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Microsoft 365

SharePoint and Teams

SharePoint and Teams done properly: document libraries that replace file servers, a permissions structure that makes sense and Teams governance.

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In short

SharePoint and Teams replace the on-site file server with document libraries that work from anywhere, version files automatically and are backed by a permissions structure you can understand. Dig IT Solutions designs the site and library layout, migrates data from shared drives, sets Teams governance and trains staff. For Mr Plant Hire, SharePoint now handles document sharing between companies and depots.

When you need this

Signs this is the right conversation

  • Our file server is the only reason we still have a server.
  • Teams has grown into hundreds of channels nobody can find anything in.
  • We don't know who can see which folders.
  • Home workers use the VPN for files and it's painfully slow.
  • Two companies in the group need to share documents securely.

Scope

What we deliver

  • 01

    Information architecture

    A site and library structure designed around departments, projects and processes rather than a copy of an old folder tree.

  • 02

    Permissions model

    Access granted through groups, with a small number of well-understood levels, and sensitive libraries locked down and reviewed.

  • 03

    Migration from file servers and shared drives

    Data moved in stages with permissions mapped, stale content archived, and the old share made read-only before decommissioning.

  • 04

    Teams governance

    Naming conventions, who can create teams, guest access rules, expiry for unused teams and a standard channel layout.

  • 05

    Sync and offline setup

    OneDrive sync configured so staff see libraries in File Explorer, with known-folder backup for desktops and documents.

  • 06

    External and inter-company sharing

    Secure sharing with clients, partners or sister companies using guest access, sharing links with expiry and separate sites where needed.

  • 07

    Staff training

    Short sessions on where things live, how to share properly and how version history and co-authoring work.

Outcomes

What you get out of it

  • Files available from anywhere without a VPN.
  • Permissions you can explain in a sentence.
  • A Teams environment people can navigate.
  • One less server to power, patch and back up.

FAQ

Questions we are asked

Straight answers. If yours is not here, call 020 8482 4020 or 01992 939 365 and ask an engineer.
Can SharePoint replace our file server?
For most businesses of up to 250 people, yes. Document libraries handle Office files, PDFs and most general documents well, with versioning, co-authoring and access from any device. The exceptions are very large files such as CAD or video, databases and applications that need a traditional file path, which may stay on a small server or move to Azure. We assess this in discovery.
What is the difference between SharePoint, OneDrive and Teams files?
OneDrive is personal storage for one user's working files. SharePoint holds team and company documents in shared libraries with managed permissions. Teams files are actually SharePoint libraries attached to each team, presented inside Teams chat. A good design puts company documents in SharePoint, uses Teams for collaboration around them and keeps OneDrive for drafts and personal files.
How do we stop Teams sprawl?
Set rules before it grows: decide who can create teams, agree naming conventions, use a standard channel layout, set expiry policies so unused teams are archived, and review guest access regularly. Most sprawl comes from every project or conversation becoming a new team. Governance settings in Microsoft 365 enforce the rules once agreed, and we tidy existing environments as part of the setup.
How long does a migration from a file server to SharePoint take?
It depends on volume and how tidy the data is. A typical small business share of a few hundred gigabytes takes a few weeks including design, a pilot department, the main copy, a final synchronisation and a cut-over. The design and clean-up stages take longer than the data copy. Rushing them is how you end up with the old mess in a new place.
Can two companies in a group share documents in SharePoint?
Yes. Options range from guest access into specific sites, to a shared site in one tenant with both companies' users, to cross-tenant collaboration settings. We set this up for Mr Plant Hire, where SharePoint is used for document sharing between companies and depots. The right approach depends on how separate the companies need to remain for legal and data reasons.

Insights

Further reading

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Next step

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Tell us what is not working, or what you are planning, and we will give you a straight view on what it would take to fix.

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