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Set up Office 365 file storage and sharing Applies To: Office 365 Admin, Office 365 Small Business, OneDrive for Business, More...
Last updated 2 April, 2018 One of the best ways to set up file storage and sharing for your business is to use OneDrive for Business and an Office 365 team site together. This is ideal if you have a small business with a few employees. Office 365 includes a basic team site for you to get started. You can immediately start storing files in OneDrive for Business and collaborating on files in your team site.
Where you can store documents in Office 365 OneDrive for Business is designed for individual use, with the occasional sharing of files. OneDrive for Business is ideal for storing files you own. An Office 365 team site is designed for sharing and collaborating on files regularly. A team site is ideal for storing files that have shared ownership where several people or the whole team owns the files and might collaborate on them. Both OneDrive for Business and team sites provide anywhere access for you and your employees.
Here are recommendations for what to store in each location when you use OneDrive for Business and Office 365 team sites together:
What it's for
What to store here
OneDrive for Business
Storing content on OneDrive for Business is like storing files on your computer; no one else can easily access them.
Business files that other team members won't need to collaborate on or access regularly.
It's ideal for storing business files that you're working on by yourself.
Office 365 Team site
An Office 365 team site is like a website, but by default it's not public; it's accessible only to people you give permissions to. It's ideal for sharing and collaborating on files.
Office 365 Team subsite
An Office 365 team subsite is like a separate section on your team site with a unique look or unique permissions for access. It's ideal for sharing and collaborating on files with a customer or partner external to your business.
Shared documents that all of your employees can access and collaborate on. For example, collaborate on a PowerPoint presentation, store team plans that everyone updates, or publish meeting agendas.
Files you want to share with people external to your business. Files you want to keep private from others in your business. For example, you might want to store personnel and financial information here.
It's also good for storing files you want to keep private from the rest of the people in your business who have access to the team site. You can set up a subsite so only you (and if needed, one or two others) can access it. Learn how to create a team subsite.
Office 365 An Office 365 site collection is completely Site separate from your existing team site. collections A site collection has its own address and permissions, and can be used for internal or external collaboration.
Store the same shared files in a site collection as you would in a team site and subsite.
Larger businesses use site collections in the same way small businesses use subsites. A small business with advanced security needs and strong technical skills might also want to create a site collection.
Steps: Start using OneDrive for Business and your Office 365 team site for file storage and online collaboration Step 1: Tell team members to store their own files on OneDrive for Business Step 2: Explore your Office 365 team site Step 3: Upload files to your Office 365 team site for online collaboration Step 4: Sync online files with your PC or Mac
Best practices for file storage and sharing File storage and collaboration recommendations for other types of small businesses Keep private files private Track how much space you have left What files can be stored in OneDrive and Team Site?
Next steps Customize your Office 365 team site for file storage and sharing. This step-by-step tutorial shows you how to you can take advantage of more storage and collaboration features. Set up Office apps on your tablets and phones. You need to do this so you can edit files that are stored on your team site from your tablet or phone. If you don't install the Office apps for your tablet or phone, you'll be able to view the files on your team site but not edit them. Install and set up Office on an Android with Office 365 Install and set up Office on an iPhone or iPad with Office 365 Set up Office on Windows Phone with Office 365
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