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Accounting firms deal with a large volume of sensitive financial data that requires secure and efficient storage. OneDrive provides a comprehensive platform for organizing, sharing, and collaborating on important files, making it an ideal choice for accounting firms seeking a reliable and user-friendly solution. In this article, we will explore the key features and benefits of using OneDrive for managing accounting files 

Creating and Organizing Folders   

To get started, all you need to do is log in to your OneDrive account and click on the “New” button to create a new folder. Give the folder a name that makes sense to you and drag and drop the files you want to add to the folder.  

  1. Select New > Folder
  2. Type a name for the folder. 
  3. Select Create

Once you have all of your files in the folder, you can move it around or add subfolders to it for even more organization. 

Uploading files 

To upload files, simply log in to OneDrive and click the upload button. You can then select the files from your computer that you want to upload. For downloading files, just find the file you want and click download. OneDrive also allows you to collaborate with others by sharing files and folders. Say goodbye to the days of confusing file-sharing processes and hello to the convenience of OneDrive. 

You can store over 300 types of files on OneDrive. 

  1. Select Upload > Files or Upload > Folder. 
  2. Select the files or folder you want to upload. 
  3. Select Open or Select Folder. 

Sharing files and folders with others 

Sharing files and folders with others on OneDrive is an important feature that allows the smooth transfer of data without having to rely on email attachments. By sharing a link, you can grant access to your files and folders to anyone you choose. You can also choose whether the files should be viewable or editable, and even set an expiration date for the link.  

  1. Select the files or folder you’d like to share. 
  2. Select Share . 
  3. Select Anyone with this link can edit this item and set the permissions:
    1. Select Allow editing if you want others to be able to edit the file.
    2. Uncheck Allow editing if you only want others to be able to view the file.  

OneDrive also offers the option to share a folder and allow multiple people to collaborate on the same files.  

Change sharing access 

If you are the file owner or have edit permissions, you can stop or change the sharing permissions. 

  1. Select the file or folder you want to stop sharing. 
  2. Select Information in the upper-right corner to open the Details pane. 
  3. Select Manage Access and:
    • Select the X next to a link to disable it. 
    • Select Can Edit or Can View, and then select Stop Sharing. 
    • Select Can Edit or Can View and then select Change to…. 

By implementing OneDrive in your accounting firm, you can streamline your file management processes and improve overall productivity. 

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