OneDrive is a cloud storage service by Microsoft that allows users to store files on its remote servers. OneDrive for Business is available with all Office 365 Business plans: Business, Business Premium, ProPlus; and Enterprise plans: E1, E3, E5. OneDrive also has two standalone plans: Plan 1 (1 TB storage) & Plan 2 (unlimited storage).
While it is available to all users for free, OneDrive for Business allows users to store up to 1 TB of data for Plan 1. In Plan 2, you get unlimited storage at $10 per month, which can be a complete substitute for physical SAN storage devices.
So, if we have to explain it generally, “What is OneDrive?” The most common answer you would hear is something on the lines of “it is a place where we can store text, music, video and other files and access it anytime anywhere.” Although that is indeed the case, there is a lot more about OneDrive than a simple file storage system on the cloud.
Defining OneDrive for Business clearly
OneDrive is not only a place where you can store your files. It also allows users to synchronize and share their files between devices and users. Apart from user-generated files, OneDrive can even be used to synchronize system files. For example, you can apply the system settings, visual customizations, themes, application settings, and even browser settings and data on your personal computer with your office computer using OneDrive.
How does OneDrive work?
From a user’s perspective, OneDrive works just like a hard disk, except for the fact that the drive is not on the user’s computer but some remote server possibly several thousands of miles away. That, in turn, means, unlike the hard disk which is accessible only on the computer you are working on(unless you allow remote access to another device), OneDrive can be accessed from virtually any device so long as it has a browser or the OneDrive app and internet connection. As an extension to this functionality, users can share the contents via electronic means without physically downloading and storing contents locally, a feature that has made real-time online collaboration a possibility.
How to use OneDrive for Business?
OneDrive for Business allows users to store significantly more data than the free version with nearly 1 TB of data. Also, OneDrive pricing is such that users can purchase plans on a monthly or yearly subscription basis at reasonable costs. OneDrive for Business is ideal for users who need to store files for a longer period but do not intend to share with a large group of people. This is because all files on OneDrive are private by default and will require explicit permissions for viewing and editing.
To use OneDrive for Business, all users have to do is use the sync app launcher provided by Microsoft to map with the files they are currently working on with the online version. This makes these files available offline even when the user is not connected to the internet. Read on for more about the mapping process.
How to add a folder to OneDrive?
Users can move the entire folder or choose the specific files or folders that they want to sync.
The specific folder to be synced can be added from the Settings by right-clicking the folder and checking or unchecking for syncing to the associated OneDrive account. The advantage of this approach is that folders like Documents can be “moved” to OneDrive allowing them to be synced whenever there is a change.
OneDrive in File Explorer
Users can add OneDrive to File Explorer. This makes adding and searching for files on OneDrive as simple as doing it locally. The only additional step required is to click on the OneDrive (cloud) icon on the taskbar and select the folders that have to be added to OneDrive. Once you synchronize the folders, you will be able to find the OneDrive files in the File Explorer as well. If OneDrive for Business is not syncing, check the file name and size first. If there are no issues with those, try restarting the sync connection. If all else fails, check the OneDrive for Business manual.
Do you need OneDrive?
Now you may be thinking that do you really need OneDrive. The answer to that question is also fairly straightforward. Why would you say no to secure storage space that comes with a Microsoft guarantee?
The challenge lies in deciding if you need a subscription. If you are an Office 365 subscriber, you get OneDrive space as a part of the package. If you are purchasing OneDrive for Business as a standalone application, it would still make a lot of sense if you have the right reasons.
If you are confused what to choose between OneDrive and Google Drive, contact our experts who’ll guide you after analyzing your storage requirements. Call us now!