Finding SharePoint content

Finding SharePoint content

Use the harmon.ie sidebar to find a SharePoint location, list, document, or list item, using one or more of the following methods:

To navigate to SharePoint sites, libraries, and lists:

Before you can start to navigate in the sidebar, you need to add a SharePoint site.

Basic navigation elements of the document list.

  • All Locations : Click to open a page listing all the sites and important locations, including: Double-click any item in the list to access it.
  • Home (Home icon): Use the drop-down list in the sidebar to quickly switch between all the available SharePoint sites (those added in harmon.ie and those followed in SharePoint), your OneDrive / My Site, SharePoint (local files), favorites, and group documents.
  • Document list: Subsites (if configured to be shown), document libraries, lists, folders, documents and items are listed in the document list (the main area of the sidebar). Double-click a subsite (Subsite icon), document library (Document library icon), folder (Folder icon), item list (Item list icon), task list (Task list icon), contact list (Contact list icon), issues list (Issues list icon), announcements list (Announcement list icon), or links list (Link list icon) to navigate to it and view its contents. When applicable, the topmost entry is displayed as “..” and links to the parent location when double-clicked.
  • Tree view navigation (Tree view navigation icon): Click to open a panel showing all SharePoint locations in a tree view, for quick navigation. Click an arrow next to a SharePoint location to expand or collapse it; double-click a location to navigate to it.
    Tree view of all SharePoint locations
  • History: The sidebar tracks a list of recently visited locations so you can easily navigate back and forth between them. To learn more, read Using the navigation history.
  • Navigation/search omnibox: The navigation/search omnibox shows you the breadcrumbs (parent elements) of the current location. Click an element in the breadcrumbs to quickly navigate to a parent location. Breadcrumbs are added to the navigation search/omnibox from the right. If there are too many breadcrumbs to display in the navigation/search omnibox, they move to the left. Click the Home icon (Home icon) to view the breadcrumbs. The breadcrumbs not in view are listed above the separation line and all other sites you have registered are listed below the separation line.
    The breadcrumbs not in view are listed above the separation line.
    Right-click any of the elements in the breadcrumbs to open the context menu from which you can select Open in Browser or Copy Address.
    The breadcrumbs context menu lets you copy the address of the current location or open it in a web browser.
  • Favorites: Enables you to select a site, subsite, document library, or list as a favorite, in order to quickly navigate to them. More information on handling favorites is available in the help topic Adding favorite locations.
  • Status pane: Lists the number of items in a site, subsite, document library, or list. A white star to the left of the number of items indicates that the current location has not been marked as a favorite. A yellow star to the left of the number of items indicates that it has been marked as a favorite.

What to do when navigation fails?

harmon.ie complies with the permission levels defined by the SharePoint administrator and allows you to view documents depending on your user's permissions. harmon.ie hides SharePoint subsites for which you have limited or no access.

Browsing to a certain location may fail with an error in these cases:

  • You do not have sufficient permissions to access this location.
  • The credentials for the SharePoint site have changed.

In these cases harmon.ie suggests to:

  • Browse to 'SharePoint (local files)', if such were defined. Click the button to view all offline locations.
  • Update the credentials for the site. Click the button to change the credentials for the site. harmon.ie then suggests setting the new credentials for all the registered sites from the same domain.

To view recently updated/all items:

View recent items

To view recently updated items:

In the status panel at the bottom, click the drop-down list and select Recent Items.

Notes:

  • By default, harmon.ie shows the view's Item Limit if such is defined. If not, the 400 most recently updated items are shown. This number can be configured.
  • The drop-down list is enabled only if the number of items in the library exceeds the configured number. Otherwise, all items are shown.

To view more recent items:

Click the Show More button in the status panel at the bottom.

Notes:

  • The newly added items are highlighted in yellow.
  • The Show More button is enabled as long as there are more items to retrieve.
  • If a view is selected with Group By settings, the newly retrieved items inside an open group are highlighted. If a new group is retrieved, or the group is closed, and now contains new items, the group itself is highlighted.

To view all items:

In the status panel at the bottom, click the drop-down list and select All Items.

Note: The drop-down list is enabled only if the number of items in the library exceeds the configured number. Otherwise, all items are shown.

