Turns out the cloud can help your team with document version control

Keeping up with an email chain and multiple copies of a document can be a thing of the past thanks to cloud based collaboration tools.

Richard Hay, Senior Content Producer

October 20, 2016

2 Min Read
Turns out the cloud can help your team with document version control

Many companies have employees spread around the world who collaborate online to get their work done.

All kinds of communications tools have become available to help these teams stay connected and on track with their projects which helps as they work towards a common goal and with cloud based storage the old process of sharing and updating documents by email has now become extinct.

Or at least it should be to gain the benefits of collaborating via the cloud. Cloud based storage services like One Drive for Business and modern Office apps allows co-workers to not only work on the same copy of a document at the same time but also eliminates the concerns about making sure they have the latest version of that document.

Sharing documents via email used to create a lot of this confusion and bump up against other limitations such as creating a document that is too large to be sent as an email attachment or worrying that company data will be safe once it is sent out by email.

To address these limitations and concerns cloud storage helps eliminate those concerns through data protection tools and being able to share a document directly from cloud storage with just a link including controlling exactly who has access to the item for viewing and editing permissions.

A new eBook from the Microsoft Office team, available here and requires brief registration process, will assist your team in learning the full benefits of cloud based collaboration in the Microsoft ecosystem.

The 12 page, 12.4MB PDF file focuses on four key areas:

  1. Collaboration in a single document by the entire team

  2. Seamlessly send large files via links instead of email attachments

  3. Online or Offline access to documents from where you are

  4. Sharing files with full control of who has access for editing or just viewing

How do you use the cloud to save time and work?

But, wait...there's probably more so be sure to follow me on Twitter and Google+.

About the Author(s)

Richard Hay

Senior Content Producer, IT Pro Today (Informa Tech)

I served for 29 plus years in the U.S. Navy and retired as a Master Chief Petty Officer in November 2011. My work background in the Navy was telecommunications related so my hobby of computers fit well with what I did for the Navy. I consider myself a tech geek and enjoy most things in that arena.

My first website – AnotherWin95.com – came online in 1995. Back then I used GeoCities Web Hosting for it and WindowsObserver.com is the result of the work I have done on that site since 1995.

In January 2010 my community contributions were recognized by Microsoft when I received my first Most Valuable Professional (MVP) Award for the Windows Operating System. Since then I have been renewed as a Microsoft MVP each subsequent year since that initial award. I am also a member of the inaugural group of Windows Insider MVPs which began in 2016.

I previously hosted the Observed Tech PODCAST for 10 years and 317 episodes and now host a new podcast called Faith, Tech, and Space. 

I began contributing to Penton Technology websites in January 2015 and in April 2017 I was hired as the Senior Content Producer for Penton Technology which is now Informa Tech. In that role, I contribute to ITPro Today and cover operating systems, enterprise technology, and productivity.


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