Microsoft OneDrive

Microsoft OneDrive has become one of the most useful tools in the Office 365 suite. It is being used by more companies every day. Between the robust feature set and the constant updates, it is easily on par with other cloud storage solutions. It is offered as part of every Office 365 plan. So for any Office 365 user, there is no reason not to use it.

Originally rolled out under the name SkyDrive in 2007, legal issues led Microsoft to settle for the name OneDrive instead. Just like many other MS products, two version of OneDrive are offered, a consumer edition and an enterprise edition. Both versions are very similar but have some key differences.  The enterprise edition is much better for businesses.  The most important difference is the ability to centrally manage the entire organization’s OneDrive.

Over the years since its release, Microsoft has been constantly adding new features.

 

So what do people like most about OneDrive?

 

Local Sync folder

When OneDrive is installed, it creates a OneDrive folder on your computer. This folder acts like a regular file folder. It looks just like any folder you would find in your favorites bar, like the documents or downloads folders. This folder also syncs all of its contents to OneDrive’s cloud storage. So not only is it easy to use, it is also accessible from any computer. You just need to log in.

With 1TB free with all Office 365 subscriptions (5GB free for regular users), most users will be able to fit most, if not all, of their files in the singular folder. OneDrive also supports multiple folders within the OneDrive directory. This allows you to keep everything organized the way you like it.

 

Files on demand

To keep local storage usage low, files are moved up into OneDrive until you use them. Files are not automatically kept on your local drive unless you specifically choose a file or folder to “always keep on this device”. You can still see and browse to all of your files. They download immediately when opened.

You can switch between keeping files on your local drive and keeping them in OneDrive just by right clicking the file or folder and choosing the correct option. No need to worry about needing files when you are offline, as long as you are prepared.

 

Sync existing folders

A recent addition to OneDrive is the ability to sync folders other than the OneDrive folder. The most useful folders being the my documents and pictures folders. This is an easy way to backup valuable pictures and documents that don’t necessarily fit into your organization of the OneDrive folder.

You can even sync these folders between computers. I use it to sync my desktop backgrounds across all computers. If I find an awesome picture that would make a great background, I just save it into my backgrounds folder. It syncs to OneDrive and automatically adds to my desktop background slideshow on both my work computer and personal computer.

 

Sharing files

In both editions of OneDrive, sharing files is as easy as right clicking a file and clicking sharing. There are multiple options when sharing. This includes a read-only version or an editable version, a password protected version, and a version that is only usable by a single person. You can set all sorts of permissions, especially in the enterprise version.

Access controls are immensely important in the business world when sharing sensitive information. Even better, these access controls can be controlled by an admin. This gives businesses more control over who sees your data and how.

 

Creating shared folders

One of the easiest ways to share files is to create a shared folder that multiple people can access. Whether you want to create a folder for a single team, a whole department, or even the whole company, the process is fairly easy. One creates the folder and adds the correct names to the list of users. All users will have access to the folder and all files within, with varying levels of permissions. You may want some users to only have read access, while others get write access.

 

Linked content

OneDrive gives you the ability to create a link to a file and send that to someone else to access it. This is particularly useful when trying to email files to someone else, especially someone outside of your organization. Not only is this convenient, it adds another layer of security to emailing files. It saves space in everyone mailbox by eliminating attaching large files.

OneDrive has come a long way in the last few years. Once it was overshadowed by other cloud storage services like Dropbox or Box. Now with its integration with Office 365 and robust security features, it is easily one of the leaders in the space. It is clear that this is a core application in the Microsoft Office suite. I think you will find its an extremely useful tool in the business world.

Looking to migrate to Office 365 and see the advantages of OneDrive?  Contact Zunesis for more information.

Do you have control of your Office 365 data? Do you have access to all the items you need?

 

The typical reaction is, “Microsoft takes care of it all.”

 

Microsoft takes care of quite a bit and provides a great service for their customers. However, Microsoft’s primary focus is on managing the Office 365 infrastructure and maintaining uptime to users. They are empowering YOU with the responsibility of your data. The misconception that Microsoft fully backs up your data on your behalf is quite common, and without a shift in mindset, could have damaging repercussions when this responsibility is left unattended. Ultimately, you need to ensure you have access to, and control over, your Exchange Online, SharePoint Online and OneDrive for Business data.

