Microsoft – Items in lists and libraries – A list can have up to 30 million items and a library can have up to 30 million files and folders. Even though a library can store 30,000,000 folders or items, you cannot change permissions on files or folders when you reach 100,000 items. Depending on how big your company is, you could only have one library or multiple libraries. On this site I give the whole company read rights and then create a library called “Vault”. I create Communication sites for these as I don’t need another Office 365 Group created through a Team site template. I prefer using SharePoint sites for this, which means I can have multiple owners. Of course, you could share this through OneDrive, the downside is that you stay the owner. There might be no collaboration – only for consumption and then I stay clear of creating unnecessary Microsoft Teams. For example, reports shared by Finance with multiple departments etc. This leaves the Ad Hoc content shared internally between departments. Content that should be open to all, should live in your Communication Sites (Intranet), Yammer & Stream. Content sharing with people that you work with everyday (department, team, projects etc.) should be in Microsoft Teams. My suggestions are that your personal content, working drafts as well as content shared externally (if allowed) should live in OneDrive. Keep in mind that features are released and updated daily, you should review and update these guidelines on a regular basis as the digital maturity of your company grows.
Therefore it’s important to supply your users with guidelines. As you can see, there are many more options in #Office365. This is my high level overview of content sharing & storage behaviour. We can only achieve that through investigation, asking questions and ‘drawing the picture’. When I help companies map the “old to new” environments, I always say that to adopt new technologies, we need to have empathy for the way we did things before. Always consult a group of users, representative of the different departments in your company before putting new systems in place. Note: Keep in mind that the size of your company and complexity of document sharing might influence whether this model could work for you. Moving to the Cloud? Contact me for a FREE 60 minute, Microsoft 365 Immersion Experience. In this blog we’ll take a look at sharing internal content where #MicrosoftTeams are not necessary or viable AND I’ll show you how to make this accessible from within #MicrosoftTeams. New options are #OneDrive, #SharePoint and #MicrosoftTeams. With all the choices available, it’s understandable that companies are struggling to make decisions regarding where their documents should live in #Office365.
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