Housing Tech Conference 2023
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Over the previous months I’ve been delivering a lot of our Office 365 Fundamentals Workshops across different types and sizes of organisation.
As you would expect, one of the main concerns is around how users will manage their documents in Office 365 having been used to personal and network folders for as long as they can remember. Crack this nut and user adoption will be much improved, so how do we do get to that holy grail?
Get your OneDrive and Teams usage right and you could be your organisation’s Indiana Jones…
Most of us will have a drive on our network system containing users’ personal folders. These are secure and easy to navigate via the Windows File Explorer. As it’s so simple to use and easy to manage, users can be reluctant to change; there needs to be a compelling reason to change.
Enter OneDrive for Business, flexing collaborative muscles with:
Outside of email (and to be honest changes in the email experience following a migration to Office 365 is often negligible), users’ first foray into the world of Office 365 is OneDrive. This new world experience will have massive impact on overall adoption of Office 365, therefore, we need to give the rollout of OneDrive the utmost respect it deserves. It’s not just “folders in the cloud”, it’s critical to your overall Office 365 adoption.
Think of the product’s name and a famous quote from history.
We all know what the craic is here; folder mayhem, duplication of documents, permissions that an IT team of 20 would struggle to manage, project folder structures where half of the folders have no content, limited search functionality and continuous archiving to maintain disk space.
I have previously blogged about Microsoft Teams, covering its overall capabilities prior to its launch, as well as using a real-life situation to illustrate why it can replace team email. In this blog, however, I’ll concentrate on how Teams manages documents, its compatibility with OneDrive and where it sits in the organisation.
First of all, there are a couple of things to be aware of:
When you create a team in Microsoft Teams, several Office 365 components are created – one of these is a SharePoint site collection with one site that is associated to the team and shares the same permissions and users.
The site contains a single document library named ‘documents’; this is associated with the ‘channel’ function in the team, each time a channel (effectively a sub-team) is created in the team, an associated folder is created in the root of the document library. The ‘files’ function in the channel is simply a window from Teams onto the folder in SharePoint. This gives users the option to manage/edit their documents from either the Teams or SharePoint interface.
Adhering to these basic principles will bring consistency to your document management process, simplify permission setup and ongoing management. All the tools are there in Office 365.
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