Navigating the realm of Office 365 can be challenging, particularly when trying to comprehend the numerous licenses, features, and terminologies associated with the platform. From Exchange Online to various subscription options, and concepts like shared mailbox and alias, there are many details to keep track of. Additionally, there are services like OneDrive and SharePoint, each playing its own role in the broader Office 365 ecosystem.
Each of these components serves its unique purpose, and they all have various features that could be vital for the efficiency and productivity of your organization. Understanding what each license or feature entails, and how they can be best utilized, may be key to maximizing your investments in Office 365.
Besides, a thorough understanding of how these different components work together can assist your organization in achieving a more seamless and integrated approach to productivity and collaboration.
But no need to worry - this guide is designed to make things more understandable. We will delve into the different Office 365 licenses, explain concepts like shared mailbox and alias, and investigate how OneDrive and SharePoint function and how they complement each other in a workplace setting. Our goal is to explain these concepts in a simple and easily comprehensible manner, so you can feel more confident in your understanding and use of Office 365.
Office 365 Licenses
Exchange Online
Exchange Online is a standalone email and calendar service, part of Office 365. It's based on Microsoft's Exchange Server technology but hosted in the cloud instead of locally on your server. With Exchange Online, you get professional email services with your domain address, shared calendars, and advanced features like rule-based email routing.
Office 365 Business Basic
This is a basic version designed for businesses needing easy access to Office applications online. It includes online versions of Office programs like Word, Excel, and PowerPoint, along with Exchange Online for email and calendar functionalities via Outlook. Importantly, this subscription doesn't include full desktop versions of the Office programs which can be installed on your computer. Users only have access to the online versions.
Finally, Office 365 Business Basic includes 1 TB OneDrive storage space for each user, allowing for cloud-based storage and file sharing.
Office 365 Business Standard
This is a more comprehensive version that includes everything in Business Basic plus desktop versions of Office programs and additional services like Teams and SharePoint.
Office 365 Business Premium
This version includes everything in Business Standard plus advanced security features like threat protection, data management, and analytics tools.
Office 365 E3
This is an enterprise version that includes all features from Business Premium and additional functions like video conferencing, eDiscovery, retention policies, and more security features.
Office 365 E5
This is the most comprehensive version that includes all features from E3 plus additional features like advanced threat protection, telephone system, audio conferencing, Power BI Pro, and much more.
Shared Mailbox
A shared mailbox in Office 365 is a mailbox that can be accessed by multiple users. It's designed for use by a team or department needing to view and send email from a common account.
Alias
An email alias in Office 365 is an alternative email address linked to a primary mailbox. When you send an email to an alias, the email arrives in the inbox of the primary mailbox.
The Difference Between Shared Mailbox and Alias
The main difference between a shared mailbox and an alias is that a shared mailbox has its inbox and can be accessed by multiple users, while an alias is tied to a single user's mailbox and simply provides another name for the same mailbox.
OneDrive
OneDrive is Microsoft's cloud storage platform, allowing users to save files online in a private storage area. With OneDrive, users can access their files from any device with an internet connection.
SharePoint
SharePoint is a web-based collaboration platform that integrates with Microsoft Office. It's primarily used for storage space and document management, but the product is highly configurable, and its use varies considerably between organizations.
OneDrive and SharePoint Integration
OneDrive and SharePoint work together to deliver a comprehensive solution for file management and collaboration.
OneDrive is designed for personal file storage in the cloud. Each user gets a certain amount of storage space in OneDrive, where they can save files and documents. This is a bit like a "My Documents" folder in the cloud. A user can choose to share individual files or folders from their OneDrive with others.
SharePoint is designed for group-based collaboration and document sharing. With SharePoint, you can create websites (called "teamsites") for specific projects or departments, where team members can save, share, and collaborate on files.
Here are some ways OneDrive and SharePoint work together:
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Integration with Office: Both are fully integrated with Office 365 applications. You can work on a document directly from the web browser, save it to OneDrive or SharePoint, and share it with others.
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File Sharing: You can share files stored in OneDrive or SharePoint with others by giving them a link. They can then open the file in their web browser, and if you grant them permission.
