Microsoft OneDrive is more than a file-sharing platform. It allows you to streamline your work in ways you never thought were possible. Learn how it can help boost workplace productivity.
We’ll be frank: Firewell Technology Solutions strongly believes that organizing your business is crucial to its success!
The truth is that dealing with messy files and folders is of no help to you, to your colleagues, nor to your clients. Instead, it keeps you unproductive and negatively impacts your business in a variety of ways.
Fortunately, Microsoft OneDrive can be a significant help in this area—especially when it comes to improving workflow in a business. This suite of apps has tons of features that can help the whole team be more effective at handling their workload.
For example, you can organize your folders on a cloud platform starting with 1TB (1024 gigabytes!) worth of space, do file backups, share files, etc. You can also share your PDFs, audio, photos, slides, and important work files in one place.
Overall, you can maximize your productivity on Microsoft OneDrive by tapping into several handy features. This article lists 7 of them.
The 7 Features
Feature #1: Sharing Files While Controlling Access
Microsoft OneDrive has robust sharing capabilities that allow for work collaboration. All you need to do is click on a file or folder you wish to share and create a shareable link or invite others to access that file.
What’s more, every file and folder on this platform has its own sharing link that’s highly customizable. You can also determine user permissions for each item – whether the person with access can only view or can edit or comment.
Additionally, you can add a time limit for file or folder access.
Feature #2: Publishing Files to the Internet
Microsoft OneDrive is among the best platforms out there for publishing files online. You and your team can access the uploads from anywhere in the world so long as you have an internet connection.
A great thing about published files is that they sync to all devices that use the OneDrive app. This means the files you uploaded to your computer will be visible on your phone app and vice versa. All it takes to access those files is signing into your Microsoft OneDrive account.
Feature #3: Voice Typing
If you need to upload a written file on OneDrive, you can use Microsoft Word and dictate the text instead of typing. This will save you a lot of time when working with both short and longer files.
You can use words such as “period” and “next line” to let the recorder know how to organize your speech. Once you’re done recording, proofread your text to finish.
Feature #4: Assigning Tasks to Employees With Comments
Microsoft OneDrive makes it easy to tag a person and assign them a task for a specific file section. Whether they need to revise, proofread, manage sources, or rearrange their work, you can easily let them know what they need to do by adding comments.
Here’s how you can do this:
- Open the file that needs task assigning on Microsoft Word.
- Use your mouse to highlight the part that needs reworking and right-click on it.
- Select “Comment” for the Comment section to appear to the right of the highlighted text.
- Type “+” or “@” then a person’s name to tag them in that comment. You can also tag people by entering their email addresses.
The tagged person will then receive a notification about this action and be invited to open the file.
Feature #5: Using Templates
Microsoft OneDrive supports free templates for a variety of Microsoft Apps. You can use Microsoft Word, Excel, or PowerPoint, all loaded with hundreds of templates for different project types.
To choose or look for templates, open the app you want to use, create a new document, and choose one of the templates available; you can browse for more templates by clicking the “more templates” option.
Feature #6: Sorting Your Files by Size
Microsoft OneDrive sorts your uploaded files and folders alphanumerically by default, although you can sort by date modified. This is useful because it gives you quick access to files you work with often.
But if you want to free up some OneDrive storage space, you may want to sort the files according to their size and delete the ones you don’t use often that take too much space.
Microsoft guarantees 93 days of file retention in the case that a file was accidentally deleted. Firewell Technology Solutions also implements backup systems that will retain infinite versions of your OneDrive files for a year or more.
Feature #7: Doing Advanced Search
Maybe you’re searching for a document with specific keywords appearing in multiple files. In this case, you can use the advanced search on OneDrive. The platform allows you to filter your results by location, file type, owner, shared with, date modified, and more.
All you need to do is click on the “Search Options” icon at the far right of the search bar.
Get the Most Out of Microsoft OneDrive
Organizing your files is crucial to making you and your employees more productive in running your business. And Microsoft OneDrive more than proves its worth in this aspect.
OneDrive is a great tool that comes with numerous features to help you organize your files and folders, share them with the world, assign tasks, exchange valuable information, and more.
The seven features mentioned above will help you streamline your work processes and make file creation, sharing, and search more straightforward.
If you’d like to learn more about how Firewell Technology Solutions and Microsoft OneDrive (and, by extension, Microsoft SharePoint) can help you improve your business, I’d be happy to tell you about it. Get in touch with us today to have a 10-15-minute chat on this topic.
This Article, adapted, has been Republished with Permission from The Technology Press.