Difference between revisions of "Broad Overview of M365"

Revision as of 15:44, 1 May 2026

Why Microsoft 365?

Microsoft 365 improves data security and record retention while eliminating version-control issues caused by downloading multiple copies of email attachments. With M365, files are stored securely in the cloud. You can share them via links, track and manage permissions easily, and collaborate simultaneously in real time.

Where should I store my files?

OneDrive Personal files or drafts that are not yet ready for collaboration.
Teams - Files and records related to a project, operational, or work unit team so that the files live with the Team.
- Your Team membership should match the permissions access to the files.
- If you have student employees or users you want to share files with outside the Team consider creating a shared channel and store the files they will need access to within that channel.
SharePoint Communication site – Files that all staff and faculty need to access via Inside Evergreen.

Key Storage Tips:

Match Permissions: Your team membership should match the access permissions for the files.
Shared Channels: If you need to share files with student employees or users outside of your Team, create a shared channel and store the necessary files there.

OneDrive vs SharePoint vs Teams - What's the Difference?

OneDrive – personal document library (ME)
SharePoint – Team or communication site document library with advanced sharing and permission features (WE)
Teams – A communication and collaboration interface layer on top of SharePoint (SharePoint acts as the backend for Teams).

Helpful Tips

Unread filter– Quickly find new messages using the unread filter.
@ mentions – Notify an individual or a group directly so they receive a notification.
Web vs desktop app – You can access your account from any web browser (Chrome or Edge works best) by logging into my.evergreen.edu > Community > Microsoft 365. Keep in mind:
- Outlook has full features in the web client.
- Teams, Word, Power Point and Excel has more features in the desktop application.

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   ====Why Microsoft 365?====
-In short, data security and record retention. We are moving away from long email threads with a file attached that can be downloaded with multiple instances of the same file. Now files are stored in the cloud using share links where permissions can be easily tracked and managed and edited simultaneously for easy version control.
+Microsoft 365 improves data security and record retention while eliminating version-control issues caused by downloading multiple copies of email attachments.
+With M365, files are stored securely in the cloud. You can share them via links, track and manage permissions easily, and collaborate simultaneously in real time.
 ----
-==== OneDrive vs SharePoint vs Teams - What's the Difference? ====
+====Where should I store my files?====
-*'''OneDrive''' – personal document library (ME)
+*'''OneDrive''' Personal files or drafts that are not yet ready for collaboration.
-*'''SharePoint''' – Team or Communication site document library – advanced sharing and permissions features (WE)
+*'''Teams''' - Files and records related to a project, operational, or work unit team so that the files live with the Team.
-*'''Teams''' – communication and collaboration interface layer on top of SharePoint (SharePoint is the backend to Teams)
-====Where should I store files?====
-*'''OneDrive''' for drafts that you are not ready to collaborate or for personal files.
-*'''Teams''' - Files and records related to a project, operational or work unit Team should be saved into the Team document library (SharePoint) so that they live with the Team.
 **Your Team membership should match the permissions access to the files.
 **If you have student employees or users you want to share files with outside the Team consider creating a shared channel and store the files they will need access to within that channel.
-*'''SharePoint Communication site''' – Files that all staff/faculty will need access to via Inside Evergreen.
+*'''SharePoint Communication site''' – Files that all staff and faculty need to access via Inside Evergreen.
+====Key Storage Tips:====
+*'''Match Permissions''': Your team membership should match the access permissions for the files.
+*'''Shared Channels: If you need to share files with student employees or users outside of your Team, create a shared channel and store the necessary files there.
+==== OneDrive vs SharePoint vs Teams - What's the Difference? ====
+*'''OneDrive''' – personal document library (ME)
+*'''SharePoint''' – Team or communication site document library with advanced sharing and permission features (WE)
+*'''Teams''' – A communication and collaboration interface layer on top of SharePoint (SharePoint acts as the backend for Teams).
 ====Helpful Tips====
-*'''Unread filter'''– use this as a quick way for finding new messages
+*'''Unread filter'''– Quickly find new messages using the unread filter.
-*'''@ mentions''' – use this to notify an individual or group so that they receive a notification.
+*'''@ mentions''' – Notify an individual or a group directly so they receive a notification.
-*'''Web vs desktop app''' – you can access your M365 account from any web browser by logging into your my.evergreen.edu account > Community > Microsoft 365.
+*'''Web vs desktop app''' – You can access your account from any web browser (Chrome or Edge works best) by logging into my.evergreen.edu > Community > Microsoft 365. Keep in mind:
-Chrome or Edge works best.
+**Outlook has full features in the web client.
-**Most apps will have different features if using web vs desktop app. Ex; Outlook has full features in the web client, Excel has more features in the desktop app.
+**Teams, Word, Power Point and Excel has more features in the desktop application.
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