I'm looking for advice on how to manage file storage effectively in SharePoint for my company. Currently, all files—like Excel, PowerPoint, and Word documents—are stored in a single user folder named 'Company's Admin' under an Office 365 Business Standard license. This setup is problematic: it prevents employees from managing access to their own files without needing intervention from the 'Company's Admin' account, which holds all the files. Additionally, the storage for this account is nearly full, creating a bottleneck since everyone uploads their files there. Here are my questions: 1. What is the best practice for organizing this kind of storage? 2. Can we create a shared company-wide folder without it being tied to a specific user? 3. Is it possible to expand storage capacity for a single user without extra fees? I'm relatively new to my company, and while I'm handling IT responsibilities, I don't have a sysadmin background, so I appreciate any guidance!
1 Answer
Honestly, this setup seems really inefficient. Instead of using a single user account for all storage, you should really be using SharePoint's document libraries. You can set up a main company SharePoint landing page where everyone can access shared documents and manage permissions more effectively. That way, employees can have the autonomy to manage access for their own files. Plus, it would alleviate the storage issues you’re facing, as it spreads the load across multiple accounts instead of cramming everything into one.
I totally get that! The setup was put in place by the Microsoft sales team before I arrived, and it wasn't fully explained. I did try using the communication site, but I ran into weird sync issues. It feels like a migration from OneDrive may be necessary.