Microsoft SharePoint

What Is SharePoint?

SharePoint is a web-based platform for document management, intranet sites, and team collaboration. At SPS, SharePoint powers the district intranet, department sites, and every file stored in Microsoft Teams. When a user uploads a file to a Teams channel, that file lives in SharePoint — not in Teams itself.

SharePoint is organized into Site Collections (top-level workspaces) and Document Libraries (folders of files within a site). Every Teams team automatically gets a SharePoint site. Every Microsoft 365 Group gets one too. This means SharePoint is everywhere at SPS — even if staff don't realize they're using it.

SharePoint vs. OneDrive — Critical Distinction

• SharePoint = team/organization files. Shared document libraries accessible to groups. "Our department's files." Backed by a SharePoint site.
• OneDrive = personal files. Individual cloud storage for one person. "My files." Backed by the user's OneDrive account.

Common Tech Line Tickets

• "I can't access a SharePoint site" — Permission issue. SharePoint site access is controlled by site owners. The tech line can't grant access — the site owner must add the user. Escalate to the site owner or the department that manages that site.
• "A document library isn't syncing" — The OneDrive sync client handles SharePoint sync. Check: is the sync client running? (Look for the blue cloud icon in the system tray.) Has the user clicked "Sync" in the SharePoint library? Try stopping and restarting the sync.
• "Files show as read-only" — The user may be viewing a file that's checked out by someone else, or they have read-only permissions. They can create a copy to edit, or request edit access from the site owner.
• "I deleted a file by accident" — SharePoint has a recycle bin. First stage: the document library's own recycle bin. Second stage: the Site Collection recycle bin (accessible to site collection admins). Files stay recoverable for 93 days from deletion.
• "The search isn't finding my document" — SharePoint search indexes content on a schedule, not instantly. New documents may take 15-60 minutes to appear in search results. Also, permissions filter search — users only see what they have access to.
• "Version history / I need an older version" — SharePoint tracks versions. Open the file, go to File → Info → Version History. You can view, restore, or delete previous versions. This is a lifesaver when someone accidentally overwrites critical content.

Permissions: The Basics

SharePoint permissions flow from the top down. Site owners control who can access what. There are three main permission levels:

• Full Control: Can do everything — add/remove users, change permissions, delete the site. Usually only site owners.
• Edit (Contribute): Can view, add, edit, and delete items in lists and libraries. Most staff get this level.
• Read: Can view pages and documents but cannot edit. Used for visitors or reference-only access.

Permissions can also be broken at the folder or file level (unique permissions). This creates complexity — a user may have access to a site but not to a specific folder within it. "I can get to the site but not open this folder" = unique permissions on that folder.

How SharePoint Connects to Everything Else

• Teams: Every Teams channel has a Files tab. That tab is a SharePoint document library. Upload a file in Teams → it's in SharePoint. Upload in SharePoint → it appears in the Teams Files tab.
• OneDrive: SharePoint libraries can be synced to File Explorer using the OneDrive sync client. Users see SharePoint folders alongside their personal OneDrive in File Explorer.
• Outlook: SharePoint document libraries can be attached to Outlook as shared mailboxes or calendars.
• Microsoft Forms: Form responses can be stored in a SharePoint list.
• Power Automate: Automations trigger on SharePoint events — "when a file is added, send an email."

Quick Troubleshooting Steps

1. Try the web version — Open the SharePoint site in a browser (Edge or Chrome). If it works in the browser but not in File Explorer, the sync client is the issue.
2. Restart the OneDrive sync client — Right-click the cloud icon in the system tray → Pause syncing → Resume. Or close and reopen OneDrive.
3. Check permissions — The user sees "Access Denied" or "You need permission." This is NOT a tech line fix — the site owner must grant access. Help the user identify who the site owner is.
4. Clear browser cache — Stale authentication tokens can cause access issues. Clear browser cache or try an InPrivate window.
5. Check file path length — SharePoint synced folders in Windows can't exceed 400 characters total path length. Long folder names + deep nesting = sync errors.

Authoritative Resources