Bring your files from Drive / SharePoint
import { Aside } from ‘@astrojs/starlight/components’;
Move a team’s files into ShareOut without downloading and re-uploading them. Pick a folder in Google Drive, OneDrive or a SharePoint document library, choose where it goes, and ShareOut copies it with its subfolders. Run it again whenever you like: only new or changed files come over.
Who can import
Section titled “Who can import”Workspace owners and admins, and members while the workspace lets members create folders (Settings → members can create folders). External members can’t.
Import a folder
Section titled “Import a folder”- In the workspace, open New → Import from Drive / OneDrive / SharePoint.
- Connect the drive. A window asks Google or Microsoft for read-only access to your files. This is separate from how you sign in to ShareOut, and only you can use your connection.
- Pick a folder. Google: My Drive, Shared with me or a shared drive. Microsoft: My files (OneDrive), a site you follow, or search for a SharePoint site → library → folder.
- Choose where it goes — the top level of Files, or inside a Team Space folder. The picked folder becomes a ShareOut folder there, with the same subfolders.
- Leave Also turn documents into artifacts you can read here on to get a page next to each Word, Excel, PDF, Markdown or CSV file (and slide decks, when the instance has the slides converter). The original file is always kept.
- Start import and watch the progress: found, imported, pages, unchanged, skipped and failed, plus the files that need a look and why.
What happens to each file
Section titled “What happens to each file”| In the drive | In ShareOut |
|---|---|
| Google Docs / Sheets / Slides | Exported as .docx / .xlsx / .pptx |
| Google Drawings, Jamboards | Exported as PDF |
| Google Forms, Sites, My Maps, Apps Script, shortcuts | Skipped — they have no document form |
| OneNote notebooks | Skipped — export them from OneNote first |
Scripts, web pages, programs (.js, .html, .exe…) |
Skipped, like any upload |
| Everything else | Copied as-is |
- Files take the visibility of the target folder: a private folder’s files stay private, a public folder’s files get a shareable link, otherwise they are visible to the team. Pages created from documents are never public.
- With Knowledge on, imported files are learned like any upload.
- File names with accents or symbols are stored with a safe file name; the display name keeps the original.
Sync again, or every day
Section titled “Sync again, or every day”Sync again re-reads the folder and fetches only what changed (Drive’s modified time, Microsoft’s content tag). A changed file becomes a new version of the same file, and its page a new version of the same page. Files moved between subfolders move here too. Files deleted in the drive are kept here.
Tick Sync daily to do it once a day (up to 10 folders per workspace).
Limits
Section titled “Limits”- One import reads at most 10,000 files, 2,000 folders, 20 levels deep; past that the run finishes with a note — import the rest as smaller folders.
- The workspace storage limit and per-file limit apply. When storage is full the import stops cleanly, says so, and keeps what it already copied; free space and sync again to continue.
- Google exports documents up to 10 MB; larger Docs are reported so you can download them from Drive yourself.
- At most 300 documents per run become pages; the rest still import as files.
- If the drive rate-limits the import, ShareOut waits and retries on its own.
Disconnect
Section titled “Disconnect”Disconnect in the same window removes your connection (and revokes it at Google). Every folder syncing through it stops, including a run in progress and daily sync. Files already imported stay. To keep syncing, connect again and import the folder again.