Electronic storage: options for storing and collaborating

Electronic storage: options for storing and collaborating

Using cell comments in Excel (16)

The advent of cloud storage has meant that there is now a confusing array of locations to store our electronic documents. It’s often hard to know what’s the most suitable place, especially at work. Should I use the company networked drive? OneDrive for Business? OneDrive? Or maybe a SharePoint site?


Who needs to access the document? And what do others need to do with it?

If you are confused about the best place to store your electronic documents, then ask yourself these two questions.

If the answer is that no one else needs to access the document, personal storage on OneDrive using your private Microsoft email account might be the best solution.

Sharing a few documents on a short-term basis with colleagues? You can do this from OneDrive for Business (for NTU users you’ll see this option listed as OneDrive – Nottingham Trent University)

However if you need to share lots of documents with colleagues for them to read and edit, then a SharePoint site or company networked drive may be better.


Here’s a diagram we produced to help colleagues decide:

Options for sharing

There are of course other storage options available, such as Google Docs, Dropbox etc.


NTU staff and students can visit the Office Central learning room to find out more about Microsoft Office. You will need to log in to NOW to view the learning room.  (Please note: Office Central is an internal resource only accessible by NTU staff and students).


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5 comments on “Electronic storage: options for storing and collaborating

  • Brilliant timing Rachel … I have shared this with two colleagues already who were asking about the best way to work collaboratively with there different teams in the last three days (including the weekend!)

    Both have been advised to try out SharePoint as the most appropriate solution for their teams needs

    Thanks again


  • In Office Central the Sharepoint Help comments “If you think your team or department needs a SharePoint Team Site please contact IT Support in the first instance so they can discuss your requirements and arrange a build.”

    With Office 365 many of the collaborative tools such as Groups, Planner etc now come with an associated SharePoint Team site automatically when you create them …

    • Digital Practice Admin

      Digital Practice Admin

      Hi Pete. You are correct, that tools such as Groups, Teams etc create a mini SharePoint site which is fine to use within those tools. The advice to contact IT Support to discuss a build, would be intended for when a whole department needs a SharePoint Team site creating to their specifications (for example, to take the place of a shared network drive storage area). Rachel

  • Hello,
    I believe the storage limit is actually a generous 5TB currently for ‘OneDrive -Nottingham Trent University’

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