What is SharePoint Online?
SharePoint Online, the cloud-based service hosted by Microsoft, is part of the Office 365 plan that helps organizations share and manage content, knowledge, and applications to:
- Empower teamwork
- Quickly find information
- Seamlessly collaborate across the organization
Sharing of documents, files, folder, etc.. in a secure environment has become much easier with SharePoint Online. SharePoint Online now includes usage on mobile phones and tablets and a seamless social experience. Also included in Office 365 is OneDrive for Business, a professional version of OneDrive for document storage in the cloud that enables you to sync with files stored on your computer or company server.
Now you can:
- Share documents within the company
- Share guest links
- Share with members
- Share with nonmembers
- Sharing documents inside your organization
- Share public link from OneDrive for Business
- Share from OneDrive
With SharePoint, your documents are secure. You can share them with individuals or teams, inside or outside of your organization. Security settings can be set all the way down to the individual file level (so, for example, a file on the HR site with private information can be shared with only a single employee), for a folder (so you can share a folder with an external vendor), an entire site (so everyone on the Marketing team can have access to their site), or a site collection (a group of sites).
And these security settings not only keep a user from opening a file – they will also hide the site from search results, so a user won’t know a file exists if they don’t have permission to see it.
SharePoint makes it easy for many users to work on the same document at the same time. If you need a Sales Rep, Engineer and Marketing Coordinator all working on the same proposal at the same time – they can! SharePoint intelligently locks sections that users are working on, and updates the document as changes are made.
Anytime, Anywhere Access
SharePoint works on the desktop (PC or Mac), web, and mobile. Anywhere, anytime access to all of your documents.
Do you have documents on your file share with names like “Proposal v3 – final – rev 2 – final – final”?
Did you ever start editing a document only to realize that it wasn’t the latest version?
Versioning features in SharePoint help you keep all of your version history in a single document. New versions are automatically added to the list every time the document is saved. If you ever need an old version, you can always roll back to it. Users can make comments about changes made in their version. Users can even track major version (which they might publish and share with a prospect), and minor versions (which may contain edits that have not been proofread and approved yet).
SharePoint workflows (including Microsoft Flow – part of Office 365) are mini-applications that streamline business processes. Workflows can range from getting approvals on a document, capturing feedback, or alerting the team as each user finishes making their contribution to a document. You may design your own work flow and streamline the process.
SharePoint can also keep a copy of the data offline also and gets synchronized whenever there is a change. So, you do not need to be connected to the internet to have access to the data.
Offline changes will then get synchronized once the system is connected to the internet.
Planning your move to SharePoint online
The method you select to move your data depends on a number of factors including the amount of data and the size. What data do you want or need to move? Where is the content currently stored? Taking the time to plan your migration, including taking an inventory and assessment of your data, is key to a successful migration.
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