When you set up SharePoint in Microsoft 365 in Microsoft 365, you probably have documents and files that you want to add to your Team Site. Here are some ways you can add different kinds of content to your site.
Note: For an article on how to set up OneDrive for work or school and Team sites so you can use them together, see Set up Office 365 file storage and sharing.
In this article
Before you begin
Before you start to move files, check how much storage you have for SharePoint in Microsoft 365 in Microsoft 365. To find information about storage limits for SharePoint in Microsoft 365, see SharePoint Limits.
Tip: It's important to remember that in Microsoft 365, storage limits for SharePoint in Microsoft 365 (your Team Site) differ from storage limits for Exchange Online (for email accounts). For more information about mailbox storage limits, see Recipients, in the Microsoft 365 Service Descriptions for Exchange Online.
The next step is to analyze the content that you currently have. This includes documents, images, forms, and so on.
Tip: In File Explorer, search your existing files by size and by date. This can help you quickly identify the files that have been used recently, or are very large.
Think about how much of the content is used regularly, and whether you want to store all it in Microsoft 365. Just as you would when you move to a smaller house, the goal is to decide what will fit at the new site. For example, if your organization now uses more storage than the Microsoft 365 limit for SharePoint in Microsoft 365, you have to make decisions such as these:
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What files do you want to move?
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Do you want to purchase more storage space?
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Should you plan to have room for your site to grow? (It definitely will)
If your organization is large or complex, consider inviting an expert to assist you. You can find reputable assistance at Microsoft Pinpoint. Pinpoint is a fast, easy way for companies all over the world to find certified Microsoft experts and professional services
Create folders, libraries, and subsites
After you identify the content that you want to move, think about how you want to organize it. You may want to start by uploading files to the Documents library on your Team Site. It’s a good idea to organize the content, especially if you expect that you'll eventually have lots of files. As the volume of content grows, you can create additional document libraries, form libraries, and pictures libraries to store that content. You can also create subsites for different kinds of documents or project.
For more information about how to plan a structure to organize the content on your site, see Plan the content for your Team Site.
Upload documents, pictures, and files
To upload files, such as Word documents, PDF files, or JPG photos, upload them to a library or a folder in a library.
Note: The maximum file size for a single file that can be uploaded to a SharePoint in Microsoft 365 library is currently 2GB. In addition, you can only upload 100 or fewer files at a time.
The best way to do this depends on the number of files. First browse to the destination library, and then use this table to choose a method:
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Number of files |
Upload method |
|---|---|
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Single document |
Select New Document > UPLOAD EXISTING FILE, and then browse for the file on your computer. |
|
Many documents and folders |
Select the Open with Explorer button on the Library tab of the ribbon. Then, drag-and-drop the files by using File Explorer. |
For more information, see Upload, create, or delete files in a library.
Note: There are certain file types that cannot be uploaded to a library. For a list of these, see the article Types of files that cannot be added to a list or library.
Consider creating SharePoint lists for contacts, calendars, and spreadsheets
Every business has data in many forms, such as calendars, tasks, and spreadsheets. For this type of data, you can move or convert that content into a list on your site. For example, you can convert your list of business contacts to a Contacts list. In addition, you can often convert calendars to a SharePoint Calendar, which is a special kind of list.
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To learn how to create a group calendar in SharePoint in Microsoft 365, watch this video: Video: Create your own calendar.
If you now use Microsoft Excel spreadsheets to track information, you can upload these spreadsheets directly to a document library in SharePoint in Microsoft 365. Or, you can import a spreadsheet as SharePoint lists. Because many people can update a list at the same time, SharePoint lists help encourage collaboration. You can create different views of lists to expose exactly the information that you want.
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To learn more about working with lists, see Training: Create and set up a list.
Consider SharePoint solutions for ordinary business needs
Another way to move content is to use a SharePoint solution to manage an existing task better. For example, most organizations want to capture and share the day-to-day knowledge of the people who work there. A wiki on your site might be great for exactly this kind of sharing.
This table describes SharePoint features that can help you manage business processes.
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Business process |
Description |
|---|---|
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Use a wiki to share team knowledge and collaborate |
Wikis are special sites where a community of users creates and maintains information. Wikis can be a great tool for capturing and sharing process information or general reference information that is important for your work. |
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Move resource scheduling into SharePoint group calendars |
A group calendar can be a good way to schedule common resources, such as conference rooms, audiovisual equipment, and so on. Because a group calendar lives on a SharePoint in Microsoft 365 site, everyone on your team can view it easily on SharePoint or in Outlook. |
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Convert database programs into an Access app |
You can use Microsoft Access 2013 to design and publish a database, and then create an Access app to use the database on your team site. |
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Automate business processes with a workflows |
Workflows automate and track the key tasks in a business process. They are great for tasks such as approval processes or collecting feedback. |
Help site users find your content
After you move your documents and files up to your Team Site, tell other site users about it. You can offer several different ways that they can use to find content on the site.
This table describes different methods that you can use.
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Method |
Description |
|---|---|
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Use search to locate content |
The easiest way to locate content on a SharePoint in Microsoft 365 site is to use the search feature.
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Configure views on lists and libraries to make content discoverable |
You can select the elements that appear in a view. For example, in one view, you might show the title and author. In a different view, you might want show only the items that were added after a certain date. |
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Customize site navigation |
You can customize the navigation for your Team site to make it easier for site users to locate content. |
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Search online content when you’re offline |
You can use OneDrive for work or school or Outlook to search for content that’s on the SharePoint in Microsoft 365 site when you’re offline |
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Keep track of content updates |
To learn more about ways that you can help site users find content easily, see the Planning Guide article Plan the content for your Team sites .
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