Depending on your company's configuration, you may be using our classic Workplace Work Folder file structure:
- Work (your name)
- Work (Groups)
- Work (Public)
Or, you may have the modern Workplace Files Structure that includes these folders:
- Your Name
- Company Name
- Shared Folders
Classic File System
Let's take a look at your files and folders. Click on Files on the left side of the Launch page.
You'll see three primary Work folders where your company files are stored. Personal, Group and Public.
Your personal work folder will be labeled work and your name. This is where you store any files or folders just for you.
In the Groups folder, you may have a subset of folders with specially assigned permissions. You only see subfolders in Work Groups that you have access to.
The public folder is shared with all members of your company, and therefore files that you want to share with everyone of your company should be saved here, such as marketing collateral, the final version of that report, and pictures from your company holiday party.
So let's get to work!
First, we'll add a new folder.
- Click on your personal folder.
- Click the + sign on the upper right-hand side.
- Now click on your folder, and add a new document.
Any files and folders you use regularly can be starred and added to your favorite folders list on the Launch page under Starred Files/Folders. You can also view your Recent Files.
- Click once on the file to preview it. You'll see action items at the bottom of your screen. Click the X in upper right-hand corner to close.
If you right-click a file on the Launch page, you’ll see convenient viewing and editing shortcuts:
- Open it in an online app in place, or in a new tab
- In a Hosted app, granted that you have permission, you can also download the file to your local hard drive.
To Edit the document in an online app like Microsoft 365, right click and select Edit in Excel online. When you're done you can Save and go back, and it will take you back to the original file in your Personal Work Folder.
And within the work folder, you'll have a greater selection of actions within the shortcut menu, such as Renaming the file and viewing its history. We'll cover those in future modules.
In the next module of the Workplace Files course, you'll learn about sharing your files.
Modern File System
Workplace allows you to store your work files on our servers so you can access them anytime and anywhere, securely, as per your security profile and policies. There are several different pathways to access your files, but the best way is right from the Workplace web app.Let’s take a look at your files and folders. Click on Files on the left side of the Launch page.
You’ll see your Personal, Company and Shared folders.
Your personal folder will be labeled with your name. This is where you store any files or folders that are meant just for you.
The Shared folders are folders shared by you with co-workers and guests, or with you by your coworkers and company manager. For example, your department head may share the department folder with the team. Also, you may have clients outside the firm who need to to share documents, and you can invite them to a shared folder.
The company folder is shared with all members of your company, so anything you want to store and make available would be saved here, such as marketing collateral, the final version of that report, and pictures from your company party.
Another way to access your files is from the Launch Page directly. You can select your starred files and folders, as well as Most Recent Files, which are documents that have recently been viewed.
There's a lot you can do with Workplace Files right here in the Workplace web app.
First, let's add a new folder and file in the Personal folder.
We're click once on the personal folder to open it.
We'll select the + sign New on the upper right-hand side to add a new folder.
We'll select "Folder" and then name the folder.
Now we'll select our new folder to add a new document to this folder.
At the top of the page we'll select the New + sign, and this time we'll choose the type of document i'd like to create.
We'll name the file and hit enter when we're done.
We can also upload a file into the Web App folder by clicking and dragging it from the local drive into the Web app. Let's add the presentation template to the folder.
Any files and folders you use regularly can be starred and added to your favorites list on the Launch page under Starred Files/Folders.
From the Launch page, we'll select our Excel document to preview it. There are action items at the bottom of the screen, where we can choose to edit the file. To close the preview, we'll select the X in upper right-hand corner.
To Edit the document in an online app like Microsoft 365, or in Hosted Excel (or any other pertinent Hosted app), we'll right click the file and select Edit where you want to open the file. When we're done editing in Office online, select “Save and go back,” and it will take us back to our original file in the Personal folder.
And when we right-click on a file within any folder, we'll have a greater selection of actions listed in the shortcut menu, including downloading the file, and viewing its history. Simply select the line to see actions at the bottom, or right-click to reveal these actions.
In the next Module of the Workplace GA: 103 course, we're going to discover File Sharing.