Sending files by email is outdated. Today, SMEs can collaborate more effectively with modern tools such as Microsoft 365 and Teams. Here are four tips to avoid duplicate files, save time and work together seamlessly.
1. Choose the right storage space
With Microsoft 365, you have two options:
- OneDrive for Business: ideal for your personal documents or those you want to share occasionally.
- SharePoint Online: perfect for teams, projects, or departments. It centralises files, information, and exchanges in a secure collaborative space.
These tools allow you to control access and ensure data confidentiality.
2. Send links, not files
Rather than attaching a document, simply share the link to the file stored on OneDrive or SharePoint. This avoids multiple versions, reduces clutter in email inboxes and ensures that everyone is working on the right document.
Right-click on the file > ‘Share’ > copy the link and paste it into your email or Teams message.
3. Work together on the same document
With Word, Excel, or PowerPoint, multiple people can edit a document at the same time, provided it is stored online and everyone has Microsoft 365 access.
The result: no more sending files back and forth. Changes are visible in real time, even remotely.
4. Analyse together with screen sharing
Need to discuss a visual or document? Use Microsoft Teams to organise a meeting with screen sharing. It's ideal for collaborating with a graphic designer, partner or supplier without having to travel.
In summary
By adopting these best practices, you facilitate collaboration, reduce errors and increase efficiency. Smart document sharing is a real performance lever for your SME.
Microsoft 365 - DEEP
Unified communications with Cisco Webex
Unified communications with Microsoft Teams
