Everyone knows that the way work gets done is changing. Employees are no longer simply stuck behind desks, completing tasks on PCs and working within the same office. Workforces are mobile, getting work done from wherever it’s most convenient.
This requires the latest solutions from the biggest names in the industry, like Microsoft Word. As the word-processor of choice for millions of users around the world, Microsoft Word has had to stay ahead of the latest developments in business IT, such as the cloud.
Given how new the technology is, it’s understandable if you and your staff have been hesitant to make use of it. Maybe you’re used to the way things are, or maybe you’re not entirely confident that it’s safe. Allow us to help by providing a step by step instruction of how to share files in Microsoft Word, via OneDrive or SharePoint:
You can also share a copy of your document (as a .doc file or PDF) by email:
While we’re at it, why take a look at one of the most common questions when it comes to Microsoft’s file sharing solutions –
OneDrive and SharePoint. How do they differ, and what are they both meant for?
The first thing you need to know is that, in simple terms, OneDrive is a cloud storage service, and SharePoint is a collaboration tool. The former is for storing, accessing and managing your work files; the latter is for sharing them with other teams and groups in your business.
OneDrive is like a cloud-based version of the “My Documents” folder that you’ve come to rely on with your PC for years and years. When you create a document or need to open up one from the past, it’ll likely be stored in “My Documents” (ideally, organized a few sub-folders down).
With OneDrive, it’s the same idea, but instead of being stored in “My Documents” on your local work server, it’s stored offsite in the cloud, which means you can access that same file from your home office, while you’re on your way to work, or even while you’re away travelling for business. It even offers an offline sync engine so that you can keep working when you’re disconnected from the Internet.
So when should you use OneDrive? When you…
However, if you’re looking to share files, you should really be using…
As the name implies, SharePoint is designed to allow you to share files, collaborate, edit, and more with anywhere from a single coworker to an entire team. Files in SharePoint aren’t owned or associated with one specific person – everyone on the team has read and write access.
Files that you store in a given Team Site can be accessed by all team members, allowing everyone to collaborate by creating lists and libraries in which to store content. SharePoint offers a range of other features as well to help enrich the experience, including metadata, workflows, custom views and more.
The key to remember with SharePoint is that it’s where you keep the files that you want your team members to access, update, edit, etc. Try using SharePoint for your next team project and see how effective it really is.
When should you use SharePoint? When you want to…
So, while there is an overlap in what OneDrive and SharePoint offer users, it’s not really a matter of which is better, or even if there’s a better alternative on the market. Both offer industry-leading functionality and features – in the end, how well they serve your business is about how well you understand and use them.
The bottom line of Microsoft’s file sharing solutions is that you have far greater access to your data, with no compromise in security- it’s the best of both worlds. Benefits include:
Your business deserves every advantage to stay ahead of the game – and with secure and convenient file sharing solutions, you’re able to get work done from wherever it’s most convenient for you.
Get in touch with Inspired IT at email@example.com or (+61) 08 6142 8221 to learn more about how the latest Microsoft innovations can boost your productivity, increase your efficiency, and help your business do more.