Working with Data in SharePoint
Step-by-Step Guide
This article is a practical, step-by-step guide to working with data in SharePoint — from uploading and organizing files, through collaborating on documents and versions, to sharing, syncing and searching. While the previous article on OneDrive and SharePoint explained the difference between them, here you'll find concrete steps for actually working with data in SharePoint.
When and how often to work in SharePoint
A common misconception is that SharePoint is set up once at the start of a project — a library is created, the initial files are uploaded — and then forgotten about. In practice it's exactly the opposite: SharePoint is meant for ongoing, day-to-day use, not a one-time upload of data.
- Documents change continuously — the right place for the current version of a contract, price list or project documentation is SharePoint, not an email attachment sent three months ago.
- The team changes — new colleagues need access to current data, not to whatever someone uploaded at the start.
- Collaboration is ongoing — co-editing documents, comments and approvals only make sense if you keep coming back to SharePoint regularly.
The easiest way to make this effortless is to set SharePoint up so you don't have to visit it "on purpose" — for example by syncing it to your computer (more in the last section of this article), which lets you work with current files just like with ordinary folders.
Uploading and organizing files
How to upload files or a folder
- Open the relevant document library in SharePoint (e.g. via a link from Teams or directly at sharepoint.com).
- Click "Upload" in the top bar.
- Choose "Files" or "Folder" and select the items on your computer.
- Confirm — the upload runs in the background, and you can see its progress in the top-right corner.
How to create a new folder
- In the document library, click "New" → "Folder".
- Enter the folder's name and confirm.
Working on documents together
How to edit a document together with colleagues in real time
- Open the document directly in your browser by clicking its name.
- The file opens in the web version of Word, Excel or PowerPoint — edits are saved automatically.
- If a colleague is also editing the document, you'll see their cursor and changes in real time.
How to open a document in the desktop app instead of the browser
- Click the three dots next to the file's name.
- Select "Open" → "Open in app" (e.g. Word).
Versions and change history
How to view a document's version history
- Click the three dots next to the file.
- Select "Version history".
- The list shows each saved version with the date and the name of the person who made the change.
How to restore an older version
- In the version history, click the three dots next to the version you want.
- Select "Restore" — the document reverts to that state, while the current version isn't lost, it's simply saved as another entry in the history.
Sharing and permissions
How to share a file or folder
- Right-click the file or folder and select "Share".
- Enter the person's name or email, or create a sharing link.
- Choose the permission level ("Can edit" or "Can view") and confirm sending.
How to check or change who has access
- Click the three dots next to the file or folder → "Details".
- In the "Has Access" panel you'll see the list of people — you can adjust or remove permissions here.
Syncing with your computer
How to sync a document library to your computer
- In the document library, click "Sync" in the top bar.
- If your browser asks, confirm opening it in the OneDrive app.
- The library is added to File Explorer (Windows) or Finder (Mac), and the files continue downloading and updating in the background.
Searching for files
How to quickly find a file
- Use the search box at the top of SharePoint.
- Enter the file's name, a piece of text from its content, or the author's name — SharePoint also searches inside documents, not just their names.