SharePoint (Modern Sites) - Open and work on a document Tutorial

Learn how to open and work on documents using SharePoint. This video takes you through the process step-by-step, showing you how to access and edit Word, PowerPoint, and Excel files. Whether you're new to SharePoint or need a refresher, this tutorial has you covered!

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Objectifs :

This video aims to guide users on how to effectively use SharePoint for managing documents within a sales department. It covers how to open, edit, and save documents in both online and desktop applications, ensuring users understand the automatic saving feature and how to access different document types.

Chapitres :

  1. Introduction to SharePoint Document Management
    In this section, we will explore how to utilize SharePoint for managing documents in the sales department. Understanding the basics of document handling in SharePoint is essential for efficient workflow.
  2. Opening Documents in SharePoint
    To open documents in SharePoint, simply left-click on the desired file. You can work with various document types, including Word, PowerPoint, and Excel. When you click on a document, it opens in a new online tab, allowing you to edit directly without needing to download it.
  3. Editing and Saving Documents
    While working on a document, any changes you make are saved automatically. There is no need to manually save your work using 'Control + S' or 'Save As.' A cloud symbol indicates that your file is saved, ensuring that every modification is recorded in real-time.
  4. Closing Documents
    Once you finish editing a document, simply close the tab. This process is the same for all document types, including Word, PowerPoint, and Excel. The cloud symbol will confirm that your work has been saved before closing.
  5. Using Desktop Applications
    If you prefer to work in desktop applications, site owners can adjust settings to allow documents to open directly in the desktop app. Alternatively, you can click on the three ellipses next to the document name, select 'Open,' and choose the desktop application option.
  6. Immersive Reader Feature
    The Immersive Reader feature is available for Word documents only. It provides a distraction-free environment for reading and reviewing your document. To access it, ensure you are in the online version of Word.
  7. Editing Across Devices
    Regardless of whether you are using a Windows computer, MacBook, or mobile device, you can access and edit the same documents. All changes will be saved across all platforms, ensuring a seamless experience.
  8. Conclusion
    In summary, SharePoint offers a user-friendly interface for managing documents in a sales department. By understanding how to open, edit, and save documents both online and in desktop applications, users can enhance their productivity and collaboration.

FAQ :

How do I open documents in SharePoint?

You can open documents in SharePoint by left-clicking on the file. This will open the document in a new online tab.

Do I need to save my work in SharePoint?

No, you do not need to manually save your work in SharePoint. All modifications are saved automatically.

Can I work on documents using desktop applications?

Yes, you can work on documents using desktop applications. You can change the default settings to open files directly in the desktop app or use the ellipses menu to select 'Open' and choose the desktop application.

What is the Immersive Reader and how do I use it?

The Immersive Reader is a feature available in Microsoft Word that allows you to read documents without distractions. You can access it from the editing options in Word.

Will my changes be saved if I switch between devices?

Yes, your changes will be saved regardless of whether you are using a phone, Windows computer, or MacBook, as long as you are working on the same document.

Quelques cas d'usages :

Collaborative Document Editing

In a sales department, team members can collaboratively edit a Word document in SharePoint. Each member can add their input in real-time, ensuring that everyone is on the same page without the need for multiple versions of the document.

Creating Presentations

A marketing team can use PowerPoint in SharePoint to create a presentation for an upcoming product launch. Team members can access the presentation from different locations, make edits, and see changes instantly.

Data Analysis and Reporting

An analyst can use Excel in SharePoint to analyze sales data. By working on the document online, they can share insights with the team immediately and ensure that everyone has access to the latest data.

Training and Onboarding

New employees can access training materials stored in SharePoint. They can open and review documents in Word or PowerPoint, ensuring they have the necessary information to get started without needing to download files.

Remote Work Flexibility

Employees working remotely can access and edit documents in SharePoint from any device. This flexibility allows for seamless collaboration and productivity, regardless of location.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that allows users to store, organize, share, and access information from any device.

Document

A file that contains text, data, or information, which can be created and edited using applications like Word, PowerPoint, or Excel.

Word

Microsoft Word is a word processing application used for creating, editing, and formatting text documents.

PowerPoint

Microsoft PowerPoint is a presentation software used to create slideshows composed of text, images, and other multimedia.

Excel

Microsoft Excel is a spreadsheet application used for data organization, analysis, and visualization through tables and charts.

Online Tab

A browser-based version of an application that allows users to access and edit documents without needing to install the software on their device.

Automatic Saving

A feature that saves changes made to a document automatically, without requiring the user to manually save the file.

Desktop Application

A software application that is installed and runs on a personal computer or laptop, as opposed to being accessed through a web browser.

Immersive Reader

A tool available in Microsoft Word that provides a distraction-free reading experience, allowing users to focus on the text.

Ellipses

A set of three dots (•••) used in user interfaces to indicate that more options are available when clicked.

résultat(s)
00:00:02
I'm using my SharePoint site for my
00:00:04
sales department and I would like
00:00:05
to make sure I know how to open the
00:00:08
documents and how to work on them.
00:00:09
What are the things needed to know?
00:00:13
Let's sit together in this library.
00:00:15
I have right now three different documents,
00:00:18
a Word, PowerPoint and an Excel.
00:00:22
By simply left clicking on any of these.
00:00:26
We can see that I just oened
00:00:28
them in a new tab online.
00:00:31
I am not in the desktop application,
00:00:33
I'm online, I can work on the document.
00:00:37
And simply add data.
00:00:41
Once I'm done working on it,
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I do not have to save anything.
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No control plus no white save.
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Save as the save are automatic.
00:00:51
This symbol tells me that
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my file is now saved.
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Every single modification you
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make is saved automatically.
00:00:58
Once you are done working on a document,
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you simply have.
00:01:04
To close it.
00:01:06
It works the same for PowerPoint.
00:01:10
As we can see on the top left of your
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screen we have the same cloud symbol.
00:01:15
Which says saved.
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And Microsoft Word.
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Right here. Please note
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that whether it is Word,
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PowerPoint or the Excel, these files
00:01:31
have been opened in the online tabs.
00:01:33
But what if you wish to work
00:01:37
on the desktop apps?
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Well know that the owners of the site
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can change a default settings which
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will allow you once left clicking on the
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document to open directly the desktop app.
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But apart from that, as a user you
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can click on the three ellipses.
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Click on Open and choose A.
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The Immersive Reader is only
00:02:01
available for Word and not PowerPoint
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and allows you to consult your
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document without any distraction.
00:02:09
If you are already.
00:02:12
In the Online A, you can click on
00:02:15
Editing at the top right of your screen.
00:02:18
And open in desktop A.
00:02:21
Remember whether you open it online
00:02:23
in the desktop app on the phone,
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Windows computer, MacBook,
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no matter the device,
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it will always be the same
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documents which we can work on.
00:02:35
Everything will be saved.
00:02:38
And on night.

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