Synchronized Data with Office 365 - dummies

Synchronized Data with Office 365

By Ken Withee, Jennifer Reed

With Office 365 and SharePoint Online, you have a centralized home for all documents. You can access those documents from multiple computers (or even your mobile phone) and by multiple people. Regardless of how many people or devices are accessing the document, only a single version of the document exists on SharePoint.

Because SharePoint is in the cloud and accessed over the Internet, you only need an Internet connection or cell reception in order to access your enterprise data.

A real inefficiency booster is having different versions of documents scattered all over the place. You might have one version of a document at work and another version on your home computer and yet another version on your laptop. Documents have a bad habit of multiplying as well.

When you send a document to people in an e-mail, they save it to their computer and then make changes. Very quickly, there are multiple documents, and it becomes nearly impossible to determine which version contains the needed information.

In addition to documents, Office 365 lets you synchronize all your e-mail, calendar, and contacts onto multiple devices. If you use Outlook at home and at the office, you don’t have to worry about being on the wrong computer when trying to find a contact at work.

You don’t have to worry about missing an appointment because all the computers you use synchronize with Exchange Online. The result is that your appointments, e-mail, and contacts live in the cloud and are synchronized with your e-mail program.

You can sync your smartphone with Exchange Online as well so that you are never far from your appointments, contacts, and e-mail. This feature is one of the most valuable.