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Office 365, best practices for sharing and sites.

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Last Modified: 2020-11-09
Hi, we are planning to move some of our shared documents to Office 365 and i just need some tips on the best way to do this.
All relevant users have been created ready for the move to Office 365. No users at the moment are using Office 365 until i have a good understanding of how sharepoint fully works.
I have some files that need to be accessible to 10 users. I have experimented with sharing some test files with users and setting view or modify access writes.
My questions are:
What is the best way for me to do this, should i as the administrator host the files from my account, put them in a folder and then share?
I need to also understand what site collections are and if i need to set any up? Would i for example set up a site collections called "Sales Dept" for example and if so why, would this create a more unique link to the folder ive created ??    
If poss, a quick explanation would be great rather than a link as ive already read quite a few
kindest regards
Rick
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Lisa Hendrickson "CallThatGirl"Outlook Expert, Microsoft 365 Consultant
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Commented:
Before I give you the ABC's of how I setup SharePoint for my users, are you planning on incorporating Teams too? If so, I would be happy to give you the ABC's of that first, then SP. 

Author

Commented:
Hi, many thanks for your reply. We are currently using zoom as we only have 10% of users with office 365 business licenses and therefore stuck with a .onmicrosoft.com domain name.
If you dont mind give me some Teams knowledge that would be great as once we have migrated across to Office 365 and change the domain name to ours, then yes we will use teams
Thank you
Jian An LimSolutions Architect
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Top Expert 2016

Commented:
I will recommend to create an Office 365 groups and add 10 users to that group
In Office 365 groups, you can use onedrive or outlook to share file

https://support.microsoft.com/en-us/office/share-group-files-in-outlook-749bc73b-90c9-4760-9b6f-9aa1cf01b403

at later stage you can use enable teams.

Also, even 10% of your users have business licence, I will recommend you plan for the whole tenant Directory synchronisation so user have a better user experience. don't just overlook the M365 foundation (identity, onedrive and etc)  

Author

Commented:
Thank you Jian An Lim for your post.
That seems easy enough, but it doesn't explain who hosts the files and how they are accessed by each user after the initial email.
regards


Solutions Architect
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Author

Commented:
Thank you, i will investigate and experiment with the sharepoint option
appreciated

Author

Commented:
I cant find the New Group option, i have created a new custom group in the ribbon and added Browse Groups and Group Settings (which are both greyed out), but i cannot find New Groups under the All commands under customise ribbon.

Author

Commented:
Ignore that last post, i guess its because my Outlook is not yet configured for the new tenant

Author

Commented:
I have gone into the Office 365 admin centre and then into the Exchange Admin centre
Under the recipients > Groups, i have added a new group, made myself the owner and a member.
If i go to my own Sharepoint or One Drive, i do not see this shared resource
what am i missing
many thanks


Author

Commented:
OK, so i've had a bit of success
I have created a group in the Exchange Admin side, made myself an owner and member and then from Outlook App i click on the group, then click site and then i  clicked on Follow in the top right corner
I can then see the site under Share Point Following, and i can see the temporary docs i created.
I've done exactly the same with another group and when i click on site from within Outlook, the site opens in Sharepoint but i dont get the option to follow in the top right hand corner,   so if i dont go through outlook first and just go straight to Sharepoint, i cant see the site/group i created.
I have logged out and closed all browsers and logged back in in between.
I guess its easy when you know how, but its winding me up now.

Lisa Hendrickson "CallThatGirl"Outlook Expert, Microsoft 365 Consultant
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Commented:
Let me know if you still want Teams overview, looks like you got the SP help so far. 

Author

Commented:
Hi Lisa
i would still be very grateful for your SP help as its all very click and pray at the moment and still not giving me the results i want. Thanks
Lisa Hendrickson "CallThatGirl"Outlook Expert, Microsoft 365 Consultant
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Commented:
This problem has been solved!
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Author

Commented:
Many thanks to all who have shared their knowledge with me, its much appreciated
I'm happy now with the process of creating sharepoint sites through either sharepoint admin or exchange admin and granting access etc.
I just need to have a weekly on premise backup of the files that are locating within these sites.
Any recommendations on what software to use?
thanks
Rick

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