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Learn to share nicely

Sharing documents can be done on OneDrive for Business and Sharepoint, but what the difference and what are the benefits?

Moving your documents to the cloud can have many benefits. As a secure location that is independent from particular devices, you have the freedom to move from laptop to tablet to smartphone knowing that you have access to your latest documents.

Sharing your documents with colleagues also becomes much easier in the cloud. Rather than multiple copies of out-of-date attachments bouncing from email to email, cloud-based documents can be easily shared, allowing multiple people to work on or simply view the latest information. Permissions can be set for documents to prevent sensitive information getting into the wrong hands while versioning allows changes to be tracked and early document versions recovered.

Microsoft offers business users two solutions to store documents in the cloud, OneDrive for Business and Sharepoint. Although there are some similarities, OneDrive for Business is aimed at individual for users and Sharepoint is designed for teams. With both, you can synchronise your files on the cloud with those on your computer.

When to use OneDrive for Business

As an Office 365 user, your OneDrive for Business account lets you upload and work on Office documents from any device. Designed as a personal workspace, you can share and work on files with others but the files have one owner who must control access to that document.

As such, OneDrive is ideal if you don't plan on sharing the document but want to be able to work on it across devices and locations. Alternatively, you may only want to share it with a few people, perhaps a presentation for review and comment, but it is unlikely to be key document in a team's project.

When to use Sharepoint

Sharepoint acts like a traditional network folder in the cloud. It's an ideal place for project folders and files that need to be accessed and maintained by multiple people across the business, such as ongoing team projects.

Sharepoint folders have a more sophisticated set of permissions by teams as well as individuals that help users have access to the right folders. For example, if a new user is made part of 'sales team' then they will automatically have access to all sales team's folders. Under OneDrive, these would have to be shared to each team member by the document author.

Create a good information workflow

Colleagues can use OneDrive and Sharepoint folders at the same time, and move files from one to the other providing they have the necessary permissions. However, by viewing OneDrive as a personal space where documents can be shared when necessary and Sharepoint as team space where sharing is the default, then it is easy to develop a good information workflow.

Strident can provide advice and assistance on creating a secure cloud environment in OneDrive for Business and Sharepoint, and setting permissions that allow colleagues to share documents effectively. To find out more and a no-pressure chat, contact Chris Joberns on 01473 835280.