Out with your file server and in with SharePoint
If your firm is currently using a file server, one can easily assume that it has been a cause of headaches in the past or is an even bigger headache currently. Old file servers are bulky, inefficient, and they require continuous maintenance. Luckily, the replacement for your file server is already at your fingertips, assuming that your firm has an active Microsoft 365 subscription.
Included in your subscription is a powerful cloud app called SharePoint. What’s SharePoint? At its core, SharePoint is a cloud collaboration tool that you can use to replace a file server and other file sharing services. It streamlines all your file management, collaboration, and more. Making the switch will take your team one step closer to working completely in the cloud. While it may seem intimidating to migrate your file structure to the cloud, Microsoft has built SharePoint to look and work in a similar way to our old tried and true shared drives. It’s never been easier to make the switch. It’s time for your firm to make a big technology change, with minimal effort.
Why You Should Switch your Firm to SharePoint
SharePoint isn’t only cloud-based file storage for you and your team, it can also synchronize your files on your computer’s hard drive for easy access and editing, even when you don’t have an internet connection. If you’ve heard of Dropbox or Box.net, then you’re already familiar with the concept of cloud file sharing and synchronization. Think of how much money goes towards maintaining, backing up, and securing your server that’s sitting in the closet collecting dust. Not to mention that if any remote workers wanted to access the files on it, they would need to use a remote access solution which can be slow and painful to use. With SharePoint, your current files are easily converted to the cloud including your Excel files, and we all know how much we love our Excel files!
SharePoint saves all your files in real time, meaning all changes made to your files are saved automatically. You can work on files through your desktop applications or in the browser apps, they are all synchronized together. Collaborating has never been easier thanks to the power of OneDrive. OneDrive is the app that synchronizes the files on SharePoint to your computer and even your mobile devices so you can work on your documents anywhere and everywhere with ease. You’re always in control of who has access to which files and what kind of changes they can make. Unlike physical servers, SharePoint makes your files easier to access than ever, and making the switch over couldn’t be easier.
Taking SharePoint for a Test Drive
A complete SharePoint migration is a big undertaking and a great first step is to learn how it works is to do a test drive! Here’s how:
- First things first, make sure that you have a Microsoft 365 subscription
,that includes SharePoint. For advanced security, mobile file collaboration, and more useful features, it is best to have Microsoft 365 Business Premium.
- Select a commonly used folder such as marketing or finance that you’d like to share with multiple members of your team.
- Next, bring all your files from your current server over to SharePoint by dragging and dropping.
- Once your files are uploaded, set permissions. Doing this ensures that only a select few can make changes to files and it prevents unauthorized access.
Once this step is complete, you can start enjoying some of the great advanced functionality that comes with SharePoint while saying goodbye to that old server.
Once your test drive is a proven success, it’s time to plan your firm’s SharePoint migration but you don’t have to go it alone. Tech Guru is helping firms switch to SharePoint all the time. Schedule a quick call to learn more about how we can help you enjoy the efficiencies of SharePoint for your firm and avoid the common pitfalls of a poorly executed migration. Â
Advanced Functionality
Now comes the good stuff, the advanced features that are not possible without SharePoint. As mentioned before, your files are saved continuously, while you work on them! What’s even better is that you can set up alerts or notifications for when changes are made to a particular file by others who have access to those files. You’ll always know who made modifications, when they did it, and where. Filter search is another helpful tool that allows you to search your entire library of files, conversations, contacts, and more. It’s fast and efficient, allowing you to find that six-month-old Word document in seconds.
SharePoint can also act as an internal website, allowing you to post news about your company, post status updates, and see what team members are currently working on. Think of it as a private Facebook for your company! Forget about the costs of backing up your server now that you’re using SharePoint. Backup and version control are integrated within the software, eliminating the chances of your server going down and disrupting your workflow. SharePoint isn’t exclusive to just internal collaboration. Since SharePoint is in the cloud, it can connect to other cloud platforms such as Liscio, which is software that allows your clients to upload files directly to SharePoint in a fast and secure way.
With how fast technology is advancing, it’s important to stay ahead of the game. Large physical servers will inevitably be a thing of the past, especially for small businesses. Making the switch over to cloud file sharing can completely transform your business processes making them more efficient, especially for those who are working from home. As you get comfortable with SharePoint, you’ll learn about the multitude of efficiencies that will help streamline your workflows. Don’t delay, upload a file to SharePoint and give it a whirl!