As a user of Office365 Business you may not have used the excellent new feature known as Files On-Demand. In our opinion it is a game-changing improvement introduced with the introduction of macOS Mojave (10.14).
You can still work with OneDrive & SharePoint files directly in MacOS Finder as before, whilst consuming a fraction of the local storage space. Changes are synched and shared with others via the OneDrive app.
This feature opens the way to being able to handle larger datasets much more efficiently. We found that the old synching mechanism was quite unreliable, especially when working with larger amounts of data.
It also means that it is no longer necessary to synch all of the data across all devices thus saving local storage space and processing resources.
To open a file you just double-click it as normal, it downloads and then it opens up in the selected app.
You can use the rather unwieldy web version of Office 366 to access and work with your files or you can opt to use macOS Finder which provides a much more familiar experience and have all the advantages of the macOS user interface.
Even files that are only stored in the cloud appear as though they are local which makes the system really easy to use.
There are three file states:
- Files stored in the cloud only that will download on demand
- Files that have been downloaded already
- Files that you need to always have access to locally – even without an internet connection
What happens if I delete a file or move it to Trash?
When you delete an online-only file from your device it is deleted from OneDrive & SharePoint in the cloud and on all devices. You can restore deleted files and folders from the OneDrive & SharePoint located on the web.
Deleted items are stored in the recycle bin for 93 days before being permanently removed.
When you delete a file that is stored locally it is moved to computer’s Trash and can restored if needed.