Benefits of Moving Shared Company Files to Microsoft 365
Photo from Adobe Stock
More than 730 thousand companies in the US use Microsoft 365, but many of these users don’t understand how much it can do for their business.
Do you feel you’re scratching the surface of Microsoft 365? If you’re still using a file server for your shared files, it’s time to make the shift. Here are some of the benefits of migrating your files to Microsoft 365.
Improved Document Search
Users can search inside documents using keywords. SharePoint does this by indexing all the content inside your docs. It’s a great feature that helps you find old files without remembering the file name.
All the files you move to Microsoft 365 are indexed and searchable, even images if they include text. You won’t lose deleted files. SharePoint takes care of discarded files in its own recycle bin. It also has another bin as a backup.
This service allows full access to authorized users from any location. Moving data from a single centralized file server environment to the cloud is a game-changer for anyone who works remotely, in the field, or at different locations.
Multi-factor authentication (MFA) improves security for this access by remote workers. It’s possible to have more than one person working on a document at the same time. SharePoint will track all of the changes to the document.
Advanced Security Controls
One of the benefits of Microsoft 365 is its advanced security controls. Even though your information is no longer on-site, your IT can control access and security settings to limit access. Backups protect users from the risk of data loss.
You can set up a feature that reviews emails for sensitive information with some subscriptions. If someone in your company sends an email with the word password in the subject, Microsoft 365 will return the email to the user, unsent.
It will direct the user to encrypt the message before attempting to resend it. If your company needs to send information such as credit cards, tax IDs, or other sensitive data, you’ll want to look into this feature.
An advanced retention policy replaces backup systems. It’s a proper data governance system that’s relatively easy to set up.
You can tell the system to keep certain types of company files forever, even if a user deletes them. This allows you to set rules for file retention that meet government requirements, such as deleting specific files after seven years.
Another feature is a rights management technology that is cloud-based. Azure rights management takes a bit of set up but you can use it to apply security restrictions to specific documents.
That security travels with the document as it’s emailed or shared and protects it from forwarding, copying, printing, or editing. You can prevent copies or screen captures.
Microsoft Teams is an underused feature. It comes with your Microsoft 365 and allows members of your company to collaborate using shared files. It offers a system that’s in between a phone call and an email, and it’s a flexible option for quick communications.
Get Rid of Your File Server
Are you convinced that Microsoft 365 has the features you need to manage your company documents instead of simply sharing them?
If your goal is to get rid of your file server and migrate to Microsoft 365, we can help. Contact Visionary IT for an internal IT manager at a fraction of the cost.