Uploading and Managing Sharepoint Folders / Docs

Uploading to SharePoint and sharing them with other team members involves several steps to ensure the data is uploaded securely and permissions are set correctly. Here’s a detailed guide to help you through the process:

Step 1: Prepare Your Files

1. Organize Your Files:
   • Ensure your folders and files are well-organized.
   • Remove any unnecessary files and ensure sensitive information is clearly labeled.

Step 2: Access SharePoint

1. Log in to SharePoint:

   • Open your web browser and go to your SharePoint site.
     
   • Log in with your Microsoft 365 credentials.

2. Navigate to the Appropriate SharePoint Site:

   • Go to the SharePoint site where you want to upload the accounting folders. If you don’t have a dedicated site, consider creating one specifically for the accounting department.

Step 3: Create a Document Library (If Needed)

1. Create a New Document Library:
   • If you don’t already have a document library for accounting, create one:
     • Click on the settings gear icon (⚙️) in the top right corner.
     • Select Site contents.
     • Click + New and choose Document library.
     • Name the library (e.g., "Accounting Documents") and click Create.

Step 4: Upload Files to SharePoint

1. Upload Files:
   • Go to the document library where you want to upload the files.
   • Click Upload and select Folder to upload an entire folder or Files to upload individual files.
   • Browse to your folders on the shared drive and upload them.

Step 5: Set Permissions

1. Manage Permissions:

   • Navigate to the document library where the accounting folders were uploaded.
   • Click on the settings gear icon (⚙️) and select Library settings.
   • Under Permissions and Management, select Permissions for this document library.

2. Break Inheritance:

   • By default, document libraries inherit permissions from the site. If you want to set unique permissions for the library:
     • Click Stop Inheriting Permissions.
     • Confirm the action if prompted.

3. Add Users and Set Permissions:

   • Click Grant Permissions.
   • Enter the names or email addresses of the team members.
   • Choose the permission level (e.g., Read, Contribute, or Full Control). For accounting, Contribute might be suitable to allow editing and managing files.
   • Click Share.

Step 6: Ensure Security

1. Enable Sensitivity Labels (Optional):

   • If your organization uses Microsoft 365 compliance features, consider applying sensitivity labels to the document library or individual files for added security.
   • Labels can help enforce encryption, access controls, and other security measures.

2. Audit and Monitor Access:

   • Regularly review access logs and audit reports to ensure that only authorized users are accessing the sensitive accounting files.

Summary

1. Prepare and organize your files on the shared drive.
2. Access SharePoint and navigate to the appropriate site.
3. Create a new document library if necessary.
4. Upload your files to the document library.
5. Set permissions to ensure only the team has access.
6. Enable additional security measures like sensitivity labels and regularly audit access.