Why should you deploy OneDrive?
Syncing and Storage Management in OneDrive


What is OneDrive?
OneDrive is the Microsoft 365 service that enables its users to access, share, and collaborate on files from anywhere. OneDrive lets its users view files within a browser, share and find content, and sync that content so they can access it offline.

  1. Provide Access to Files From All your Devices.
    The main perk of OneDrive is the ability to access all your files both online and offline from anywhere, across your devices. To do so, it is important to make sure that your local files are sync to the OneDrive cloud storage.


1.1 Syncing Status and Definition
There are three sync statuses or indicators that show whether the files are available to you locally, in the cloud, or both.

Online-Only Files

As shown in the figure above, you see a cloud icon for each online-only file in file explorer, but the file does not download to your device until you open it. You cannot open online-only files when your device is not connected to the internet. Set your files to Online-Only to save up space on your computer.

Locally Available Files

When you open an online-only file, it downloads to your device and becomes a locally available file. You can open a locally available file anytime, even without internet access. If you need more space, you can change the file back to online only.

As shown in the figure above, just right-click and select “Free up space”. By doing so, the status of the files will be automatically changed from Locally Available to Online-Only.



Always available files

An always available file is only the files that are marked as “Always keep on this device”. By selecting that, the status will show a green circle with a white checkmark. These always available files are downloaded to your device and will take up some space, however, they are always there for you even when you are offline.

0.2 Secure and better sharing experience to inside or outside the organization.

Besides providing access, OneDrive also has a modern attachment feature that allows seamless sharing through integration with Outlook. As shown in the figure below, when attached a document or files that have been uploaded to your OneDrive, you can set the files access permission. Besides deciding the permission or access to the files, you could also make real-time changes and do not have to send back and forth a different files version.

Besides modern attachment, OneDrive also has files restore feature that allow you to view a histogram of your file activity and select the desired recovery time at any point over the past 30 days. The restore feature is a great help if some of your OneDrive files were deleted, overwritten, corrupted, or infected by malware. By selecting the time before the attack, you can quickly restore your entire OneDrive to a previous time. At the same time, the restore feature provides you with a view of your activity on a file and your file modification history.

03. Flexible and Varieties Usage On the Go.

By downloading the OneDrive application to your mobile device, you can create, view, edit, and share files on the go. Besides having access on mobile, you can also capture whiteboards and scan work receipts, business cards, and other paper documents for safekeeping by clicking on the camera icon as shown in the figure below.

To conclude, OneDrive as a cloud storage platform provides a complete and user-friendly interface for small businesses, enterprises, and even for personal usage. Not to mention most of the Microsoft 365 subscription plan comes with a 1TB OneDrive storage per user. Thus, enabling companies to use OneDrive in whatever way benefits their business the most. Whether that is simply a cloud-based file share for a small business or a highly utilized storage system that provides the basis for all collaboration within the enterprise.



Share on facebook
Share on twitter
Share on linkedin

Join the CIO’s Toolbox to get a weekly-valuable-non-intrusive newsletter.

You got my words!