To navigate to a SharePoint link:

To open a SharePoint location or document/item for which you have a URL:

In an email message:

  1. Right-click the link or the Open button (in messages informing you that a document was shared with you) and select Open in harmon.ie.
  2. If the URL contains a SharePoint location, harmon.ie navigates to this location. If the URL contains a document/item, harmon.ie navigates to the SharePoint location and highlights the document/item for you. If the SharePoint site is not yet registered, harmon.ie suggests adding it to your registered sites list. Once registered, harmon.ie navigates to the SharePoint location and highlights the document/item.

- or -

In any application:

  1. Copy the URL to the clipboard.
  2. Open the Locations tab.
  3. Press Ctrl+F or click the Search icon (Search icon) in the navigation/search omnibox. Alternatively, click an empty space inside the omnibox.
  4. Type or paste the SharePoint location or document/item’s full URL in the location selector, and press Enter.

    Navigate to a SharePoint link
  5. If the URL contains a SharePoint location, harmon.ie navigates to this location. If the URL contains a document/item, harmon.ie navigates to the SharePoint location and highlights the document/item for you. If the SharePoint site is not yet registered, harmon.ie suggests adding it to your registered sites list. Once registered, harmon.ie navigates to the SharePoint location and highlights the document/item.

To view Office 365 Teams and Group documents:

A social server must be configured for this feature to work.

You can view and work with the documents of Office 365 teams and public and private groups that you are a member of.

Note: This feature must be enabled.

  1. In the Locations tab, click All Locations.
  2. Double-click Teams and Groups (Teams and Groups icon).
  3. The first time you access Teams and Groups, you are prompted to supply your Office 365 credentials.
  4. harmon.ie lists the teams and groups you are a member of. Double click a team or a group name to view its documents.

To filter the documents/items by tags:

This feature applies to 2010 or later.

This option is only available if the library has been configured to include Enterprise Keywords or Managed Metadata columns (see Overview of managed metadata in SharePoint).

  1. Click the Filter by Tags icon (Filter by Tags icon) in the sidebar and start typing a term in the Tags Filter bar. All the terms that begin with the characters you type are displayed, including both managed terms and enterprise keywords. The term set in which the term exists is displayed in brackets.

    Click Filter by Tags and start typing a term

  2. Select a term from the suggested list.
  3. Select the Apply Filter icon (Apply Filter icon).
  4. The matching documents/items are displayed in the sidebar panel. The status panel at the bottom shows the term you filtered, and how many documents/items match this term.

To close the filter and view all documents/items, click the Close Filter icon (Close Filter icon).

Tip: You can add a filtered list to your favorites, or save it as a personal view in the current document library to quickly navigate to it again.

To filter the document/item list by columns:

This option is available for column types: Enterprise Keywords, Managed Metadata, Choice, Lookup, Yes/No, Single line of text, Person or Group, Date and Time, File Type, and File Size.

  1. Right-click a column header of one of the types mentioned above and select Filter <column name> (Filter column icon).
  2. Select the value(s) by which you want to filter the column, and click OK.
    harmon.ie filters the current list to show only items that include the selected values. The Status Pane shows Filtered x out of y items.

Notes:

  • You can filter the list by more than one column, and sort any column.
  • The icon next to a filtered column name indicates if it is filtered (A filtered column icon), filtered and sorted ascending (A column sorted in ascending order), or filtered and sorted descending (A column sorted in descending order).

Tip: You can save a filtered list as a personal view in the current document library to quickly navigate to it again.

To clear a filtered column:

Right-click the filtered column header and select Clear Filter (Clear Filter icon).

To reset all columns to their initial state:

Right-click any column header and select Reset All Filters (Reset All Filters icon). Any filtered column will be cleared.

To sort:

Sort the list of SharePoint items in the current location by any visible column header, such as Name, Modified By, or Rating, by following one of these methods:

  • Click any column header to sort it in ascending order. Clicking an already sorted column header, reverses the sorting order.
  • Right-click any column header and select Sort Ascending (Sort Ascending icon) or Sort Descending (Sort Descending icon). Note that it is possible to sort a filtered column.
  • Select Sort By from the document/item list's context menu, when no SharePoint item is selected, and then select the column name.

Tip: You can save a sorted list as a personal view, to quickly navigate to it again.

To refresh the document list:

  • Click the Refresh icon (Refresh icon) in the document list to reload the document/item list and to view changes made to the SharePoint location and its server settings.
  • Click Refresh icon (Refresh icon) in the All Locations view to refresh the list of SharePoint sites provisioned to you by your administrator.
  • You can also refresh the document list by using the F5 keyboard shortcut.