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OneDrive, OneDrive for Business or SharePoint Libraries where should I store my documents?

OneDrive, OneDrive for Business or SharePoint Libraries where should I store my documents?

OneDrive, OneDrive for Business or SharePoint Libraries, where should I store my documents?

This is a question that I am asked regularly and I hope to explain in a manner that makes sense. This blog is not intended to be a training manual but it will give you an idea of what each of these products look like and how you should use them.

 

OneDrive

What is it?

OneDrive is Microsoft’s FREE service for storing files in the cloud. If you sign up for a FREE Microsoft personal account to Outlook, Skype etc you automatically get 5Gb of OneDrive cloud storage.

What should I use it for?

To store personal documents or pictures not related to your work.

How to access it?

You can access it from a browser, an app on your phone or direct from your computer using the OneDrive app.

From the browser – 

Browse to http://www.onedrive.com and enter your personal Microsoft account credentials. This is the page you’re presented with.

Onedrive1

From your phone, tablet

Install the OneDrive app on your phone from the Windows Store, Google Play or Apple App Store and when prompted enter your Microsoft personal account details to connect. This is the app you’re presented with.

OneDrive2

From your computer

When you have the OneDrive app on your computer this provides an offline copy of your files meaning that changes to documents are synced between your computer and OneDrive cloud storage. (You can access the documents even if you don’t have Internet access and they will sync up later.) The OneDrive app is already installed on Windows 8.1 and Windows 10 Pc’s.

If you don’t have it installed browse to https://onedrive.live.com/about/en-ie/download/ and select download under the icon OneDrive. (do not download the OneDrive for Business version yet!)

Install the app and when prompted enter your Microsoft Personal Account details to connect.  This syncs all your documents stored in the cloud to a location on your hard drive. To access these documents open file explore and open the folder OneDrive-Personal. The very familiar file explorer view is what you get.

Onedrive3

OneDrive for Business

What is it?

OneDrive is Microsoft’s paid service for storing files in the cloud. If your business has paid for an Office 365 Subscription that has OneDrive as part of it then you get 1TB of OneDrive for Business cloud storage.

What should I use it for?

To store work related documents or pictures which are primarily for your own use.

How to access it?

You can access it from a browser, an app on your phone or direct from your computer using the OneDrive app.

From the browser – 

Browse to your Office 365 portal at http://portal.office365.com and sign in with your Office 365 account credentials. Open your app launcher in the top left hand corner and select OneDrive. (First confusion: Why is this not OneDrive for Business!)

This opens OneDrive for Business as follows.

OFB-OneDrive

 

From your phone

The OneDrive for Business app is available for Windows, IOS and Android and it allows you to open your documents stored in your OneDrive for Business account from your phone. (Second confusion: Microsoft calls the app OneDrive in the app stores!) Open the app and enter your Office 365 Account details and the following is what you’re presented with.

OFB-Phone

From your computer

When you have the OneDrive for Business  app on your computer this provides an offline copy of your documents meaning that changes to documents are synced between your computer and your OneDrive for Business cloud storage. (You can access the documents even if you don’t have Internet access and they will sync up later.)

If you don’t have it installed browse to https://onedrive.live.com/about/en-ie/download/ and select download under the icon OneDrive for Business .

Install the app and when prompted enter your Office 365 Account details to connect.  This syncs all your documents stored in the cloud to a location on your hard drive. To access these documents open file explore and open the folder OneDrive – %Company Name% (In my instance it’s OneDrive – HCS Business Solutions). The very familiar file explorer view is what you get. Note the green ticks beside each folder, this shows you that everything is in sync between the PC and OneDrive for Business storage.

OFB-PC

 

SharePoint – Document Libraries

What is it?

SharePoint is many things  but in the context of this blog it is a Microsoft paid service that provides a document management system in the cloud. If your business has paid for an Office 365 Subscription that has SharePoint as part of it then you get access to a company portal. This portal needs to be setup and configured before you and your team of people can use it.

** HCS have a team of SharePoint consultants who will help setup and configure your SharePoint company portal. Contact us if you’re not sure if you have SharePoint or if you want to discuss setting up a portal.

What should I use it for?

To store work related documents or pictures that will be shared amongst a team of people.

How to access it?

You can access it from a browser on your phone, tablet or computer  or directly from your computer using the OneDrive for Business app.

From the browser
Once it is configured you can access your SharePoint portal from any browser using the following URL
http://domainname.sharepoint.com (replace domain name with your company domain name, if unsure check with your Office 365 administrator.)

SharePoint-Docs

From your phone or tablet

To access documents stored in a SharePoint Library from your phone or tablet (Windows, Android or iPhone) open the document library url (same URL as before) in the mobile browser. This will open the mobile view of your SharePoint Team Library as follows;

Sharepoint-Mob1

 

From your computer
If you want to open a Team Document Library from your computer click on Sync within the SharePoint Portal in the browser, this will install a SharePoint Document Library Sync app called OneDrive for Business. (same version as is used for OneDrive for business)
This provides an offline copy of your team documents library meaning that changes to documents are synced between your computer and your Team Document Library in SharePoint. (Similar to OneDrive and OneDrive for Business this means you can access the documents even if you don’t have Internet access and they will sync up later.)

