Avoid uploading personal data or sensitive files without permission

---

6. Editing Shared Documents

SharePoint supports real-time co-editing.

• Click a document → Open in Browser or Open in Desktop App
• Multiple team members can work simultaneously
• Changes are saved automatically
• Use Comments and Track Changes for collaboration

Avoid creating multiple versions unless necessary.

---

7. Sharing Files from SharePoint

To share internally:

• Right-click the file → Share
• Select People in Hein+Fricke
• Choose View or Edit permission
• Enter the colleague’s name/email
• Click Send

For external sharing, authorization from your Manager or IT is mandatory.

---

8. Syncing SharePoint to Your Laptop (Optional)

You can sync a SharePoint library to your OneDrive client for offline access.

Steps:

1. Open the SharePoint site
2. Go to Documents
3. Click Sync (cloud icon)
4. Choose Allow when OneDrive prompts
5. The library will appear under:

OneDrive – Hein+Fricke → [Site Name]

This allows you to work offline and sync when connected to the internet.

---

9. Best Practices

Employees must follow:

• Store team-related files in SharePoint, not in personal folders
• Avoid deleting or renaming shared folders without team approval
• Keep documents organized using the existing folder structure
• Never store confidential documents outside approved SharePoint sites
• Report missing access or permission issues to IT

---

10. Support

For SharePoint access, permissions, or syncing issues: support@heinfricke.services