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  • Writer's pictureIles Systems Ltd

Boosting Efficiency: Working Smarter with SharePoint and Office 365

All businesses rely heavily on efficient collaboration and streamlined workflows to stay ahead of the competition. With the abundance of information and tasks, managing everything can quickly become overwhelming. That's where tools like SharePoint and Office 365 come in, offering a plethora of benefits to enhance productivity and simplify work processes.

Understanding SharePoint and Office 365

Let's start with a quick overview. SharePoint is a web-based platform developed by Microsoft for document management and collaboration. It serves as a centralised repository where teams can store, organise, share, and access information from any device with an internet connection. On the other hand, Office 365 is a suite of cloud-based productivity tools that includes familiar applications like Word, Excel, PowerPoint, and Outlook, along with SharePoint, Teams, OneDrive, and more.

The Benefits of Using SharePoint with Office 365

1. Centralised Information Hub:

One of the most significant advantages of SharePoint is its ability to act as a centralised information hub. Instead of scattered files across different folders and systems, SharePoint provides a unified platform where teams can store and access documents, spreadsheets, presentations, and other files in a structured manner. This ensures that everyone has access to the latest version of documents, reducing confusion and saving time searching for information.

2. Seamless Collaboration:

Collaboration is key to success in any organisation, and SharePoint facilitates seamless collaboration among team members. With features like document co-authoring, version history tracking, and real-time editing, multiple users can work on the same document simultaneously, regardless of their location. Additionally, SharePoint integrates with other Office 365 apps like Teams, allowing teams to communicate, share files, and collaborate within the same environment.

3. Enhanced Security:

Security is a top priority for businesses, especially when dealing with sensitive information. SharePoint offers robust security features to safeguard data against unauthorised access, including role-based permissions, encryption, and multi-factor authentication. With Office 365's built-in compliance tools and data loss prevention capabilities, organisations can ensure regulatory compliance and protect their valuable assets from security threats.

4. Improved Productivity:

By streamlining workflows and reducing manual tasks, SharePoint and Office 365 help improve overall productivity within the organisation. Features like automated workflows, task assignments, and notifications enable teams to automate repetitive processes and focus on high-value tasks. Furthermore, SharePoint's integration with Microsoft Power Automate allows users to create custom workflows without writing a single line of code, empowering teams to work more efficiently.

5. Mobile Accessibility:

In today's mobile-centric world, the ability to access information on the go is crucial for business success. SharePoint and Office 365 are designed with mobile accessibility in mind, allowing users to access documents, collaborate with colleagues, and stay productive from anywhere, using any device. Whether you're in the office, at home, or on the go, you can stay connected and productive with SharePoint and Office 365.

On-Premises Server Sync for Office Workers

While SharePoint and Office 365 excel in providing cloud-based collaboration and accessibility, some organisations may still require on-premises solutions for various reasons, such as compliance requirements or legacy systems. In such cases, syncing SharePoint data back to an on-premises server can be a viable solution, allowing office workers to access the data without relying on multiple devices syncing from the SharePoint site.

How It Works:

SharePoint offers the capability to synchronise document libraries to users' local machines using the OneDrive sync client. This means that office workers can access SharePoint documents directly from their desktop or file explorer without accessing the SharePoint site through a web browser.


  • Offline Access: By syncing SharePoint libraries to on-premises servers, office workers can access documents even when they are offline, ensuring uninterrupted productivity, especially in areas with limited internet connectivity.

  • Familiar Environment: For employees accustomed to working with traditional file servers, accessing SharePoint data through a familiar file explorer interface on their local machine can enhance user adoption and minimise training requirements.

  • Reduced Network Load: Syncing SharePoint data to on-premises servers reduces the network load associated with multiple devices syncing directly from the SharePoint site, resulting in improved network performance and stability.


  • Security: While syncing SharePoint data to on-premises servers offers convenience, organisations must ensure that proper security measures are in place to protect sensitive information stored on local machines. This includes implementing encryption, access controls, and regular security audits.

  • Sync Limitations: It's essential to consider the limitations of syncing SharePoint data, such as file size restrictions, sync client compatibility, and potential conflicts when multiple users are editing the same document simultaneously. Organisations should communicate best practices and limitations to users to avoid data loss or corruption.


Implementing SharePoint sync to on-premises servers involves configuring synchronisation settings within the SharePoint admin centre and deploying the OneDrive sync client to users' machines. Additionally, IT administrators may need to set up network infrastructure, such as VPN connections or direct access, to facilitate seamless synchronisation between on-premises servers and SharePoint.


Syncing SharePoint data to on-premises servers offers a practical solution for office workers who require access to SharePoint documents within a familiar environment without relying on multiple devices syncing from the SharePoint site. By providing offline access, a familiar interface, and reducing network load, organisations can enhance productivity and user experience while maintaining data security and compliance. However, careful planning, implementation, and ongoing management are essential to ensure a seamless and secure sync process. So why wait? Start harnessing the power of SharePoint and Office 365 today and take your productivity to new heights!

If you have any questions, or are interested in Office 365 and the applications it has to offer your business, contact us form our home page. We're always happy to help.


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