Are you still using an on-prem File Share to host all of our company data?
If so, you're paying for server hardware, power consumption, office space, disk space, and server maintenance that can all be replaced by a secure cloud file share solution with Microsoft 365.
You can replace your old File Share using OneDrive Sharepoint and Teams and future-proof the issue of file share at your office.
Here's how to:
1. Get a secure source for files everyone you need to can access from anywhere.
2. Delegate file access to users depending on what the user needs to work better.
Use OneDrive for link sharing and home folders.
OneDrive is a simple-to-use cloud storage platform for small businesses.
User adoption is as easy as showing your users how to use OneDrive. Often, small business customers don't consider training users on new applications, but getting a few hours of training from the Office 365 experts can dramatically increase your success.
If you're already running the Windows 10 operating system and devices running Windows or macOS with Microsoft Office 2016 or later, you will have the OneDrive sync app already.
If you want to add device sharing or access restrictions, you can easily manage OneDrive settings in the OneDrive admin center. Here's some more information from Microsoft about Managing OneDrive.
Here's a quick look at the OneDrive features you'll want to know about:
Files On-Demand
OneDrive Files On-Demand lets you view, search for, and interact with files stored in OneDrive, without having to download the files to your device. This feature will help you to save a lot of space on your local hard drive.
You can also make certain files available offline by right-clicking them and selecting Always keep on this device.
Use OneDrive Links for Organized Collaboration
Emailing attachments back and forth creates duplicate content and slows down the efficiency of collaboration. With OneDrive, you can send links to files in Outlook and Teams.
You'll have a familiar sharing experience, but the storage of your files will be centralized in OneDrive.
This allows your team members to collaborate on the same file instead of sending different versions back and forth to each other. You can also configure the sharing permissions of each file directly within Outlook.
File Restore and Known Folder Move
OneDrive also lets you restore files to any point over the past 30 days. While Known Folder Move allows you to select Windows known folders, such as your desktop, Documents, or Pictures and allow them to automatically sync to OneDrive.
Once you get used to managing your files with OneDrive, you'll wonder how you ever used anything else!
Use Sharepoint for secure shared storage.
Small businesses use SharePoint to create internal websites. You can use it to easily create a team or org-wide site.
SharePoint is also a secure place to store, organize, share, and access information from any device.
To stay connected to your business SharePoint on mobile devices, all you need is a web browser and the SharePoint mobile app,
When you upload files to your SharePoint document library, you can access them from anywhere.
In a document library, click to open the document you want to work on. It will open in Office for the web. The number of people currently editing the document appears at the top right of the document.
If you have site owner permissions, you can also share your SharePoint with whomever you want.
Here's a full list from Microsoft on what you can do with files in SharePoint.
Use Teams for sharing files in chat and channels.
Teams is the best communication hub for Microsoft users. You can easily share files from your OneDrive or SharePoint site in a Teams chat.
Select the Choose file button beneath the box where you type a message. This will upload a copy of your original file. You can also post a OneDrive link right into the chat (just make sure the person you are sharing with has permission to view the file.)
If the file you're trying to share is already in the Files tab of a chat, you can just select Share from there.
In a Teams channel, go to the Files tab for that channel and select Upload. That file will be accessible to every member of that channel.
Global admins can set up Office 365 Groups.
Check our Instagram page @ptg_it for a swipe-able list of file sharing tips!
You can create a group for sharing files through the admin center, Planner, Teams, Exchange, or SharePoint Online.
When you create and manage ad hoc groups for collaboration, the group provides members access to a shared inbox, calendar, and file repository.
We actually created a helpful flowchart to show you how Groups work with all of the apps in Office 365.
You can get your Office 365 Groups flowchart here.
Ready to crunch the numbers and get a quote on File Share Replacement?
