How to share files across devices for my small business

Summary

This guide helps you troubleshoot and resolve: How to share files across devices for my small business. Follow the steps below to fix the issue.

Common Causes

Many small businesses store company files across personal computers, USB drives, and personal cloud accounts. This fragmented approach makes it difficult to locate the current version of a document and increases the risk of data loss. Transitioning to Microsoft SharePoint and OneDrive for Business centralises your data in the cloud so your team can access the right files securely from any location.

Quick Fix Steps

1. Sign in to Microsoft 365 using your business email address.
2. Open SharePoint to create your central team site.
3. Build a logical folder structure that reflects how your organisation works.
4. Assign staff permissions based on roles rather than individuals.
5. Sync your SharePoint document libraries to your desktop using OneDrive for Business.
6. Use version history to recover previous versions of files when needed.

Detailed Instructions

1. Sign in to Microsoft 365

1. Go to https://www.office.com in your web browser.
2. Enter your business email address and password.
3. Select SharePoint from the app launcher in the top-left corner.

2. Create your SharePoint team site

1. In SharePoint, select Create site.
2. Choose Team site for departmental collaboration.
3. Enter a clear site name, such as Company Files or Marketing Team.
4. Add a description so staff know what the site is used for.
5. Select Finish to create the site.

3. Set up a logical folder structure

1. Open your SharePoint site and select Documents from the left navigation.
2. Select New > Folder.
3. Name folders by business function, for example Accounts, Projects, Templates, and HR.
4. Create subfolders for specific years, clients, or projects as needed.
5. Avoid nesting folders too deeply; aim for no more than three or four levels.

4. Assign staff permissions

1. In your SharePoint document library, select the folder you want to share.
2. Select Manage access from the command bar.
3. Select Grant access.
4. Enter the email addresses of staff members who need access.
5. Choose the permission level: Can edit or Can view.
6. Select Grant access to confirm.

5. Sync files to your desktop for offline access

1. Open the SharePoint document library in your browser.
2. Select Sync from the command bar.
3. If prompted, allow your browser to open OneDrive.
4. Sign in to OneDrive with your business account.
5. Choose the folders you want to sync and select Start sync.
6. Your files will appear in File Explorer (Windows) or Finder (macOS) under your organisation's name.

6. Use version history to recover previous file states

1. Open the file in SharePoint or OneDrive.
2. Select the file name at the top of the window.
3. Select Version history.
4. Choose a previous version from the list to view or restore it.
5. Select Restore to make that version the current file.

Troubleshooting

Files are not syncing

• Check your internet connection.
• Ensure you are signed in to OneDrive with your business account, not a personal account.
• Right-click the OneDrive icon in the system tray or menu bar and select Pause syncing, then resume it.
• Check that the file name does not contain characters such as # or %, which can cause sync errors.

Permission denied when opening a file

• Ask the site owner to verify your access level in Manage access.
• Ensure you are using your business email address, not a personal Microsoft account.
• Clear your browser cache and sign in again at https://www.office.com.

Version history is missing

• Version history is available for files stored in SharePoint and OneDrive for Business, not for files saved only on a local computer.
• Move the file into a synced SharePoint or OneDrive folder to enable version tracking.

Centralising your business files in SharePoint and OneDrive removes the confusion of multiple document versions and protects your data from accidental loss. If you need assistance planning your migration or setting up permissions, Open a Ticket.

Still Having Issues?