Over the years, I've had many clients complain about emails not being delivered because of file ...
Over the years, I've had many clients complain about emails not being delivered because of file size limitations. Yes, that 100 page PowerPoint presentation is important, but most mail servers won't accept messages larger than 25mb. Even if your mail server allows you to send messages that are larger than 25mb, if the recipient's mail server caps out at 25mb, then your 26mb message will not be delivered. But why send the email as an attachment to begin with? I've been using OneDrive with Office 365 for only a few months, but I can tell you with all honesty, I will never go back to sending attachments through email again. In case you haven't seen our recent livestream on the different ways you can share files, you can watch the recorded version on the left (don't forget to like and subscribe!). In this livestream, Chris and I focused on the benefits of sharing vs. emailing and we came up with 3 primary benefits. First, sharing provides increased security because of authentication requirements. Second, was the ability to co-author a document in real time (but that's another blog post). Finally, the last benefit was the ability to send really large files. The default message size limit in Office 365 is 25mb, but that can be increased to a max of 150mb by your administrator. So how much larger do you think sharing a file as opposed to attaching a file let's you send? 200mb? 500mb? 1000mb? Try 15gb! That is 100 time larger than the 150mb Office 365 message limit. For those of you who have not had a chance to use the share feature, let me show you how it works. Let's say you are working on a document in an Office program like Word or PowerPoint. In order for the share feature to work, the file must be saved to OneDrive. If your document isn't saved to OneDrive by the time you click the Share button, it will prompt you to save (figure a). Once saved in OneDrive, you'll see a new window where you can then enter in the recipient's email address (figure b) and choose a permission level for the document (figure c). Once you finish making your permission changes, you can then send the message by clicking send. By this point you may be asking yourself, if you aren't emailing the file as an attachment then how will the recipient get the file? It's a good question and luckily it has an simple answer. Take a look at your sent items folder in Outlook. You will notice you sent an email to your recipient when you shared it (or rather, OneDrive did). In that email, your document is not attached, but the body of the message contains an Open button. When your recipient clicks the Open button, they are taken to the shared document in your OneDrive library. That is how sharing enables you to bypass the recipient's file size limit. Your actual email only contains a link to your document and not the document itself. As Chris and I discussed in our livestream, clicking the share button from an Office document is just one way to share. I encourage you to watch the recorded livestream to see the other ways you can share a document. These other ways are useful for when you are dealing with a non-Office file, such as a PDF or even a video file. Break free from file size limits and start sharing.
On paper, ransomware isn’t nearly as scary and devastating sounding as the reality tends to play ...
On paper, ransomware isn’t nearly as scary and devastating sounding as the reality tends to play out. Imagine if one day your company was locked out of all its data. Its financial records, its client information, your billing system, and the like all ransomed. In many cases the ransom while steep is a pittance compared to the cost of your business losing its data and the productivity losses that go with it. The thing is, more than half the time the ransom is paid, the data remains locked. After they’ve anonymously taken your money, they have little motivation to take the extra steps to unlock your data, if they even bothered to retain the encryption key in the first place. Office 365 now has two tools that allow organizations to safeguard their data against ransomware attacks and restore your files even if you are compromised by a ransomware attack. File Restore This tool has been part of OneDrive for a while now, but Microsoft recently made available on all Office 365 licenses including Home and Personal. File Restore allow OneDrive users to roll back their entire OneDrive to any point in the previous 30 days. So if your files are ransomed, the hard drive they’re on gets destroyed, get corrupted, or your hapless coworker accidently deletes all of them, you can get back up and running in moments. Ransomware Detection and Recovery Office 365 now detects ransomware on the device its installed on and lets you know it's happening. Whether it's you phone, tablet or PC Office 365 will alert you and send you and email with instructions on how to respond to the attack. In this notification you're given a link to the aforementioned File Restore feature. This link also includes the data and time of the attack to you can quickly see what happened and restore your device to before it was infected. The choice for file storage is clear We've been telling businesses to stop using file servers for a while now, but now that all version of Office 365 include these features with OneDrive, it now the right choice for everyone, including home users. If you have data that you value, whether it's your company's financial records or family photos, don't leave it to hard drives to keep it. Put it in the cloud, make it indestructible. https://youtu.be/BzfuYVB8DpY
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Addressing an issue often overlooked by cloud storage users when choosing a service, Microsoft has increased the maximum size for files uploaded to OneDrive from 2GB to 10GB. Although cloud storage providers now offer consumers massive amounts of space at little to no cost, the size limit on individual files can become a barrier for people who need to store very large files, especially in areas like media, science, architecture and engineering. Being able to store larger files has been one of the top requests from OneDrive users, Microsoft said in a blog post on Wednesday. “We recognized that people not only have more files than they did before, but they have bigger files as well,” wrote OneDrive group program manager Jason Moore. The larger files can be uploaded via the product’s desktop software for Windows and Mac OS, its mobile apps and OneDrive.com. [ Further reading: Best NAS boxes for media streaming and backup ] Ironically, the change applies for now only to OneDrive and not to OneDrive for Business, the version for professional use where the need for larger file sizes is probably more pressing. Moore said Microsoft plans to make the change to OneDrive for Business too, but didn’t say when. A Microsoft spokeswoman said via email it’s expected to happen “over the coming months.” Cloud storage race tightens On the consumer side, the move makes OneDrive more competitive with Dropbox, which has a 10GB limit for files uploaded from its website, and no limit on files uploaded via its desktop and mobile apps. Google Drive lets users upload files up to 5TB in size, as long as they’re not converted to Google Docs, Slides and Sheets. There is a 50MB file size limit on presentations and documents uploaded to Drive and converted to Docs and Slides, and a 100MB limit on spreadsheets converted to Sheets. Meanwhile, Box starts with a 250MB file size limit on its free plan, and tops out at 5GB on its Business and Enterprise editions. Microsoft also said it has sped up OneDrive’s syncing process on PCs and Macs, making it approximately three times faster. The rollout of this improvement will be completed worldwide in the coming weeks. It’s also now possible for OneDrive users to drag and drop folders from their computers to OneDrive.com when using the Chrome browser. In addition, Windows 7 and Windows 8 users can now create a link to share files from their OneDrive folder without needing to do that on OneDrive.com. “By simply right-clicking the item or items you’d like to share, you’ll see a ‘Share a OneDrive link’ option that will create a sharing link and add it to your Clipboard. From there, you can paste it directly into an email, IM, or other message,” Moore wrote. This feature should be rolled out worldwide within the coming weeks, and available on Windows 8.1 and Mac OS at an unspecified later date. To comment on this article and other PCWorld content, visit our Facebook page or our Twitter feed.