SharePoint-Sync

 

In summary the grid below will hopefully help you understand the differences. I hope this helped. Any feedback, you’re welcome to email me at nphelan@hcs.ie.

Grid

 

What are you missing? OneDrive for Business

What are you missing? OneDrive for Business

In a recent blog on “What are you missing from Office 365 and Azure”, I mentioned a number of products and benefits that businesses should consider. I plan to delve into a number of these over the coming weeks and months, today I am concentrating on OneDrive for Business.

What is OneDrive for Business?

OneDrive for Business is a place where you can store, sync, and share your work documents and files.  OneDrive for Business lets you update and share your files from anywhere using any device. With your Office 365 subscription, you get a massive 1tb of storage just for you.  That’s a HUGE amount!

If you already have an Office 365 subscription and are not using OneDrive for Business then starting using it today, here’s how.

Sign into your Office 365 portal at http://portal.office365.com and open your app launcher in the top left hand corner and select OneDrive.

OFB-AppLauncher

 

This opens OneDrive as follows…..

OFB-OneDrive

 

What can I do with OneDrive for Business?

1. I can create new documents directly in the browser.
2. I can upload documents from my computer or network.
3. I can open documents and view/edit them in the browser.
4. I can share documents with others (even those outside my organisation) and either allow them to view or edit them.
5. I can have an offline copy of all my docs available to me on my local computer by choosing the sync button. (This is my favourite feature of OneDrive for Business and it makes it very familiar and fast to work with documents.)

How to Sync.

When you choose to sync your OneDrive for Business documents, this installs the OneDrive for Business App on your PC and it makes a copy of your documents on your local PC. Any changes you make are then kept in sync so that you are always up to date. The biggest advantage of this is that if you have slow broadband then you can work on your documents on your local PC and they will sync up when it can.

This is what it looks like…

OFB-Sync

 

OneDrive for Business on your Phone.

The OneDrive for Business (called OneDrive in the app stores!)  app is available for Windows, IOS and Android and it allows you to open your documents stored in your OneDrive for Business account from your phone.

OFB-Phone

Get started

If you already have an Office 365 subscription and are not using OneDrive for Business then start today using the above brief instructions. If you want more detailed instructions review the following;

What is OneDrive for Business?
Sync a library to your computer.
Share items in OneDrive for Business.

 

If you don’t have Office 365 or OneDrive for Business and are interested in discussing further then contact HCS today.

7 ways to use modern technology in small business as a difference maker .

7 ways to use modern technology in small business as a difference maker .

In today’s global and fast-moving world, the workplace is evolving and more people than ever are working outside the office, on a range of mobile devices. Modern technology in small business brings real benefits – from cost savings and competitive advantage to increased productivity and security. It can be daunting when you look across your IT needs, there are so many technical terms and buzz-word; from servers to the cloud, PCs to mobile devices. It is hard to know where to start, and to understand how your company can transition from what you have now to where you want to be.

Only Microsoft offers a complete, flexible, and trusted platform that spans the entire IT ecosystem, from server to cloud, and desktop to mobile devices. Microsoft’s Office 365 is your modern business in the cloud. Office 365 empowers SMBs by making modern technology a business advantage to achieve your business goals—whether growing sales, increasing efficiency, enabling a mobile workforce, or keeping data protected.

Office 365 offers a variety of plans to fit a range of budgets. If you are interested in getting a guideline pricing to migrate to Office 365, our amazing new Microsoft Office 365 migration cost calculator will provide you with a pricing for migration and annual subscriptions cost to use Microsoft Office 365.

There are 7 simple modern technology in small business steps that can be followed:

  1. Adapt to change: Move to a modern IT platform that enables you to adapt quickly to changing business needs, make sure that you are a step ahead of your competitors.
  2. More for Less: Get more from the servers that run your business applications, have virtual servers instead of multiple physical devices. Move to the cloud version of your business application.
  3. Work together, from everywhere: Work together anywhere, with the same familiar experience across PCs and mobile devices.
  4. Protect your Data: Implement a system across your company that includes built-in protection for all of your data, whether it sits on your PC, Laptop, Server od mobile device.
  5. Fail to prepare, prepare to fail: Ensure that you can still work, even if the worst happens. Cloud email and business applications means that even if your server stops, your business doesn’t have to.
  6. Know your customer: Use data as a competitive advantage to help you understand your customers and connect with them on their terms. Use modern software as the voice to sell you and your product.
  7. Sell, Sell, Sell: Build customer relationships by engaging them with the help of the familiar tools you already know.

How can HCS help?

  • We are a Microsoft Gold partner and have been recognised in 2014 as a Global Partner of the Year Award Finalist.
  • We are experts in delivering Microsoft Cloud Services such as Office 365, SharePoint, Azure and Microsoft’s Unified Communications solution Skype for Business.
  • We are trusted by 1000’s of users to support their Office 365 cloud platform.
  • We have a dedicated and experienced SharePoint Team who will drive your productivity.

To find out more about how modern technology in small business can bring real benefits to your company, contact our Microsoft business experts on 01-8734120|051-595200. Find out more about Microsoft’s Office 365.

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