Learning outcomes
- Explain how to organise shared files with columns, views and versioning.
- Complete the guided practice safely.
- Check that you can find the file using a view rather than folder browsing.
Cloud Files and Collaboration
SharePoint Libraries and Metadata
Learn to organise shared files with columns, views and versioning and find the file using a view rather than folder browsing in this beginner-friendly Microsoft 365 lesson.
Before you begin
Create a training folder containing non-sensitive sample files. Check who should be allowed to view or edit.
Step-by-step instructions
- Open OneDrive, SharePoint or the named collaboration app and confirm you are using the intended account.
- Add a sample document and update one metadata field.
- Pause and check permissions, filenames, recipients, dates or settings that affect the task.
- Test the result: find the file using a view rather than folder browsing.
- Verify the file location, sharing scope, permission level and version history before finishing.
Ian's practical tip: Use sample information first. Once the workflow is correct, repeat it with approved work information and the minimum necessary access.
Practical activity
Add a sample document and update one metadata field. Your expected result is to find the file using a view rather than folder browsing.