 

The misunderstanding falls between Microsoft’s perceived responsibility and the user’s actual responsibility of protection and long-term retention of their Office 365 data. The backup and recoverability that Microsoft provides and what users assume they are getting are often different. Meaning, aside from the standard precautions Office 365 has in place, you may need to re-assess the level of control you have of your data and how much access you truly have to it.

 

As a robust and highly capable Software as a Service (SaaS) platform, Microsoft Office 365 fits the needs of many organizations perfectly. Office 365 provides application Availability and uptime to ensure users never skip a beat, but an Office 365 backup can protect you against many other security threats.

 

 

6 reasons why backing up
Office 365 is critical

 

1. Accidental Deletion

 

If you delete a user, whether you meant to or not, that deletion is replicated across the network, along with the deletion of their personal SharePoint site and their OneDrive data. Native recycle bins and version histories included in Office 365 can only protect you from data loss in a limited way, which can turn a simple recovery from a proper backup into a big problem after Office 365 has geo-redundantly deleted the data forever, or it has fallen out of the retention period.

 

There are two types of deletions in the Office 365 platform, soft delete and hard delete. An example of soft delete is emptying the Deleted Items folder. It is also referred to as “Permanently Deleted.” In this case, permanent is not completely permanent, as the item can still be found in the Recoverable Items mailbox. A hard delete is when an item is tagged to be purged from the mailbox database completely. Once this happens, it is unrecoverable, period.

 

2. Retention Policy Gaps and Confusion

 

The fast pace of business in the digital age lends itself to continuously evolving policies, including retention policies that are difficult to keep up with, let alone manage. Just like hard and soft delete, Office 365 has limited backup and retention policies that can only fend off situational data loss and is not intended to be an all-encompassing backup solution.

Another type of recovery, a point-in-time restoration of mailbox items, is not in scope with Microsoft. In the case of a catastrophic issue, a backup solution can provide the ability to roll back to a previous point-in-time prior to this issue and saving the day.

With an Office 365 backup solution, there are no retention policy gaps or restore inflexibility. Short term backups or long-term archives, granular or point-in-time restores, everything is at your fingertips making data recovery fast, easy and reliable.

 

3. Internal Security Threats

 

The idea of a security threat suggests hackers and viruses. However, businesses experience threats from the inside, and they are happening more often than you think. Organizations fall victim to threats posed by their very own employees, both intentionally and unintentionally.

 

Access to files and contacts changes so quickly, it can be hard to keep an eye on those in which you’ve installed the most trust. Microsoft has no way of knowing the difference between a regular user and a terminated employee attempting to delete critical company data before they depart. In addition, some users unknowingly create serious threats by downloading infected files or accidentally leaking usernames and passwords to sites they thought they could trust.

 

Another example is evidence tampering. Imagine an employee strategically deleting incriminating emails or files — keeping these objects out of the reach of the legal, compliance or HR departments.

 

4. External Security Threats

 

Malware and viruses, like ransomware, have done serious damage to organizations across the globe. Not only is company reputation at risk, but the privacy and security of internal and customer data as well.

 

External threats can sneak in through emails and attachments, and it isn’t always enough to educate users on what to look out for — especially when the infected messages seem so compelling. Exchange Online’s limited backup/recovery functions are inadequate to handle serious attacks. Regular backups will help ensure a separate copy of your data is uninfected and that you can recover quickly.

 

5. Legal and Compliance Requirements

 

Sometimes you need to unexpectedly retrieve emails, files or other types of data amid legal action. Microsoft has built in a couple safety nets, (Litigation Hold) but again, these are not a robust backup solution capable of keeping your company out of legal trouble. For example, if you accidentally delete a user, their on-hold mailbox, personal SharePoint site and OneDrive account is also deleted.

 

Legal requirements, compliance requirements and access regulations vary between industries and countries, but fines, penalties and legal disputes are three things you want to avoid.

 

6. Managing Hybrid Email Deployments and Migrations to Office 365

 

Organizations that adopt Office 365 typically need a window of time to serve as a transition window between on-premises Exchange and Office 365 Exchange Online. Some even leave a small portion of their legacy system in place to have added flexibility and additional control. These hybrid email deployments are common yet pose additional management challenges.

 

The right Office 365 backup solution should be able to handle hybrid email deployments, and treat exchange data the same, making the source location irrelevant.
 

Conclusion

 

Whether you are considering moving your organization to Microsoft Office 365 or have already embraced the benefits of Office 365 within your organization, find a backup solution that offers you both complete access and complete control of your Office 365 data and avoid the unnecessary risks of data loss.