You don’t store attachments in your inbox, do you?

Do you send files as email attachments? Perhaps it’s time to stop. Otherwise important information stays in inboxes or is only saved locally, so when that PC user is absent or not immediately available, nobody else can work with that data.

A practical tip: never send documents by email – send a link instead. The link takes you straight to the location where the document is stored centrally, so it’s accessible for everyone.


It’s very easy to send a link is very easy from any Microsoft Office program such as Word, Excel, PowerPoint or OneNote. Just click File > Share > Email > Send a link. You can include a short message if you like, e.g. ‘please check this text’.



Sending a link instead of the document itself means everyone works with the most recent version. So you no longer have to compare and merge changes from different users, which prevents mistakes and means you work much more efficiently. And if a PC crashes or employee leaves, no information is lost. Conversely, new colleagues can work with this information straight away.


No need for your server anymore either

Furthermore, it’s not always quick to find documents or access them from any location using traditional file servers, and it can be difficult to ensure you’re working with the latest document version.

So make sure you save all documents in a central location that your colleagues can access: SharePoint or OneDrive. Even better is to create and save all new documents directly in this location, even before the document is finished.
Microsoft SharePoint is the ideal choice for many companies, but you can use Microsoft OneDrive if you don’t have this software in house. You can easily give external contacts access to this online storage location too. And SharePoint makes it possible to revert to a previous version if necessary. You can even receive a notification by email whenever a document is changed by another user.


What about old habits?

Orbit One can help if you want to switch from local data storage or traditional file servers to online document storage in SharePoint. We ensure users can work with documents on any device from any location.

We also supervise the change process. Some companies are already working with SharePoint/Office 365, but users still send email attachments back and forth. That’s why we look at more than just the technical side. After all, if you introduce new technology you want to be sure you’re actually using it. So, it's very important to make clear arrangements. We can help clients draw up lists such as ‘10 rules for using SharePoint’. And we also ensure that everyone in the organization adopts the new approach, for example through training sessions and by appointing key users for continued coaching.


Our tips:

  1. Email a link to a document instead of the document itself.
  2. Traditional file servers have had their time. Save documents online, preferably in SharePoint.
  3. Create new documents directly in a central location that everyone has access to (with well-managed access rights).
  4. Change management is essential for helping end users kick old habits.


Working efficiently Working efficiently

Op 18/05/2014 door Olivier

blog comments powered by Disqus