Filing cabinets


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Managing Files

Time: 5-10 minutes

  • Upload files and folders
  • Create files and folders
  • Delete and restore deleted files
  • Delete files in the cloud

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Share files and folders

Time: 2 minutes

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Tips and Tricks

Follow retention schedules

A retention schedule specifies when records are disposed. The Presbyterian Historical Society publishes a general retention schedule for congregations that can be adapted for specific projects or committees.

Follow the retention schedule closely, and plan on a deep clean at least annually.

Commit to standard file names and organization structure

Set a uniform way of naming files and organizing them. You should pay careful attention to how you are currently accessing files – do you need files grouped by date? Year? File type? Or something else, like project?

Your conventions won’t be perfect, but imperfect yet standard conventions are better than no conventions at all.

Understand access

You should formulate a clear understanding of who is accessing what files. You can view the list of members with access with the share button. Only on rare occasions should links be open to anyone with them. Ordinarily, they should be limited to your team, and sometimes files should be limited to a few select individuals.

Use version history

Most files have a “version history” option when right-clicked (or if you select the three-dot icon on a file). This shows the modifications of each file and the user who changed it. You can restore a version or view it with the linked text in the “modified” column.

Avoid creating new versions of a document and changing the file name (e.g., “_edited”, “updated”, “final”, “v2”). Instead, if you are editing a Word, Excel, or PowerPoint document, simply make your changes knowing that the previous version is still saved in the history. For images or PDFs, you can simply upload a new version with the same name, and select “replace” when OneDrive prompts you to overwrite the change.

Avoid downloading files locally

In most circumstances, you should avoid downloading files locally to your computer. When you download a file from OneDrive, it saves a copy (not the original) to your device. This means that any changes you make will not update in OneDrive. Try using the web-based version of Word that automatically opens. This will help keep your documents up to date.