• One Drive is provided to every user with a Highlight email address and each person gets 1TB of storage space in the cloud. 
• Staff who have a Highlight provided laptop are required to store all documents in OneDrive to prevent potential data loss.  

 

 

Accessing OneDrive

• From Desktop
  • Click on the OneDrive icon in the toolbar and select "Open Folder"

                         

• From the Web
  • Navigate to https://portal.office.com and click on the OneDrive icon on the left side of the screen.

                         

 

 

Sharing from OneDrive

• From Desktop
  • Open the Document you want to share. Click on Share in the upper right corner.

    

  • Select how you want to share the document by clicking on the box at the top of the pop-up window.  ​​​​​

    

  • Decide who you want to share with. If you want to allow them to edit, make sure you check the box. 

    

  • Enter a recipient's email address

    

  • Or copy the link to share

    

• From the Web
  • Locate the file you're looking for and click on the share button.

    

  • The workflow is the same as sharing from Desktop.

 

 

Co-Editing from OneDrive

• One Drive is one of the preferred methods for Co-Editing documents. It is ideal for situations where you need to co-edit a document amongst a small group of people, or the document isn't directly needed for a project or proposal. 

• Highlight uses SharePoint for many different purposes but it is primarily used as a place to collaborate on the various projects and proposals within the company.
• To access a SharePoint site you must have the correct permissions. If you receive an access denied message you can request access from the IT team through that page.

 

 

Accessing SharePoint

• From the Web
  • Copy and Paste a provided link into your web browser. Highlight maintains many SharePoint sites and we're working on solutions to make locating them manually easier.
  • You can open Documents directly in SharePoint to edit by clicking on them.
  • Or you can Open in the Desktop App if that is available to you. (This is recommended if you need advanced formatting features.) 
    • Right Click on Document>Open>Open in App.  
• Syncing to Desktop
  • Navigate to a Document Library you want to Sync. (You may need to go to Site Contents first.) 
  • Click on the Sync Button at the top of the list of files and click on Open in OneDrive.
  • Select the folders and files you want to sync to your computer. 
  • These folders will now be available in your Windows File Explorer under the Highlight Technologies, LLC heading. 

    

 

 

Sharing from SharePoint

• From Desktop
  • The workflow is the same as sharing from OneDrive above
  • Open the Document you want to share from your File Explorer. Click on Share in the upper right corner.
  • Select how you want to share the document by clicking on the box at the top of the pop-up window
  • If you want to allow others to edit, make sure you check the box. 
  • Enter a recipient's email address
  • Or copy the link to share.
• From the Web
  • The workflow is the same as sharing from OneDrive above
  • Locate the Document on the SharePoint Site and click on the share button.
  • The workflow is the same as sharing from Desktop. 

 

 

Co-Editing from SharePoint

• SharePoint is one of the preferred methods for Co-Editing documents. It is ideal for situations where a larger group of people need to edit a document, or if the document is relevant to a specific project or proposal.
• We recommend opening documents from SharePoint in your Desktop App if it is available to you for additional formatting options. 

• Teams Channels can be linked up to existing SharePoint sites for easier access and collaboration on files and documents. 
• To view a SharePoint tab in Teams you must also have permission to the SharePoint site the tab is linked to. 

Accessing a SharePoint Tab in Teams

• SharePoint tabs will be located at the top of a Channel or Chat in Teams.
• Each Channel or Chat can have a different set of Tabs.

  

   

Viewing Documents in Teams

• Double click on a document in Teams to open it.
• Teams has a built in viewer and editor for Word, Excel, and PowerPoint documents. 
• Teams also has a built in viewer for PDF documents.
• If you have edit permissions we recommend opening the document in its corresponding app. (Word/Excel/PPT)

  

Co-Editing in Teams

• You can Edit and Co-Edit documents from directly in Teams. However we DO NOT recommend this method due to some stability issues with the Teams document editor that may cause changes to not be saved. 
• We recommend navigating to a document within Teams and opening it in your Desktop App if it is available to you.   

• Every Team Channel and Private Chat has a Files tab to help manage files that are shared in the channel/chat.
• Depending on permissions, Documents in the Files tab can be downloaded and edited by members of the Team.
• These files are stored in different locations depending on what Files tab you're using:
  • In a Team General Channel
    • Stored in the Teams back end site for that specific Team. 
    • If the Team is deleted documents in the General Files tab will be lost.
  • In a Team sub-channel
    • Stored in a sub-folder of the Teams back end site. 
    • For private channels this folder is restricted to members of the channel only. 
    • If the channel is deleted documents in the channel's Files tab will be lost.
  • In a Private Chat or Group Chat
    • Stored in the OneDrive folder of the person who shared the document. If someone shared a file with you in a private chat you would see it in the Files tab but not in your OneDrive folder. 
    • If the individual's account is deleted documents in the private or group chat Files tab will be lost. 

• Use Cases for the Files Tab:
  • We DO NOT recommend using the Files tab to store Documents that are intended to be Co-Edited or used regularly on a project/proposal. The Files tab is tied to it's channel/chat, so if the channel/chat is deleted you may lose access to the documents in the Files tab.