More and more companies are relying on Microsoft 365 – in this context, the use of SharePoint Online is becoming more and more interesting. Our Microsoft 365 expert Leon Pleuger has put together 8 answers to exciting questions about the topic. Have fun!
1. What is SharePoint Online and why should I care?
SharePoint Online is part of the Microsoft 365 office package. Most of them use services such as Outlook, Word, Excel or PowerPoint on a daily basis. These components have been part of the package for a long time. As many people have known teams since the Corona pandemic, Teams is also an integral part of Microsoft 365.
In addition to these components, the package offers many other services and programs that pursue one major goal: mapping the digital workplace.
2. What does the mapping of the digital workplace have to do with it?
OneDrive and SharePoint Online are the default storage locations in the world of Microsoft 365, both included with the Microsoft 365 license. That means you could most likely be using the service today.
If you exchange files via teams or work together (collaboratively) on files, they are automatically stored and backed up in OneDrive or SharePoint Online. So many of you are already using the systems today without knowing or realising it.
3. OneDrive or SharePoint Online – What’s the difference?
OneDrive is the place where your files are stored. SharePoint Online is intended for all documents that primarily belong to a team or company and are intended to be used by multiple users. Typical documents that Microsoft would locate in SharePoint Online are for example, concept documents, minutes, offers, invoices, contracts, etc.
4. Where are the documents stored?
SharePoint Online is a cloud solution. This means that documents are stored securely in a Microsoft data center. Customers have control over the country in which the documents can be stored. In this way, it can be specified that documents are only kept in data centers of choice.
5. Why is SharePoint Online suitable for document management from the point of view of d.velop?
SharePoint Online is made for managing files and documents in companies. Users can work simultaneously on documents that are stored here. Built-in versioning ensures that it is also possible to trace who changed what in the document and when.
All content within Microsoft 365 can be found using a powerful full-text search. Individual access rights are controlled, so that only you can find and access, the content that you are allowed to see.
The integrated workflow and form solution enables business processes to be easily integrated upon this basis.
Last but not least, SharePoint Online is seamlessly integrated with the other applications of Microsoft 365, so that a user can work with it easily and quickly find their way around.
6. We have many documents. How much can I save?
Up to 30,000,000 documents can be stored in a SharePoint online library. The license usually includes at least 1 terabyte of storage space. 1 Additional storage space can be purchased separately.
7. Is SharePoint Online audit-proof?
SharePoint Online has many ways to secure content. This means that audit-proof storage is usually possible. In order for this to be compliant, the following core criteria must be met:
- organising principle
- completeness
- accuracy
- immutability
- traceability
- timely
8. How can I expand SharePoint Online with DMS solutions?
d.velop combines 30 years of know-how in the field of document management with the powerful Microsoft platform.
With d.velop documents for Microsoft 365, it is even easier to establish SharePoint Online as a central storage location in the company.
Our connectors connect SharePoint Online with ERP or CRM systems (such as SAP, MS Dynamics 365, Salesforce, …). However, users also have easy access to important processes and files from Outlook. An integrated file function automatically summarises documents that belong to a process and displays them clearly in a structure. Using a metadata search, the right information can be found quickly, even in larger document inventories.
d.velop contracts for Microsoft 365 simplifies the management of the most important information in your company – the contracts.
An assistant enables contracts to be entered quickly and efficiently by users. Built-in permissions and deadlines ensure the right people get access to contracts. The seamless Office integration enables users to save time when collaborating and negotiating contracts in the contract creation process. Search and analysis options ensure that the potential of existing contracts is optimally used. You can round off the contract creation process with the legally secure digital signature ( d.velop sign ).
d.velop invoices for Microsoft 365 offers a complete solution for entering, recognising, checking and approving incoming invoices.
If desired, the solution transfers booking records to your accounting software such as SAP, MS Dynamics 365, F&O, Navision or DATEV.