What Are the Pros and Cons of SharePoint in Microsoft Office 365?
The latest version of Microsoft Office suite, Microsoft Office 365, is designed to ease and enhance presentation, collaboration and sharing data in small, medium and large enterprises. One of the applications comes packed with enterprise editions of Microsoft Office 365 is SharePoint Online. SharePoint Online offers excellent cloud service with easy managing options. You can get SharePoint Online either as a standalone product or as part of the complete Microsoft Office 365 package. SharePoint Online is designed to help enterprises to collate, collaborate and share data with team members, clients, partners and other intended users. With this SharePoint Online, users can access their internal business site, spreadsheets, documents and other important information. This cloud-based application will enable users to access information from their office computers, from home and mobile device.
Organizations, which have migrated to SharePoint Online with Microsoft Office 365, have benefitted from many of the advanced features and advantages of streamlined data sharing. However, there are also some cons to think about before you decide to migrate to SharePoint Online with Microsoft Office 365. Hence, consider following pros and cons before you dive into the environment of the SharePoint Online.
Share large files: With SharePoint Online, you can share large volume of data with intended group of users. You can also ask users to add their comments on those shared documents, update changes and mark when changes are incorporated to shared documents. Thus, you can maintain transparency and also manage data on a secure environment.
Track progresses and things
Do you need to take assessments for internal job postings or set some quiz for your employees to answer? Upload these tests and assessments on the SharePoint Online with Microsoft Office 365 to keep track of test results, how many employees have attempted tests and quizzes and number of employees have not completed yet.
Serves as an internal search engine
SharePoint Online in Microsoft Office 365 serves as a great internal search engine inside. Microsoft Office 365 allows users to search for data inside the set up quite fast and easily. On the other hand, you can also hide specific confidential data and prevent those from being searchable from by setting restrictions using administrator rights.
Create workflow with SharePoint Online
SharePoint Online in Microsoft Office 365 will allow you to add workflow by using SharePoint Designer tool. You can access ‘Workflow Settings’ from the ribbon and from there, select ‘Add a Workflow’. Thus, you can send mails for assigning a task to an employee.
And the cons
Upgrading to SharePoint Online is difficult for many
Are you using SharePoint website with SharePoint 2010? Well, migrating to SharePoint Online with Microsoft Office 365 could be challenging for you. First of all, migrating from current SharePoint to SharePoint Online 2013 would be a prolonged process. Many users have reported that many URLs still point out to documents on old SharePoint and have not been migrated to latest SharePoint Online.
Restricted number of email recipients
Do you have to send newsletters or email alerts to all your customers? Well, Microsoft Office 365 offers limited number of email recipients you can send mail to. However, if the number of email recipients does not exceed 500 per day, then SharePoint Online will work for you quite well.
In addition to these, SharePoint Online in Microsoft Office 365 does not let you open PDF documents within it. You need to download those PDFs on your PC. So, will this latest version of SharePoint Online fit the bill for your organization? Share your comments below.