Working from a document on SharePoint
In SharePoint there are three ways in which you can work from a document.
> Open in SharePoint - the file will open up in SharePoint and allow you to edit, it will also complete automatic saves back into SharePoint, as well as find save when you close down the file after finishing working on it. However, some functionality may be restricted.
> Open via App - this will open the document in the relevant Microsoft App, which gives you access to full functionality. It will automatically complete regular saves back to SharePoint as well as a final save when you close down the program after finishing working on it.
> Download - This will download a file to your desktop. This then becomes an independent file and will not save back to the master version on SharePoint. Instead you will need to re-upload this file. This option is useful if / when you don’t want automatic saves to take place.
Open In Sharepoint:
To open a file in SharePoint, locate the file you want to work on and click on the file name. This will open up the SharePoint version of the chosen application. E.g. Word, Excel, Power Point.
The document will open into a new web browser tab. From here you can edit the document and re-save the document. However, some functionality is limited. Where you need additional functionality, you can open the web browser document straight into the full Microsoft App by clicking Open in Desktop App.
Note: Depending on the Microsoft App, the Open in Desktop App function may be located in different places. For example in Word it is within the ‘Editing’ drop down menu, in Excel it in along the top task bar.
Open In Microsoft App:
To open in the relevant Microsoft App, first select the circle next to the file name to select the file. In the top task bar, a new function will now appear depending on the Microsoft App required to open the file.
Click the drop down next to the Microsoft App name and click ‘Open in App’. This will now load the document into the relevant Microsoft App which allows you full
functionality. The App will also save any changes you made to the master file as well as completing a final save when you close down the App at the end of use.
Download to work from document:
Reminder - when downloading a file to your desktop, this creates a separate file. If this newly downloaded file is to be the new master document, then you will need to archive the current document on SharePoint and upload your new master document. If the downloaded document is a new / updated version of the document you will need to rename the file before re-uploading to SharePoint.
To download a file, first select the file by clicking the circle next to the file name. Once
selected, click download in the task bar.
Once you click download, SharePoint will download the file(s) selected to your Download Folder on your desktop. You will know the download is completed as a drop down box will appear in the top right of SharePoint with the progress bar. Once it has fully downloaded you can access the file by clicking Open File, or you can locate the files via the Download Folder on your desktop.
Remember to re-upload your file to SharePoint once you have completed working on it.