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Teams and OneDrive for Business
How to Synch Your Documents

Team Up with COMPAREX: Microsoft Teams and OneDrive for Business

Microsoft Teams is Microsoft’s platform of the future for project and team collaboration and communications! You can share files with your colleagues and communicate about the status of a project. But Teams can do far more than that. It has the potential to become your single window to access all your applications and documents. Our expert Erik Moll explains in our new Team Up with COMPAREX blogs series how to improve your business productivity and efficiency with Microsoft Teams.

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 has to be your new My Documents.  Here is why your OneDrive For Business becomes your new My Documents.  You saved the draft for the new campaign in Teams so that your colleagues can contribute to it, the budget plan for the upcoming year is saved in your personal folder on your computer and the birthday card for your boss on your desktop. Three documents, three different storage locations. You end up switching between folders, constantly asking yourself: “Where did I save that?”

Wouldn’t it be nice to have all documents stored in one location accessible from any device, at any time and anywhere? This must not remain 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 – no matter if it’s personal documents or shared files for collaboration.  Files stored in Teams Channels is for business projects purposes.

Team Up with COMPAREX: OneDrive for Business

What are the benefits of OneDrive for Business?

  1. OneDrive is secure. No one has access to your files unless you give permission.
  2. You have almost an unlimited amount of storage. You can save up to 1 terabyte in your OneDrive.
  3. Your data is fully backed up and disaster recovery is available.
  4. Your data is stored in a cloud environment and can be accessed from any device, for example your mobile phone or tablet.
  5. 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

It only needs 3 easy steps to open OneDrive within Teams.

How to access and synch OneDrive to your Windows File Explorer within Teams
Step 1: Open Teams, click on "File" and select "OneDrive"
How to access and synch OneDrive to your Windows File Explorer within Teams
Step 2: Click on "Open in OneDrive"
How to access and synch OneDrive to your Windows File Explorer within Teams
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.

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 One Drive 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.

All your files, ready, and on-demand

For a Teams Channel File Document Library - How to take your documents offline

Taking a file 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.

How to take your documents offline

Again, click on the Sync function. You will then be asked if you want to change apps. Please confirm and follow the further steps.

Sync your offline documents

In a nutshell

Teams and OneDrive For Business will become your main business productivity platform to collaborate and access all your documents. You will be able to access your documents from any device, at anytime and anywhere!  By synching your files and using Windows Flie Explorer you will improve your business productivity and efficiency!

In our next COMPAREX Team UP blog we will look at the value of document collaboration within Teams.

Leipzig, 12 / 19 / 2018

Do you want to learn more and be inspired about the potential that Microsoft Teams offers your business?

Ask for a VIEW for Office 365. Get in touch with our experts. Let’s discuss together how Teams can be implemented into your business.


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