Learn about choosing the right place to store your files. This is an important choice because where you store your files will affect whether you can share or co-author those files later. Learn about how to choose between SharePoint and OneDrive as a document storage location, weighing the benefits and differences between these two options.
- [Instructor] This chapter is all about file storage and file sharing in the cloud with Office 365 and I think there's a progression to what we're talking about here. First, there's file storage. You can store files on your computer or on the cloud and Office 365 has cloud storage tools built in. Once you understand your options there, we can talk about file sharing then after that, there's the real prize, co-authoring. Co-authoring is when two or more people can edit a document at the same time collaboratively.
We will get to that in this chapter but first, in this movie, we'll start by choosing the right place to store your files. This is an important choice because where you store your files will affect whether you can share or co-author those files later. So first, let's take a look at our list of options. You can store files locally on a drive on your computer. You can use OneDrive, a cloud storage tool offered by Microsoft which is part of your Office 365 account though there is a version of OneDrive that does not require Office 365.
Next, there's SharePoint. One of the many features in SharePoint is document libraries that are accessible by your teammates then there are some special options in some of the other Office 365 apps. You can send a file directly to somebody in a Skype meeting. You can store files in a conversation channel in Microsoft Teams. As we go through this chapter, we'll see some of these options and talk about how they interact with the other Office 365 tools but in this movie, I want to focus on general file storage tools that are accessible across several applications.
So we're going to focus on comparing local storage, OneDrive and SharePoint document libraries. So first, the obvious. You can save your files in any folder on a drive connected to your computer. That's standard and there's not much to talk about there but I do want to acknowledge something important. If you save something on your computer, it's in one place only. You can access it when you're working on that computer and that's it. So that leads us to OneDrive. OneDrive is where you can store files on the cloud.
That means your files are stored on a Microsoft server connected to the internet. You can access the files that you've stored on OneDrive either using the website interface or you can sync your OneDrive to your computer so those files are accessible in a folder on your computer and that folder is constantly synchronizing back to your OneDrive account. A synchronized OneDrive folder allows you to treat OneDrive as if it were just another folder on your hard drive and you can synchronize several computers with your OneDrive.
So you can actually access those files from multiple computers. To further clarify OneDrive, there are two types of OneDrive accounts that you can have. You can set up a normal OneDrive account which is sometimes called OneDrive Personal or simply OneDrive. To do that, you can go to onedrive.live.com and set up a free account. If you set up an outlook.com email address or a free Microsoft Online account to sign into your computer, those accounts come with a free OneDrive access as well or if you buy an Office 365 Home or student account, that will come with a OneDrive account.
Basically, any free Microsoft Online account or the Home and student versions of Office 365 come with a OneDrive Personal account but then there is OneDrive for Business which is a different but very similar service. If you have an Office 365 Business or Office 365 Enterprise plan, those come with OneDrive for business and if you've gotten this far in this training course, I'm assuming you do have an Office 365 Business or Enterprise account.
Now, it's completely fine to have both a OneDrive Personal and a OneDrive for Business account. You can keep your personal documents and photos and anything else that has nothing to do with your work on your personal account then the files that relate to your job or organization that you may need to share or collaborate on with your coworkers can go into your OneDrive for Business account. And finally, there is SharePoint. Each Office 365 Group or SharePoint site that you set up will have a document library attached to it.
Remember, an Office 365 Group and a SharePoint site are just two different interfaces for accessing the same group. So the files you store in an Office 365 Group are actually in a SharePoint document library and if you use Microsoft Teams, any team that you set up is also an Office 365 Group in a SharePoint group. Office 365 Groups, SharePoint and Microsoft Teams can be thought of as three different front ends that access the same groups.
SharePoint document libraries are really only meant for files related to your business or organization. SharePoint is not a place for your personal files. The main difference between storing files on SharePoint compared to OneDrive is this. In OneDrive, you store files that belong to you and you can choose to share some of those files with other people on an individual basis. A SharePoint document library is accessible to all of the members of that SharePoint group or site by default.
So the files you store on SharePoint are files that you want to always be accessible to a group of people in your organization. So with SharePoint, just like OneDrive, you can store files, you can access those files from multiple computers because they're stored on the cloud, you can share those files with coworkers and you can co-author files stored on SharePoint. Some people might be left wondering, how do I decide whether I want to use OneDrive or SharePoint? For a lot of people, it comes down to who you want to share files with and how.
Remember, with both OneDrive and SharePoint document libraries, you can choose to share any file with any other person, even multiple people but files in a SharePoint library are automatically accessible to anybody in that Office 365 group or SharePoint group. People in the same SharePoint group can access the same document library even if they do not actively send the sharing invitation. So some people like to think of OneDrive as a tool to share files one on one and SharePoint as a tool for group sharing.
There's no rule that says that's the way to go but that's how a lot of people treat it. With all that in mind, let's summarize where and when you might want to use each storage solution. Your options of course are a local drive on your computer, OneDrive Personal, OneDrive for Business and SharePoint. OneDrive for Business and SharePoint are both part of your Office 365 Business or Enterprise account. OneDrive Personal is best used for personal files. OneDrive for Business and SharePoint should be used for work or business files and the files stored locally on your computer might be a mix of work and business files.
Files on your hard drive are only accessible to you. Files on OneDrive can be shared with others if you choose. Files on SharePoint can also be shared but are already inherently accessible by a group of people in your organization and finally, you can co-author files stored on OneDrive or SharePoint. Now that we've broken down your file storage solutions for Office 365 and otherwise, I hope you are now able to decide where you will store your files. As we continue through this chapter, we'll see how you can get each of these set up then share and co-author files.
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- Office 365 accounts and tools
- Office 365 Groups and SharePoint
- Choosing the right tools for your collaboration needs
- Working with shared calendars in Outlook
- Making video and audio calls with Skype for Business
- Managing collaborative conversations with Teams
- Editing and co-authoring files stored on OneDrive or SharePoint
- Choosing a location to store files
- Sharing files from OneDrive or SharePoint
- Sharing files in Teams