SharePoint: Frequently Asked Questions (FAQs)

General Questions

Q: Why are we migrating to SharePoint?

A: We are migrating to SharePoint as part of our IT Digital Strategy to modernize our infrastructure to web-based technology. SharePoint is a secure place to store, organize, share, and access information via a web browser. 

Benefits of using SharePoint include: 

• Time saving features like collaboration, versioning, and drag & drop.
• Seamless integration with Teams, OneDrive, and Microsoft Office apps.
• Improved stability, reliability, and scalability of key IT services.
• Cost efficiencies enabling funds to be redirected to higher priority technology needs. 
• Enhanced security, disaster recovery, and business continuity. 

Q: Where are my documents? Which document storage tool do I use?

A: There are three primary locations for documents (1) OneDrive, (2) SharePoint, and (3) the Network Shared Drive. Upon migration, SharePoint is the primary location for storing and managing all active InterDent corporate documents with colleagues. 

Q: What folders and files have been moved to SharePoint? Which ones have not?

A: Once your department has officially transitioned to using SharePoint, all folders that were in the Shared Network Drive for your department have been copied to your department SharePoint site. Files have been migrated as follows:

• Active files: Files modified on/after 1/1/2024 have been copied to your department SharePoint site. 
• Inactive files: Files modified before 1/1/2024 have not been copied to your department SharePoint site. Inactive files remain available in Network Shared Drives. Inactive files are ‘read only’ (cannot edit or save). If you need to edit an inactive file, drag and drop it to your department SharePoint site and maintain it there moving forward. 

Find step-by-step instructions  for moving files to/from SharePoint. 

Q: Who can access the files in our department SharePoint site?

A: Permissions and access to department SharePoint sites are the same as Network Shared Drives. If you can access a specific folder in the S drive, for example, you will be able to access that same folder in your department SharePoint site. 

Departments are transitioning to SharePoint in phases and with varying time periods. Once all departments have transitioned to SharePoint, you will be able to access active folders/files from other depts on SharePoint if you had access to them before migration. 

Using SharePoint 

Q: How do I create shortcuts and bookmarks on my computer for my department SharePoint Site?

A: Step-by-step instructions are available to help you create shortcuts and bookmarks for your department SharePoint site. 

Q: Active files (modified on/after 1/1/24) that should be in my department SharePoint site are not there? What do I do? 

A: When your department migrated to SharePoint, the IT team copied over all active files (modified on/after 1/1/24) to the SharePoint site. After this migration, it is up to the department to make sure any files you work in are saved to SharePoint. The Network Shared Drives and the SharePoint site are not linked from a data perspective. This is intentional to ensure no duplication of files. 

If the active files were created after your department migrated to SharePoint, make sure that you and your department have saved them to the SharePoint site (instead of another location). If you are not sure where you saved them, create a support ticket with IT. Review step-by-step instructions on how to save documents to SharePoint. 

Q: What do I do if I need to edit a file that was last modified before 1/1/24 and is therefore in the 'read only' Shared Network Drive (not in SharePoint)?

A: To edit a file that is ‘read only’ and located in the Shared Network Drive, copy the file to your department SharePoint site, edit as needed, and maintain the file in SharePoint moving forward. Find step-by-step instructions to drag and drop files into SharePoint. 

Q: My dept SharePoint site contains a folder with no documents? Why is it empty? 

A: All folders from the Shared Network Drive have been copied to your department SharePoint site. However, only active files (modified on/after 1/1/24) have been copied to your department SharePoint site. Therefore, you may see a folder without any or all documents if those documents are inactive files (modified before 1/1/24). 

Q: Why can't I access another department's SharePoint site? I had access to folders/files for that department in the Network Shared Drive.

A: Departments are transitioning to SharePoint in phases and with varying timeframes. Once all departments have transitioned to SharePoint, you will be able to access active folders/files from other depts on SharePoint if you had access to them before migration. 

Q: Active files (modified on/after 1/1/24) that should be in my department SharePoint site are not there? What do I do? 

A: If the active files were created recently (after your department migrated to SharePoint) make sure that you saved them to the SharePoint site (instead of another location). Create a support ticket with IT for assistance or questions.

Support Questions:

Q: I need help with my files! Who do I contact?

A: Create a support ticket with IT.