File Management in Microsoft 365: A simple guide for your team

When organizations transition to Microsoft 365, establishing a solid file management process is one of the biggest challenges they encounter. In today’s collaborative workspace, every person in the company is responsible for creating, sharing, and publishing files, which can make file management overwhelming without a transparent process.

Before adopting Microsoft 365, teams often resorted to emailing versions of files back and forth, adding v1, v2, v3 (etc.) as an appendix to the file. Sound familiar? This method can quickly become confusing and inefficient and can lead to multiple files in existence over your company network.

With Microsoft 365, you can access tools that improve your communication and collaboration, revolutionizing how you work. The question is: How can you simplify the file management process for your team?

Here’s a cheat sheet to get you started:

Step 1: Draft in OneDrive

When you begin working on a new file and aren’t ready to share it with anyone just yet, OneDrive should be your first stop. OneDrive allows you to create and store files that are backed up in the cloud and accessible from anywhere. Whether you’re working from home, the office, or a remote location, your draft is secure, and you can access it across multiple devices without worrying about versioning. By drafting in OneDrive, you keep your work private until it’s ready to be shared.

Step 2: Collaborate in Microsoft Teams

Once your draft is ready for feedback or collaboration, the next step is to upload the file to Microsoft Teams. This platform enables seamless teamwork by allowing your colleagues to access, review, and edit the document in real time. Instead of managing multiple copies of the same file, Microsoft Teams creates a single, unified version that everyone can work on simultaneously. This eliminates the confusion of managing different versions and ensures your team is always on the same page.

A quick tip: once you’ve moved the document to Teams, remember to delete the version from your OneDrive to avoid duplicate copies. The “true” version now exists within Teams, where everyone can collaborate.

Step 3: Share with SharePoint Online

When the file is finalized and ready to be shared with the entire company, it’s time to move it to SharePoint Online. SharePoint serves as the central hub for company-wide communication and file sharing. It provides an accessible, branded, user-friendly portal where employees can access essential files. This makes it easy for everyone to find and use the latest versions of important documents. Suppose that further revisions are necessary. In that case, it’s a good idea to replace the existing copy on SharePoint with the most updated version, ensuring that the organization is always working with the most current information.

Simplifying the Process

Managing files in Microsoft 365 is designed to be intuitive, as easy as following three simple steps. This approach not only clarifies where files should be stored but also empowers teams to collaborate more effectively. By making the switch to this streamlined system, you create a workflow that reduces clutter, eliminates versioning confusion, and fosters open communication.

The real power of Microsoft 365 is not just in its advanced tools but in how it enhances communication, collaboration, and organization. If you want to improve processes for your organizations and take advantage of the cloud, get in touch! Let’s discuss how your entire company can benefit from a more connected, seamless experience that drives productivity, collaboration, and growth.