We love all the collaboration options provided in Microsoft 365…but our end-users are still asking the same old question:
How do I know where to share?
The answer can be confusing (particularly for end-users that don’t live and breathe Microsoft 365 every day). They have Microsoft Teams, OneDrive, and a multitude of SharePoint sites. How do they decide where to save their documents and where to share files with others? In Episode 34 of the Microsoft 365 Voice, we discuss a formula for knowing where to share.
Here’s our simple guidance
OneDrive is your personal collaboration space (used for drafts, early versions of documents, etc.). You can do light sharing from OneDrive with a small number of people, but when you’re ready to share more broadly you should move the file to SharePoint or Microsoft Teams.
Microsoft Teams and SharePoint provide stronger file collaboration capabilities, including document metadata and the ability to have conversations on files.
As we discuss in the episode, we’re seeing organizations define Microsoft Teams as the “go-forward solution” for team collaboration and SharePoint as the location for organizational news and other intelligent intranet needs. This recommendation is very helpful for end users. It simplifies the story, making it easier for them to navigate when to use Microsoft Teams and SharePoint.
I take a pragmatic approach to governance. A pragmatic approach is simple, practical, and easy to summarize. Your organizational governance strategy should answer the “Where to share” question for your end-users. Perhaps you create a SharePoint news article titled Where to share in Microsoft 365 and include high-level examples of when and where to store and share your work files. Incorporating visuals or video clips in this news article is a great idea; a picture is easy to remember and can help users decide whether to share a file in OneDrive or Microsoft Teams.
Bottom line: If you haven’t answered the “Where to share” question for your organization, you should. And you need to share the answer as simply as you can.
An ongoing challenge
One of the biggest misunderstandings we see is users mistakenly believing that Microsoft Teams stores documents. Microsoft Teams provides a collaboration experience, but documents uploaded or shared via Teams are actually stored in SharePoint or OneDrive. Listen to the full episode for a more detailed explanation of where your documents get stored.
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