Add SharePoint Files
- Thomas Dedek
- Andi Muka
- Anika Wagner (Deactivated)
Please note that each user can only view the content they have access to in SharePoint.
(See also What if a user doesn't have access to the SharePoint File configured for a Confluence Macro?)
Adding a SharePoint file
There are two methods to add a SharePoint file using this macro. You can either use the macro browser to select the macro and search for a file, or simply type the macro name in a Confluence page in edit mode like {SharePoint.
Using the Macro Browser
To embed a file from SharePoint into a Confluence page, open the macro browser and select the "SharePoint Online File" macro. You can use the search field to filter the macros by typing their name.
Image 2: Search for 'SharePoint Online File' (click to enlarge)
Configure the File macro
Our aim is to make it as simple and efficient as possible for you to access the right items from Microsoft 365. Therefore, we offer multiple ways (1) to locate your files, allowing you to choose the one that best suits your needs.
It is also possible to select multiple files and folders from different tabs
In order to see a file in the list, the logged-in user must have at least read access to both the file and the SharePoint Online site collection.
Items can be selected by ticking the checkbox. You will be able to see all your selected items in the bottom section of the dialog and remove the selection if needed. (8)
Once you have finished selecting items, you can connect all selected items to the issue by clicking the Save button (6)
In the Start tab you can see a list of recently accessed files (4). On the right side (3) you can always see a preview of the file or folder you selected in the list. This preview will represent the way that item will be shown as an embed later.
Please note that in order to display a preview of folders or libraries, you have to either select it from the “Currently selected items” or select the row clicking on the right side of it, because if you click on the folder icon, it will navigate inside it.
Password-protected files
Previews for files protected with a password are currently not supported.
Global search for Items
The global (7) search allows you to search for files, folders, and libraries in the entire Microsoft 365 ecosystem and is also located in the Start tab. Simply type in the bar to start searching.
Display as
You can switch the way the items are displayed on the page by using the buttons at the bottom right. (5) By default, items will be shown as an embed, but you can also choose to display them as links on the Confluence page.
Link provides a persistent link, even if the file has been renamed or moved. By clicking this link, the file will be opened in the Office Web App in a new browser tab. Files that are not supported by the Office Web App will trigger the default browser behavior if clicked.
Image 7: File link preview (click to enlarge)You can also select multiple links, which will be displayed as a list within a single macro. You can perform the same actions on these links as you would with embedded files.
Image 8: Multiple file links (click to enlarge)
Alternatively, the Embed display option will render the item to appear as a preview on the page, so you can see the content of the file or folder inside of confluence. This view works on most of the common file types. To get more details on which types are supported, have a look at the official Microsoft fileation.
The file will fill the available space based on the layout of the Confluence page.Image 9: Single File Embed (click to enlarge)You can embed multiple files within the same macro. A carousel of files will be displayed, and you can use the arrows or dots to navigate through the files.
Image 10: Single File Embed (click to enlarge)
Support & Feedback
By clicking this (2) button, you will open the Support and Feedback menu. You can read more about this here.
Get Items by SharePoint Site
The SharePoint Sites tab provides you with the “classic” way to find your items. Here, you are able to browse through the libraries and folders of any SharePoint site to find the desired items.
At the start, you have to select your preferred SharePoint site from the dropdown. If your needed SharePoint Site is currently not in the list, you always have the possibility to search for the name of the site directly in the drop-down field. During the search, a loading spinner will indicate the process.
After you select a SharePoint Site, you have the possibility to further filter for a File Library by selecting it from the relative list.
After your selection, all files and folders will be displayed in the table. By clicking on a folder, you are able to list the files in that folder. The breadcrumbs at the top will display the current path to the selected directory and give you the possibility to navigate backwards.
Get Items from My OneDrive
The My OneDrive tab provides you with the easiest way to browse your own files and folders inside your OneDrive. You can simply scroll through the table to find and select the items you are looking for.
Get Items from Shared with me
The Shared with me tab provides you with a simple and fast browsing option for OneDrive files or folders that have been shared with you, from which you can select and connect to the Jira ticket. Below, you can see the same table format as in the previous tab (OneDrive), where you can scroll through the pages and locate the item that has been shared with you.
Edit macro
If you edit an already inserted file macro, you will see the currently configured item in the preview section on the right side of the editor. It will be shown in the currently saved display option (link or embed). You can change the display option for the configured file and click 'Save'
If you need to change the currently configured file, search for a new file on the left side (select a new site first if needed), select it, and click 'Save'. For more help, see Configure File macro.
File Actions
You can perform actions on the embedded files or within the multiple links list. By clicking on the item name, you can open it in a new tab.
Edit in SharePoint: this action will open the file directly in SharePoint in a new tab.
Full screen: this action will open a full screen popup of your file.
Open parent Folder: this action will open a new tab and navigate you to the folder in SharePoint where the embedded file is stored.
Support & Feedback: by clicking this button, you will open the Support and Feedback menu. You can read more about this here.