Forum Discussion

Florian Maaß's avatar
Florian Maaß
Copper Contributor
Nov 12, 2018

Office 365 Basics

Hello everyone,   thanks for taking your time to read this. I am just getting started with O365 so if this is the wrong place for my question you might be able to point me into the right direction....
office 365
onedrive
sharepoint
ChrisWebbTech's avatar
ChrisWebbTech
MVP
Nov 12, 2018
If you are knowing you are going to be splitting folders / permissions up. You need to design your Teams around that. Don't create one Team and expect to split permissions, you will want to design multiple Teams around the permission group of Files. So say you have an HR Folder usually. You would want an HR Team and so on. So think top level files and and folders would be multiple Teams.

You can use a SharePoint document library and have custom permissions per folder but Teams has been the go to since you also get all the other collaboration surrounding your file spaces / Teams. You can also restrict folder access inside of Teams to non owners but it could get a bit confusing if you go in and start messing around with sub permissions on a Team, the idea is that if your in a Team you should have access to everything in that Team.
Florian Maaß's avatar
Florian Maaß
Copper Contributor
Nov 13, 2018

Hello again,

 

after looking at sharepoint / O365 I'm getting the feeling that this system is to huge for what I want.

I'll try to describe what I am aiming for and I would like to ask you guys to tell me if sharepoint / O365 / OneDrive is what I want to use for that.

 

We are a small company with around 10 employees. We need a storage including a structure where different people have access to different folders, files and data. I will have an folder for HR, Sales, Costumers, Projects and so on and the employees form different projects won't be able to access the data of a project they are not involved with. Also we need a new solution for our Mail so O365 seemed like the perfect choice.

 

What I am wondering about in Sharepoint:

 - It feels uncommon to me to set up some kind of website to enable people to access files and data. It seems way to inconvenient for everyone if they have to up- and download files prior to editing them. Or do I understand something wrong about how Sharepoint works in this matter?

 - Why are the users in O365 not connected to sharepoint? I set up a few users in O365 to test different szenarios. Now that I am trying to set up Sharepoint, none of those users show up. Why were I setting up Groups and Roles for Users if they wont be used anywhere?

 

Maybe someone can give me a hint if I am looking at the right solution.

Thanks a lot for the help.

  • Dean_Gross's avatar
    Dean_Gross
    Silver Contributor
    Nov 13, 2018

    Some of your concerns are off-base. Working in SharePoint does not require you to download files. You can sync the files to your computer so that you can work with them when you don't have access to the Internet (like when you are on a plane) but you don't have to do this. It is very easy to work directly with the files in the browser using the web versions of Word, Excel and PowerPoint, or you can use the full version of these products.

    The O365 user account ARE used by SharePoint.

    Try this, create a Team, add some people, click on the elipses to open the associated SharePoint site, look at the top right (members) and you will see the same people.

     

    As the others have said, don't use OneDrive for company files, use one or more Teams, with the associated SPO sites.

    These guides should help https://support.office.com/en-us/article/office-quick-start-guides-downloadable-guides-004185ad-d0fe-4046-85a4-5204b8b4989b

     

    • Florian Maaß's avatar
      Florian Maaß
      Copper Contributor
      Nov 13, 2018

      Hello everyone,

       

      I appreciate the help you are providing but I can't make any progress.

      The guides are a great ressource when it comes to set this whole thing up but I am failing in understand how sharepopint, teams, O365 and alle the other tools are working together. 

       

      Can someone reccommend any documentation that draws you the bigger picture of how this solutions works. Currently I am clicking senselessly around in the settings, trying to understand the logic. Maybe there is a live demo out there where I can look at a finalized environment or something like that. I need desperately help to get an introduction to this solution.

      Thanks again for your patience.

       

      Cheers,

      Flo