Office 365 Storage Guide

Many customers have deployed Office 365. However, the usage of all components is not optimal. That is why I wrote this short and simple Office 365 Storage Guide. Tweak it as per your specific needs but the base concept is same. No documents should be stored on local My Documents. Storing a document on a particular device makes it unavailable to even the person who created it. That is why, it should go on a cloud storage.  In addition, files stored on the cloud are easier to share with others.

Office 365 Storage Guide poster

Office 365 Storage Guide

Scenario What to use
Personal files – My documents migration OneDrive for every user
Departmental sites – long term usage – not dependent on a single person – used by entire department Team Site
Short-lived, time-bound, cross-functional projects and related files. Office 365 Groups
Ongoing topic or domain related discussion area (public or private) for open to selected people Yammer Groups

Which documents to store where?

Scenario Recommendations
Rarely used files Take backup in two places.

Keep them on My Documents.

New files Store on OneDrive if

  • no immediate sharing requirement
  • Need to share to someone on a case to case basis

Store on Team site if

  • Document implicitly needs to be accessible to the team

Store on Groups storage if

  • File needs to be visible to team members of a cross-functional project

Send as email attachment if

  • You just need to deliver the file
  • No further interaction is necessary
Existing files When you open a file from My Documents, think if it should be stored on cloud.

If sharing or multi-device access is needed, store on the cloud Use the same logic as shown above.

Check if the file has any linked files associated, or other files are linked to it. If linked files are present, you need to upload those as well and re-establish links.

Comments? Suggestions? Wish list?