OneDrive Cloud Storage: 7 Things You Need to Know

On June 15th, 2017, posted in: Cloud Computing by Comments Off on OneDrive Cloud Storage: 7 Things You Need to Know

While the world of business is always changing, one thing is perfectly clear.

Cloud StorageThe business world is moving to the cloud, driven by enhanced security, mobility and the unparalleled convenience of online storage.

When used properly and implemented well, the move from local backup to cloud storage can provide businesses of all sizes with a host of benefits.

Some of the most noteworthy benefits of cloud storage include:

  • Security: Cloud storage provides protection from the growing threat of ransomware attacks. When your data is securely backed up to the cloud, a copy of every file is stored securely and there is no reason to succumb to ransom demands or fall victim to this increasingly common cybercrime.
  • Lower IT costs: Without an extensive storage network to oversee, your company can get by with a smaller IT staff, or no in-house IT staff at all.
  • Disaster Recovery: Local backups come with a host of physical hazards, from fires and floods to theft and insider sabotage. Quality cloud storage providers are far more secure, offering you one less thing to worry about.
  • Regulatory Compliance: Storage of personal data is highly regulated in many industries and cloud storage can help your organization comply with the ever-growing web of industry and government regulations.

OneDrive Cloud Storage

OneDrive cloud storageCloud storage can be a valuable tool for any business, but not all cloud storage services are equal.

For this reason, it’s important to research your options carefully.

OneDrive, Microsoft’s flagship cloud storage provider, has been a favorite with businesses since inception.

While OneDrive offers a great deal of benefits, there are several important things to know about this service in particular, so let’s dive into the top 7 key things you need to know about OneDrive.

#1. What is OneDrive?

Previously known as Windows Live SkyDrive, Windows Live Folders or simply SkyDrive, OneDrive is Microsoft’s file hosting service. OneDrive is part of the Microsoft suite of online services and it allows files to be synced to a desktop or laptop computer.

OneDrive allows users to access their hosted files from any web browser or mobile device, providing greater freedom and flexibility for mobile workers, busy executives and business owners. The structure of OneDrive makes it easy for workers to share files, contribute ideas and save changes.

#2. OneDrive for Business vs. OneDrive

Microsoft offers both a personal and business version of its popular file hosting service, and there are some key differences to be aware of. The personal version of OneDrive provides a number of great features, but it is not designed for business use.

Here are some of the key differences between the two versions.

OneDrive for Business:

  • Offers each member of the collaboration team their own storage space.
  • Utilizes SharePoint to facilitate the sharing of files and the collaboration of team members.
  • Is designed specifically for the needs of businesses, creating a space where staff can share files and collaborate on documents.
  • Requires team members to login via their Office 365 or Active directory account. In previous versions of SharePoint, this feature was called My Sites.

OneDrive (for personal use):

If your goal is to back up the photos and music on your home computer, the personal version of OneDrive should be fine. If, on the other hand, you want to protect your business, the enhanced version of OneDrive for Business is a must.

#3. How Much Storage Space is Included with OneDrive?

The personal version of OneDrive offers only limited storage, and typically not enough for even the most basic business use. In early 2016, Microsoft announced it was reducing the amount of free storage from its previous 15GB to a new limit of 5GB. The company does offer a package that provides up to 50GB of storage space for a charge of $2 per month.

Microsoft offers a number of OneDrive for Business plans, each designed to appeal to a particular customer. Get the latest pricing and compare all OneDrive plans here.

#4. How Do I Use OneDrive?

OneDrive has become increasingly popular for business due to its ease of use and simplicity. Unlike most file sharing and storage services, OneDrive for Business is reasonably intuitive and straightforward to use.

If company staff is already comfortable using Active Directory and/or Office 365, they should have no problem with OneDrive for Business.

The syncing features is one of the most powerful tools and using it is quite simple. To sync files, just sign into your Office 365 or SharePoint account, choose OneDrive at the top of the page and click Sync.

#5. Is OneDrive Secure?

Security is obviously a big concern in business, and it has historically been a risk with online file sharing in general. But Microsoft has designed OneDrive for Business with security in mind.

Data protection is a major concern for Microsoft, and OneDrive has been built from the ground up to keep stored files as secure as possible. The default security features in OneDrive for Business include not only encrypting data in transit but also providing encryption at rest.

OneDrive for Business also allows users to encrypt specific files as needed, further enhancing security and providing for the transmission of confidential files. In addition, teams can be structured to provide each OneDrive user with only the access they need, offering yet another layer of security.

#6. FAQ’s about OneDrive

At this point, if you’re fairly new to OneDrive, you likely still have questions. These are the most commonly asked questions about OneDrive.

Who can I share OneDrive files with?

While you can share OneDrive files with anyone you choose, there are a few simple best practices to remember:

  • Always share files with specific individuals; never grant public or everyone access.
  • Use caution when sending links to shared files through email, since those forwarded links could provide access to the underlying files.
  • Keep in mind that when you share a file with another user and they download it to their device, they could share that file with others.

Are files shared by default?

No, files are not shared by default. The files you upload to OneDrive are initially visible only to you. You have the option to share (or not share) files as you wish.

Can I recover a OneDrive file I accidentally deleted?

Yes, for a time. When you delete a file from your OneDrive space, it will remain in your recycle bin for a set period of time. IT staff can determine the amount of time deleted files remain recoverable.

#7. How to Get Started with OneDrive

OneDrive is a powerful tool for businesses of all sizes. Whether your goal is to collaborate across time zones, share ideas and inspiration or just keep your files safe online, Microsoft’s powerful OneDrive solution is a great way to do it.

Additionally, Mac users will be glad to know they can also use OneDrive for Business since Microsoft released an updated OneDrive app that works with iOS, providing access to both personal and business file storage areas.

Ready to Make the Jump to Secure, Cloud Based File Storage?

OneDrive cloud storage provides a safe, reliable and affordable way for mobile and on-site employees to store and secure their files.

Whether you’re ready to move your files to the cloud via OneDrive or you’re interested in evaluating other secure file sharing solutions, connect with us online or call us at (262) 522-8560.

Optionally, as a first step, you could request a Free Network Discovery to identify existing or potential security vulnerabilities within your IT network.

Through our 100% complementary, no-obligation Free Network Discovery, our highly qualified, skilled team of IT consultants will help you understand various cloud based file storage and sharing solutions, answer questions and ensure your business is positioned for growth and productivity, regardless of size and budget.

This is the third issue in a 5-part series about how Office 365 can revolutionize your business. Check back or follow us on Facebook for more information on the full suite of Office 365 solutions. We’re highlighting each solution and providing you with an in-depth summary on each tool so you can take full advantage and utilize each tool to the fullest extent.

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