When moving over to Office 365, one common question is where to store my files, OneDrive or SharePoint?
If you are just starting a business start with OneDrive. Think of OneDrive as One and SharePoint as Shared.
Is OneDrive for me?
With OneDrive you can store all your files in Office 365. You can share them for a specific time with external companies limiting what they can access. As you grow and need a team, utilise SharePoint for a shared storage area for all the team.
Moving from OneDrive to SharePoint is easy. So keep the set up simple until you need to expand.
A common question that is asked is why store in OneDrive, instead of My Documents? Well the answer here is My Documents folder is specific to the computer you are working from. If you need to access files on a second computer or your mobile, then OneDrive is made for this purpose. Even if you are just 1 person starting out, ensure you use OneDrive as the first step. Traditionally this would be your home drive (private to you).
Is SharePoint for me?
With SharePoint, you will now be looking to grow the business. Sharing files is still possible, but if you keep sharing files it will be more and more time consuming cleaning up the shared files and seeing what is shared. This is where SharePoint is an advantage.
You can keep your shared files in one place. Then when you need to keep sensitive data private, then utilise folder permissions. For example you may have Accounts, Marketing, HR, IT and Directors. Locking down who sees what gives you the access you and your team need.
SharePoint is not just a filing solution for your documents. You can also use it for task lists, calendars, workflows, wikis, and other features to help a team communicate and collaborate.
Want to know in more detail, watch this video for the complete guide.
Why use the cloud?
Using OneDrive or SharePoint allows you to prevent data loss. Not only are not able to access your files across multiple computers, you can access your files on your mobile and tablet too. This is extremely useful when a member of your team updates a document whilst you are travelling and are able to present your customer or even finalise a proposal. You can find out more on our Office 365 post.
Worried about your data?
One reason for being worried about online storage is, is it safe? This is a big area that may stop you moving over to cloud storage solutions. One way to ensure your data is kept is by using backup solutions so you ensure your files are in a safe place. This is another reason to protect yourself from ransomware attacks.
If you would like help with the apps and features in Microsoft Office 365, please speak to a member of our team on 01489 290 001. You can also drop us an email.
This post was brought to you by Baldeep on 27 Feb 2019.
Small businesses are often left behind by IT companies as the aim is to work with the larger businesses. Baldeep started the company knowing that IT doesn't have to be your frustration. Provide great solutions at small business budgets is helping companies in Hampshire to focus on their goals without the burden of IT overheads or downtime.
Baldeep continued developing his skillset and has multiple accreditations to his name including his degree, Microsoft Certifications, ITIL and VMware Data Center Virtualization Certification. He is always learning to move IT forward for your business.
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