Office 365 offers a plethora of apps for document management assistance – but which ones should you focus on and why? Well, it depends what your current document management setup is in your organisation. it also depends on what you need to do on a regular or semi-regular basis. Let’s have a look at what’s on offer!
SharePoint – a document management essential
SharePoint is great in many scenarios but is best for collaboration and the sharing of information; e.g. it work well when you have multiple teams needing to access a lot of information and collaborate on numerous documents. You can tailor SharePoint to suit the individual needs of you business. If you want to create a specific structure around your data to wrap a security layer around it, then SharePoint is ideal. It’s commonly used as a platform for Intranets, Document Management Systems, workflow applications and project collaboration – but you can easily apply it to uncommon processes, e.g. Records Management, Document Transmittal, Business Intelligence reporting and many, many, many more!
Microsoft Exchange Server
This is Microsoft’s email, calendaring, contact, scheduling and collaboration platform. Exchange and Outlook work hand in hand to provide email, scheduling, contact, and task management capabilities within Microsoft Office and Office 365. (Exchange is a pure IT product rather than an end-user product).
If you use SharePoint as your intranet, it’s advantageous to integrate it with Exchange as it will enhance collaboration and communication. Sharepoint is great for document management. You can configure Exchange and SharePoint to enable similar collaboration capabilities in your environment (i.e. by using Web Parts and features that let Exchange users access SharePoint document libraries and view Exchange public-folder content in SharePoint). Exchange Server information can be accessed and surfaced using Graph, and it is used to support SharePoint Calendars, therefore Exchange calendars can be surfaces in SharePoint. Exchange integration is responsible for all emails that SharePoint sends.
Microsoft OneDrive for Business – a good one for document management!
This provides a cloud-based location where you can store, share, and sync your work files. You can update and share your files from any device with OneDrive for Business. Where document management is concerned, OneDrive is an essential!
Example for document management:
If you have a workplace heavily using the cloud, then OneDrive is a crucial app to support the sharing and storing of files – if a lot of your workforce is home-based, then OneDrive is very useful. Avoid constantly sharing file over email and instead be one step closer to having a more productive workforce!
Microsoft Note is used to gather and create free-form information with multi-user collaboration functionality thrown in. It gathers users’ notes (handwritten or typed), drawings, screen clippings and audio commentaries. Here’s a basic document management scenario: Notes can be shared with other OneNote users over the Internet or a network. You can make notes on any device. It’s collaborative and cloud-based. You can make handwritten notes, drawings, and more.
This is a platform that combines workplace chat, meetings, notes, and attachments. That might not sound that amazing, however when you have large scale, multi-faceted projects then this is a terrific cloud-based app.
Teams brings together people, conversations and content—along with the tools that teams need—so they can easily communicate, collaborate and achieve more.
Ultimately, Office 365 only works best when you know what you want it to do. Requirements gathering may seem tedious, but it’s incredibly important when implementing and adopting a new system. Document management is an essential in most organisations – and using the right apps is equally as important.