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One of the major conceptual hurdles we found in setting up MS365 is that you can access files (and often other elements) from multiple ways. You can choose to only ever interact with MS365 via your web browser. For Linux desktop users, this will be the ONLY way you can access it.
If you are a Mac or Windows user, you can also install the OneDrive (and Teams) apps on your local computer, and with a few other small steps, see those same files from the web groups and teams you participate in on your local computer. As well, where you can edit them locally and then they will sync back to the cloud.
And you can use either method once you have them set up and enabled. Which can be powerful, but also confusing.
If you stick 100% with the web approach it is likely less confusing in the end. However, using the OneDrive app to create local sync'd copies has a number of advantages
On the flip side - if you want to synchronously edit a document with another user, as in you both see the edits in real time (as was the case with Google Docs) then using the Web app is your ONLY choice. Otherwise, if you edit a document on your local machine, it needs to be sync'd back to the cloud, and possibly "Track Changes" employed if you want to work on it with another user.
In the end, the important thing to understand is - they are ultimately the "same" document, but with the desktop approach it is a "copy" of the document on the server that must (usually automatically) get sync'd back up.
Another thing that is confusing at first when you start to use the OneDrive application on your local machine is that initially it sets up a personal OneDrive folder. These are YOUR files. By default, while they sync to the cloud, they are not shared with others. You *can* share these, but you are the owner and in control of these.
This is distinct from files that have been shared from Groups or Sharepoint or Teams. Those are shared _with you_ but will appear in a different folder than your personal OneDrive. And they will only be sync'd (i.e. a copy brought down off the cloud to your local machine) locally if you choose to actively instruct Microsoft to do so.
Well, here is a document from a famous site that tries to explain MS365 that might be helpful, the The Document Circle of Life in Office 365.
If you go the the group's sharepoint site and select "Documents" from the left-hand menu, it wil llist both the "site Library" documents as well as the "Channel Documents" for the group/team.
At the top of that list are4 links to "Add Shortcut to Onedrive" and "Sync." If you perform both of these actions in that order, in your local One Driver -Shared Folders you will now see a folder with the group/teams name that contains these files.
Mac users - when OneDrive is installed locally, the actual physical file paths to the folders are
Note that last part is important - unless you specifically go into the various sharepoint group documents folders and teams document folders and tell them to "sync" those will remain on the server only.
Windows Users - when OneDrive is installed locally, the actual physical file paths to the folders are
Note that last part is important - unless you specifically go into the various sharepoint group documents folders and teams document folders and tell them to "sync" those will remain on the server only.
If the file is in your own personal OneDrive folder, you can either
and then either enter in a person's email address
or further select "People you can specify can view" and then change who and what they can do with the file