Microsoft 365 file storage and sharing

File storage and sharing with Microsoft 365

In previous blogs, we’ve looked at some of the ways that Microsoft 365 can help small businesses and church, charity and not for profit organisations run more efficiently.

As well as giving you access to a full suite of familiar office applications such as Word, Excel and PowerPoint, Microsoft 365 comes with some fantastic additional tools that can help unleash the full potential of your organisation and your team.

Many of these solutions have been designed to improve collaboration, which in today’s fast-paced digital workplace is vital.

Alongside providing ‘anytime, anywhere, any device’ access to essential files and applications, some of the tools within Microsoft 365 make it possible for multiple people to work on the same document at the same time.

It means your team can share work, edit or update documents and request feedback as they go.

And since it’s hosted in the cloud, all changes and conflicts are managed centrally to ensure that everyone has access to the latest version of whatever they are working on.

Here, we take a closer look at the file storage and sharing options in Microsoft 365 and how they can enhance collaboration across your organisation.

Microsoft 365 file storage and sharing

There are two main applications within Microsoft 365 that enable file storage and sharing. They are OneDrive and SharePoint.

OneDrive is a cloud-based storage platform used to store files in a central location and provide access to the individuals and teams that need them.

SharePoint, on the other hand, is a web-based document management platform that allows teams to collaborate on documents and files that are stored in it.

Although SharePoint is primarily designed for document management and collaboration, many organisations use it as a secure central storage location.

The difference between OneDrive and SharePoint

OneDrive is essentially a cloud-based storage solution. It’s like an online version of your computer’s ‘My Documents’ file, where you can save all your files and work as you go.

However, because it’s cloud-based, it means that you can access your files from anywhere, at any time and on any device, such as your laptop, smartphone or tablet. All you need is a Microsoft 365 account, which will follow you around on whichever device you wish to use.

Although OneDrive is designed primarily for the storage of personal work documents, it does allow for collaboration and co-working on files and documents. It’s possible to create folders which are accessible to everyone, or to specific teams within your organisation, so multiple users can access and work on shared documents too.

SharePoint, meanwhile, is designed for collaboration and teamworking.

It enables you to create a collaborative workspace, or SharePoint site, for your teams, with the ability to assign tasks, create workflows and build dashboards which include calendars, notifications and updates for each project they work on.

All relevant files and documents can be stored in a central library within each SharePoint site, and individual team members can be assigned a security level to allow access to only the documents they need to see.

SharePoint also automatically coordinates any changes and manages any conflicts within a shared document to ensure the latest version is available to anyone working on it.

How this might work in practice

Let’s suppose you lead a team at your church that runs a kid’s club. You are preparing a document outlining what steps the club will take to ensure when you return to meeting physically, you will be able to do so in a Covid-secure manner. When you are preparing this document, you would save it on OneDrive, as it’s only you working on it.

Next, you need to take advice from your leadership team or a couple of PCC members on a few points, and want to share the document with them informally. You could do this on OneDrive. They could even contribute to the document.

Then, you want to publish it more broadly to all leaders so they are all aware of the requirements.

You would do this by adding it to the SharePoint team site for the kid’s club. This SharePoint site might also contain a number of other documents relating to the club and a calendar showing what’s happening each week.

How do I get started?

Although both OneDrive and SharePoint are included within Microsoft 365, understanding whether you need one solution, or both, and how you can implement them properly can be a big decision to make, especially if you don’t possess the in-house expertise.

There are so many hidden features and benefits to both applications that, when utilised, can help your organisation reach its full potential.

AMDH Services has vast experience of setting up and configuring both OneDrive and SharePoint to help organisations get the most benefit.

We can work with your organisation to plan and implement the best solution to ensure it meets your needs, as well as providing any ongoing training and support to help your users get the most out of it.

As your technology partner, we offer a wide range of implementation and support options to help your organisation get the most from your investment.

We can help migrate your existing applications and data to the cloud, optimise your OneDrive and SharePoint settings and establish best practice to ensure your users and your organisation get the most benefit.

Interested in finding out how we can help your church, charity or not for profit organisation unleash its full potential with Microsoft 365?

 

Want to know more?

If you’re organisation is looking to get more from its technology but doesn’t know where to start, AMDH Services can help.