Documents Sharing - Office applications - Office 365

Hi there,

I have started to build Teamsite creating subsite, Staff, Clients etc.

However, what I can't get a clear picture on is how to manage a single version of a document across the "sub-sites"

What I was hoping to do is up load a lot of documents in to a site within teamsites called, for example, Policy and Procedures.

Then, from within other sub-sites, say Clients, I would have a Libary and within it links to the master documents.

The key is having one version of the truth, stange as it may sound but I may want to share the same document in 2 or 3 subsites

I am sure there is a way its just I am to thick to find it

Best wishes

Hi Molly18,

This is Jonis from Microsoft Online SharePoint Support.

SharePoint Online for Office 365 is a great Document Management solution, with built in tools, that allow you to extract data from a master list or library. With Document Management solutions, it is important to understand and plan the content and structure of your sites. The following links details document management and planning sites for a SharePoint Online for Enterprise plan:

Document Management

SharePoint Online planning guide for Office 365 for enterprises

If you store your data in documents stored in a central site, you can extract the data as needed, from your Master “Policy and Procedures” documents. There are a number of options available in SharePoint Online to effectively exploit, manage and manipulate your “Policy and Procedures” data. Depending on your subscription plan, you can create customized views, list relationships, unique columns, relationship behaviors, and primary/secondary lookup columns. These items allow lists and libraries to extract data from a Master “Policy and Procedures” document, while preserving the original information contained in the master document. The following links detail lookup columns, views, filters and column types:

Create list relationships by using unique and lookup columns

Manage lists and libraries with many items

Create, modify, or delete a view.

Column types and options

How-to Filter a lookup column

If that does not solve your question please let me know as I will continue to monitor this thread for any additional posts or questions.

I will take a couple of days to work out in my simple mind what you have suggest, I think I understand the logic but I don't think I understand its implementation

Its myself is the issue, I can clearly see the benefits

By the way, I am on E1

Many thanks for your response

Well I tried reading the documents and call me thick, I still don't see or understand how to create a libaray say in my parent site where I can store all my documents but then make some documents availble on some subsites and other documents in other subsites while retaining a single point of storage.

I know with SBS on the server I could create hyperlinks to documents shared else where in sharepoint but I can;t seem to do this in Office 365