In this Team Up with SoftwareONE blog series our expert Erik Moll provides practical and employee friendly tips on how to improve your business productivity and efficiency with Microsoft Teams.
Microsoft Teams is Microsoft’s platform of the future for project and team collaboration and communications! In our Microsoft Teams: Basics and Business Benefits blog post we cover the great benefits of Teams.
Yes, you can share files with your colleagues and communicate about the status of a project bt Teams can do far more than that. It has the potential to become your single window to access all your applications and documents and become the “hub for teamwork” within Office 365.
Let’s start with efficiently being able to manage and collaborate on personal and team project based documents. One of the paradigm shifts in Office 365 is that OneDrive for Business now becomes your new "My Documents". Here’s how. You saved the draft for your new product campaign in Teams so your colleagues can contribute to it, your budget plan for the upcoming year is saved in your personal folder on your computer and your boss’s birthday card is saved on your desktop.
Three documents, three different storage locations. You end up switching between folders, constantly asking yourself: “Where did I save that file!?!?”
Wouldn’t it be nice to have all documents stored in one location accessible from any device, any time and anywhere? This isn’t wishful thinking. OneDrive for Business and Teams has the potential to bundle all your applications and resources. Within Teams, OneDrive for Business becomes the go-to repository for all your personal business documents and therefore replaces the “My Documents” or “personal folder” on your desktop – regardless if they are personal documents or shared files for collaboration.
Why Use OneDrive for Business?
OneDrive is secure. No one has access to your files unless you give permission.
You have an almost unlimited amount of storage. You can save up to 1 terabyte in your OneDrive.
Your data is fully backed up and disaster recovery is available.
Your data is stored in a cloud environment and can be accessed from any device, for example your mobile phone or tablet.
You can easily take your data offline. All you need to do is sync OneDrive to your Windows File Explorer (see below). This enables you to work offline, when you reconnect your data will be updated in OneDrive For Business and accessible via Teams.
How to Access and Synch OneDrive to your Windows File Explorer within Teams
You only need 3 easy steps to open OneDrive within Teams.
Step 1: Open Teams, click on "File" and select "OneDrive"
Step 2: Click on "Open in OneDrive"
Step 3: In the new window click "Sync"
Once the folders are synced you have the same folder structure available in File Explorer as you do in OneDrive for Business.
The synchronization process matches the file names but the content still technically resides in OneDrive for Business. This is shown in the status column with a cloud symbol (see below). The value is that this approach saves you disk space until you need the file. To edit the file in question, click on it and the file is downloaded and made available on your computer. Once this happens the status symbol changes to a green check mark. This will allow you to edit the file offline. The file is synched back to OneDrive for Business once you connect back to the internet. To free up space you can right click and mark it offline again or you can choose to make it always available on your PC. The synching process allows any file in OneDrive for Business to be taken offline, edited and then resynched once reconnected to the internet.
How to Take Your Documents Offline
Managing files offline is also available for any Team channel file(s). Choose the required Channel in your Teams and go to the "File" tab. Go to Open in SharePoint.
Again, click on the "Sync" function. You will then be asked if you want to change apps. Please confirm and follow the further steps.
In a Nutshell
Teams and OneDrive for Business is set to become your main business productivity platform to collaborate and access all your documents. With Teams and OneDrive to access your documents from any device, at anytime and anywhere. By synching your files and using Windows File Explorer you will improve your business productivity and efficiency.
In our next Team Up blog we will look at the value of document collaboration within Teams.