Introduction to SharePoint

SharePoint Migration: From Egnyte to SharePoint

Introduction

This guide will serve as a guide to help you transition from Egnyte to SharePoint, highlighting key differences and providing step-by-step instructions for common tasks. It will also demonstrate how to work in files across SharePoint and OneDrive as well as how to share them both internally and with external users.

Key Differences Between Egnyte and SharePoint

Feature

Egnyte

SharePoint

Interface

File-explorer focused

Modern web interface with integration across Microsoft 365

Collaboration

Basic commenting and sharing

Real-time co-authoring, integrated comments, @mentions

Access

Primarily sync client

Multiple access methods: web browser, sync client (OneDrive), mobile apps

Version Control

Limited version history

Robust version history with restore options

Basic file search

Advanced content search across all documents

Integration

Limited third-party integration

Seamless integration with Microsoft 365 apps and services

Security

Basic permissions

Granular permissions, data loss prevention, and compliance features

Accessing and Working with Documents

Browser Access

SharePoint offers a modern web experience that works in any modern browser:

1. Sign in with your Microsoft 365 credentials

2. Access your document libraries from the left navigation or home page

3. Click on any document to preview or edit it directly in the browser

Key Difference: Unlike Egnyte's web interface, SharePoint allows direct editing of Office documents in the browser without downloading.

Setting Up OneDrive Shortcuts

OneDrive shortcuts allow you to access frequently used SharePoint folders without syncing all content locally. This is the default recommendation for working in SharePoint libraries from your browser.

Creating OneDrive Shortcuts

Navigate to the SharePoint folder you want to add as a shortcut
Select the folder by clicking the circle to the left of the folder name
Click "Add shortcut to My files" from the top menu or by hovering over the folder and choosing the shortcut icon

The folder now appears in your OneDrive "My files" section with a shortcut icon
Access this shortcut from any device with OneDrive installed

Key Difference: Unlike Egnyte's approach of syncing entire libraries, OneDrive shortcuts give you quick access without consuming local storage space.

Managing OneDrive Shortcuts

Open OneDrive from your desktop by clicking on the app grip from any Office Web App and then clicking OneDrive

A screenshot of a computerAI-generated content may be incorrect.

Navigate to "My files"

A screenshot of a computerAI-generated content may be incorrect.

Right-click any shortcut to:
- Remove the shortcut (doesn't delete the original content)
- Sync the shortcut for offline access
- Open the location in SharePoint

Document Editing and Co-authoring

Web Editing

Navigate to your document in SharePoint
Click on the document to open it
For Office documents, they will open directly in the online version of the application
Make your changes and they save automatically

Desktop Editing with Sync Client

Open the synced folder in File Explorer/Finder
Double-click the document to open in the desktop application
Make your changes and save normally
Changes automatically sync back to SharePoint

Key Difference: SharePoint enables true real-time co-authoring - multiple users can edit the same document simultaneously with live updates, unlike Egnyte's more limited collaboration features. PLEASE BE AWARE THAT IT IS POSSIBLE TO MODIFY A FILE DIRECTLY WITHIN THE BROWSER. BE MINFDUL OF THIS IF YOU ARE NOT INTENDING TO EDIT A FILE. But in the event you accidentally modify a file, you can restore the previous version of any file using Version Control.

Version Control in SharePoint

Version control is one of SharePoint's strongest features compared to Egnyte. SharePoint automatically creates a new version each time a document is modified.

Accessing Version History in the Browser

Navigate to the document in SharePoint
Select the document by clicking the circle to the left of the file name
Click "Version history" from the top menu
View all previous versions with dates, times, and users who made changes
Click on any version to view, restore, or delete it

Accessing Version History from Sync Client

Right-click the file in File Explorer/Finder
Select "View online"
This opens the browser view where you can access version history as above

Key Differences from Egnyte:

SharePoint retains up to 500 versions by default (compared to Egnyte's more limited history)
SharePoint allows you to view and restore specific versions without downloading
SharePoint includes detailed information about who made changes and when
SharePoint's version control works for all file types, not just Office documents

Version Restore

To restore a previous version:

Open Version History
Click on the version you want to restore
Select "Restore" from the dropdown menu
The selected version becomes the new current version

Sharing Files from SharePoint and OneDrive

SharePoint and OneDrive offer powerful, flexible sharing options that give you more control than Egnyte's sharing features.

Sharing from SharePoint (Browser)

Quick Share:
- Select a file or folder by clicking the circle next to its name
- Click the "Share" button in the top navigation

Enter email addresses of people you want to share with

A screenshot of a computerAI-generated content may be incorrect.

Choose permission level: "Can edit" or "Can view"
Add a message (optional)
Click "Send"

Advanced Sharing Options:
- After clicking "Share," select "Anyone with the link can edit" to see additional options
- Set link expiration dates
- Set passwords for links
- Restrict access to specific people or your organization only
- Prevent downloading of shared files (view-only)
Managing Shared Items:
- Select the file or folder
- Click "Manage Access" from the right panel
- View who has access and change permissions
- Remove access for specific users or disable links

Sharing from OneDrive Sync Client

Share from File Explorer/Finder:
- Right-click on the synced file or folder
- Select "Share"
- This opens the SharePoint sharing dialog in your browser
- Follow the same steps as sharing from browser
Copy Link:
- Right-click on the synced file or folder
- Select "Copy link"
- This creates a sharing link with default permissions
- Paste the link in emails, chats, or documents
View Sharing Status:
- In File Explorer/Finder, shared files display a "people" icon
- Right-click and select "Share" to see who already has access

Best Practices for SharePoint

Use the browser for quick edits - SharePoint's online editing is fast and efficient for small changes
Sync libraries you access frequently - Use the OneDrive sync client for libraries you work with daily
Use shortcuts for occasional access - Create shortcuts for folders you need occasionally without syncing everything
Check out documents for major edits - For significant changes, use the "Check out" feature to prevent conflicts
Leverage version history - Don't worry about making mistakes; you can always restore previous versions
Use document templates - Create templates for commonly used documents to ensure consistency

Need Help?

Contact the Help Desk at request@cobaltix.com for assistance with SharePoint or any other questions.