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Why your Office Files should be in SharePoint

By utilising SharePoint and OneDrive, you can improve collaboration, efficiency and security within your business. Check out the overview of features below.

Live collaborations

If a document is in SharePoint, multiple people can load it at the same time. Whether you’re working on a document in Word, PowerPoint, Excel etc. you’ll be able to see what others are doing on the document whilst you also make changes.

This clip below demonstrates the use of this feature. You can see the other person working on the document and where their cursor is, whilst you are still editing your part of the file.

 

Automatic saving

If you’re working on a document, you won’t need to press save to ensure your work is safe. If it’s in SharePoint or OneDrive, the documents will save very regularly, meaning that you won’t lose anything, even if you forget to press save. you’ll know when you have this enabled when it says autosave is on in the top left corner of the document.

 

Teams access

In Microsoft Teams, you can link SharePoint files and folders to different teams and channels. This makes it much easier for your colleagues to find and access these documents and download them.

Easily share files

You can easily share SharePoint files with others. All you have to do is right- click on a file, press share and it brings up many options of who to share with and what they can do with the file. You can also create a shareable link for these files to then send to anyone you like, making it easier to share and let other see.

 

Version history

If you’ve made changes to a document and saved it, but you decide afterwards that you want to go back, you can look at the version history of the document. This lets you go back and select an older saved version of the document.

 

Accessible from any device

SharePoint files are accessible from any device, whether that’s mobile, tablet or computer. This means you can share a file from your computer or laptop, and still access it on mobile, or vice versa. This is great for accessing your files securely whilst on the go.

 

 

Comments on documents

As you can share files with others and let them make changes to it, they can also have the ability to add comments to the document. They can mention you within this comment which then sends you an email to let you know about this.

 

 

 

Instant search and indexing

Within SharePoint, you can search all content with keywords. It will bring up all documents and files with the keywords in the name. It also detects those words within the document and shows you those too, making it quick and easy to find your files. 

 

Compliance features

eDiscovery – Used to find specific information across SharePoint, OneDrive and exchange.

Conditional access – Restrict what type of device or specific locations are allowed to access files, based on compliance policies.

Audit logs – The auditing facility enhances transparency and allows you to investigate activities, identify risks, protect intellectual property and respond to threats.

Alerts – Set up alerts to notify you as to when a file is accessed.

Data governance – Create retention policies to retain email and other content.

 

Is my data backed up?

Microsoft are not responsible for your data. There is version history built into the Office 365 platform however, this only allows you to return to a previous version of the file within a short time period. We strongly recommend that a third-party product is used to back up your Office 365 data.

 

 

Get In Touch.

If you have any questions about SharePoint or Office 365, feel free to contact us by calling 01158 244 824 or email us using the button below.

Interested in what else our IT Support package includes?

There are many reasons that IT support with Reformed IT is a great choice for your business or organisation. If you choose Reformed IT for your IT support, you’ll receive all these benefits including help from members of our experienced team when needed.

Unlimited IT Support

We provide fully inclusive, onsite and remote IT support. In addition to that, it won’t cost you extra for an engineer to attend your site to resolve a technical issue.

Device Status Monitoring

When we take on your IT support, we deploy our monitoring agent onto all devices and servers. This alerts us to any issues which you may be unaware of.

Data Breach Monitoring

There are over 8 billion breached passwords and personal information available on the dark web. There’s a possibility that some of this data relates to your employees. We’ll monitor dark web activity and provide reports of breached passwords.

Cyber Essentials Certification

We ensure every one of our clients achieve their Cyber Essentials certification at no additional cost. We also help them towards Cyber Essentials Plus ensuring that everything is ready for assessment.

Office 365 Monitoring

We monitor your Microsoft 365 tenancy with our 24/7 security operations centre. If there is strange activity we’ll find it immediately  and alert you or resolve the issue straight away. Keeping your business secure.

Anti-Virus Software

Everyone wants to avoid computer viruses. We include anti-virus software as part of our IT support package to keep your devices safe and to save time when it comes to viruses.

Our Team

We have over 30 years of combined IT support experience. We like to use analogies and stories to explain technical terms instead of baffling you with science.

Backups for Office 365

We will ensure that all of your emails and files are backed up, at no extra cost. We recognise the importance of backups and disaster recovery so we feel it shouldn’t be an added extra.

Managed Email Signatures

With our included Exclaimer signatures for Office 365 service, you can get more out of your email signatures instead of a simple message with no images.

Cyber Security Training

To keep you even safer from hackers, we provide globally recognised and market leading Cyber security training by KnowBe4. This online training portal will provide your teams with guidance and information to reduce the risk of hackers and scams.

Asset and Warranty Tracking & Reporting

We provide you with a list of your current assets in the business by using our powerful remote management tools. This creates a monthly asset report so you can keep track of your hardware life cycles.

Reformed IT Academy

We’ll provide your business with the best IT training and learning sources. With the Reformed IT Academy, you’ll be able to watch and complete over 700 courses to help grow your knowledge and skills.

Password Manager

Password managers make storing and creating passwords much easier and safer. Keeper password manager also auto-fills passwords making the sign in procces much quicker.