Downloading a document and uploading it to a could drive should not be a two-step process. When you sync your drives to your Windows 10 device, it isn’t. Welcome to Day 74 of 365 Ideas of Office 365.
understanding SharePoint and Shared File Storage
First, to clarify what I mean by “your drives”, I mean any cloud storage. In my district, I have OneDrive cloud storage, which is only my own private file storage and retrieval. I also have a couple options for shared file storage. Traditionally, while these other “drives” have always been in SharePoint, SharePoint always sort of ran in the background for our users and the interface was something different, like Microsoft Teams. Maybe you’re already familiar with SharePoint, but for us, SharePoint is just starting to come out of hiding. When I am in Teams, under the file tab, I can click to “Open in SharePoint”.
Likewise, in Outlook, when I click on a Group, our shared files have the SharePoint icon on them.
Advantages of Using Shared Files
The advantages of using a Shared drive include shared ownership of files and documents. Since we write all our curriculum in house, this has previously caused issues because every word document was created by someone, and they are the owner of said document. So when people retired or went to another district or quit teaching to sell snow cones in a stand on the beach, their documents and files left with them (or more likely just went away.) When one person leaves a Group or a Team, everyone else still owns it and has access to it, and whoever fills their position can be added.
By the way, this also is a remedy for the fact that you can’t organize your “Shared” section in OneDrive. Stop using it. Create Groups and share within them. (Added bonus, all the files you share in that Group are grouped, in context, away from your 100’s of other files.)
So, how do I get items from my OneDrive to our shared Group or Teams drive? We’ll get to that before we finish.
The first step in making that process easy is to sync, or add those shared “drives” to your Windows 10 desktop or laptop. (I put “drive” in quotes because it’s technically not a drive, but it behaves like one.)
This video walks you through how to add a Groups “drive” to your desktop. This is what I mean when I say sync it to your device.
Similarly, this one shows how to add a “drive” from Teams. This also syncs to your device.
You may not have to sync your OneDrive to your device. Your school or district may already have OneDrive mapped to your computer. If not, check out this video.
Now that you have these drives synced, what does that mean, and what does this enable you to do that you couldn’t do before?
As the opening sentence said, now when you download anything, these become options for where you download and save to. If my ultimate goal is to put something in my OneDrive or to share with my Team through our shred storage, I can choose that location instead of downloading to my device, then uploading to OneDrive or Teams.
Most likely, you already have many files and folders already in some of these places, too. Moving them from one to the other is now as simple as click and drag.
Adding attachments to Assignments in Teams
This also solves what I found to be the most frustrating thing about creating Assignments in Teams. Teams allows you to add all kinds of attachments to an assignment, form many sources. Teams also has a shared storage area. But Teams doesn’t allow you to add an attachment from the storage area of that Team! However, it does allow you to upload from your device. If your Teams storage is synced to your device, you can add items from your Team’s Files via upload!
Decluttering Made Simple
Finally, remember that no matter how many of these syncs you create on your device, they are nested, meaning you can choose to close the list, in OneDrive, in Outlook, and in your Files on your computer.
If you like this style of directions and screenshots, walking you through ideas for using Microsoft tools in your classroom, check out my book,
All the Microsoft Tools You Need to Transform Your Classroom: 50 Ideas for using Microsoft Office 365 for Education available on amazon in both Kindle and paperback.