Main Benefits of Cloud Based File Sharing: What You Need to Know

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Questions and Answers

What is the purpose of using a cloud-based storage solution like OneDrive or Dropbox?

To sync the files only to one device for easy access.

To create different versions of the same file for backup purposes.

To avoid file version confusion and allow multiple users to collaborate on the same file. (correct)

To increase the risk of hard drive crashes due to centralized storage.

What does syncing files in a cloud-based storage solution mean?

Creating a backup of the files on a local device without updating them.

Storing files exclusively on the cloud without any local copies.

Maintaining the same files both in the cloud and on a local device, updating them constantly. (correct)

Ensuring that the files are updated with the most recent version only when disconnected from the internet.

Which feature allows users to work together on the same file simultaneously?

Hard Drive Crashes

Backup

Real-time co-authoring (correct)

File Version Confusion

What is the primary advantage of real-time co-authoring in a cloud-based environment?

Facilitating simultaneous collaboration on a file by multiple users. Signup and view all the answers

What does it mean when a cloud service offers 'real-time co-authoring'?

Multiple users can work on a file at the same time, with changes instantly visible to all. Signup and view all the answers

How does working 'locally' differ from working 'online' in a cloud-based environment?

Working online requires constant internet connectivity, while working locally allows access without an internet connection. Signup and view all the answers

What is a major drawback mentioned regarding OneDrive?

It does not differentiate between shared files and files you created Signup and view all the answers

In Microsoft Teams, what can you do within the shared workspace?

Chat, meet, share files, and work with business apps Signup and view all the answers

Which method is always preferred for editing files according to the text?

Opening files in the desktop application Signup and view all the answers

What feature allows easy navigation of Outlook items depending on the view?

Navigation Pane Signup and view all the answers

What is a limitation of editing files within Teams according to the text?

Limited options and layout not shown accurately Signup and view all the answers

What happens if you click 'Remove from shared list' for a file in OneDrive?

The file remains on your Onedrive taking up space Signup and view all the answers

What is the main advantage of syncing files to the cloud over only working on files in the online space?

You can use desktop apps to view and edit your files. Signup and view all the answers

Which cloud storage service does not allow you to sync your files offline?

Google Drive Signup and view all the answers

How can you co-author documents in Microsoft Teams?

In the Teams app, online Office applications, and desktop Office applications Signup and view all the answers

What is the difference between syncing your own files and syncing shared files in OneDrive?

There is no difference, both your own files and shared files will sync. Signup and view all the answers

How do you access and edit files that have been synced to Microsoft Teams?

Go to Teams > Files > Documents > Sync Signup and view all the answers

What is the main purpose of OneDrive for Business?

It is a cloud storage service specifically for businesses and organizations. Signup and view all the answers

Study Notes

To remove a shared file, you need to contact the person who shared it with you and request to unshare it.
Removing a file from the shared list doesn't delete it, and you can still access it using its link.
You can't create folders in the 'Shared with you' section.
OneDrive distinguishes between files shared with you and files you created, which can be confusing when syncing to a local folder.

Microsoft Teams

Teams is a shared workspace where you can chat, meet, share files, and work with business apps.
It allows real-time co-authoring, and you can open multiple documents at the same time.
You have three options to edit files: in Teams, in a desktop application, or in a browser.

Outlook Interface

The Navigation Pane allows easy navigation of Outlook items and changes depending on the view you're in.
The message list lists your email messages.
The Reading Pane makes it easier to exchange files.

Cloud Storage

Cloud storage allows multiple users to store, manage, and process the same file or set of files.
It avoids file version confusion, as all users have the same version of the same file.
It provides backup, so your files are safe from hard drive crashes.
Real-time co-authoring allows you to work together on the same file at the same time.

How Cloud Storage Works

There are different 'brands' of clouds, called 'hosts', such as OneDrive, Dropbox, and Microsoft Teams.
You can work in the cloud online or locally by syncing files to your device.
Syncing is a two-way process, updating files in both the cloud and on your device.
You can choose to sync or not to sync, depending on your internet connection and preferred editing method.

Syncing with Different Cloud Hosts

Dropbox: syncing is available, and it has most of the cloud advantages.
Google Drive: syncing is not possible, and it has its own file formats (Google Docs, Sheets, Presentations).
OneDrive: you can sync your own files, and shared files can be synced by opening the folder and clicking 'sync'.
Teams: co-authoring is available in all possible ways (in the Teams app, online Office applications, and desktop Office applications).

Office 365 and OneDrive for Business

OneDrive is a free cloud that comes with a free Microsoft account.
Office 365 subscription is required for Teams.
You can sync Teams by going to Teams > Files > Documents > Sync.

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Description

Explore the advantages of using cloud file sharing, including easy file exchange, shared folders, version control, backup, and real-time co-authoring. Discover how cloud-based services enhance collaboration and data management.

Benefits of Cloud File Sharing

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