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Next-level file sharing tips for the Chicago professional

Although file sharing seems simple enough, the following are some file sharing tips for the 3 main file-sharing platforms to make it even safer, more secure, more collaborative and more efficient. With options like Google Drive, OneNote, and Sharepoint, there’s something for everyone.

Google Drive

1. Control access levels

With Google Drive, you can control the access levels for each user with whom the document is shared, adding an additional security layer to your file sharing experience. You can set it so some people can only view the document, allow certain other people to only make comments for suggested edits or give other people permission to edit the document themselves. This allows you to share the document while protecting it from anyone trying to make unauthorized changes.

2. Use the in-window chat for greater collaboration

Since it’s in the cloud, Google Drive allows users to work on a document simultaneously, which makes communication easier for people who don’t work in the same location. Use the in-window instant message feature to make the process smooth and seamless. You can access the chat by clicking on the small speech bubble icon in the bottom right of the screen.

3. Use add-ons

Add-ons in Google Drive are similar to browser extensions in the way they enhance your ability to do things in your documents. You can use one to create the perfect bibliography or footnotes, translate text inside the document or simply change the case of a sentence. This gives you the ability to change the text to all uppercase, sentence casing, first letter capitalization or lowercase with the click of a button.

OneNote

1. Integrate OneNote with Outlook for proper flagging

You can use the same system you have in your email to let you know when things need your immediate attention or if they can wait. OneNote can integrate your tasks from Outlook to help you keep track of deadlines in either program.

2. Use tags

OneNote has a particularly robust tagging system that allows you to not only tag specific notes but also tag parts of notes so you can find the exact section you need, right when you need it. You can tag people’s names, project names or specific topics for in-note tags to make project management even easier and more efficient.

3. Use the web-clipping function

You can, of course, share documents and notes through the program, but you can also clip just about anything from the web and share it easily. Find relevant news about a project, provide important statistics and share them, or just post a funny meme to boost team morale with just a few taps or clicks.

Sharepoint

1. Sync your files

If you don’t need every single item from your team’s Sharepoint account on your computer, use OneDrive sync client to only keep the ones you do need locally. You’ll still be able to access everything else from the web but this allows you to quickly access the things you’re working on.

2. Add features, apps, and tools

There are apps or add-ons for nearly every program these days including Sharepoint. Some of the most popular add ons allow you to create customized calendars or task lists that work for your team without having to bother IT.

3. Restore deleted files

Since most data loss is caused by employee error, this is one of the most useful features of Sharepoint. You can actually get back deleted files within 93 days of when the file was deleted.
If you’d like more information on how you can use Google Drive, OneNote or Sharepoint into your existing business processes, contact us, and we’ll be happy to help make it easy.