Microsoft 365 · Files
Service group: Microsoft 365Company files that are easy to find and hard to overshare
SharePoint Online and OneDrive hold your contracts, drawings, financials and client records. We design a site structure that matches how your business works, set sharing rules that keep data inside the right boundaries, and fix the sync and permission problems that slow people down.
At a glance
- Service
- Design, governance and ongoing support for SharePoint Online sites and OneDrive for Business
- Best suited to
- Canadian organizations of roughly 5 to 200 employees storing company documents in Microsoft 365
- Core inclusions
- Site and library structure, permission model, organization and site-level sharing settings, OneDrive policies, sync support and sharing reviews (as scoped)
- Not included by default
- Custom SharePoint development, Power Automate workflows, intranet design projects, file migrations and licence purchases
- Pricing basis
- Included in Microsoft 365 Managed Services or quoted per project; confirmed in a written quotation
What SharePoint and OneDrive support covers
SharePoint Online is the document platform underneath Microsoft 365. Every Microsoft Teams team stores its files in a SharePoint site, and OneDrive gives each person their own storage built on the same technology. Sharing settings flow from the organization level down to sites, libraries and individual files, so one permissive setting can expose far more than intended.
Our SharePoint service covers the structure, the rules and the day-to-day support. We help decide which content belongs in team sites, communication sites or personal OneDrive, set up permissions using groups instead of individuals, configure external sharing to match each site’s purpose, and resolve the sync and access issues staff report.
Moving files from a server or another cloud into SharePoint is handled under Microsoft 365 Migration. This page is about running SharePoint and OneDrive well once your content is there.
File problems we fix
“Anyone with the link” everywhere
Files containing client or financial data were shared with anonymous links that never expire, and nobody can list what is exposed.
One giant library
A file server was copied into a single SharePoint library with deep folders and long paths, so sync breaks and search is slow.
Permissions granted one person at a time
Broken inheritance and individual permissions make it impossible to tell who can see a folder or to onboard someone quickly.
Company data in personal OneDrives
Important shared documents live in individual OneDrives, so access is lost or complicated when someone leaves.
What we design and maintain
Information architecture
A flat structure of team and communication sites, connected through hub sites where useful, with libraries organized by function, client or project.
Permission model
Access granted through site owners, members and visitors groups or Microsoft 365 groups, with broken inheritance kept to deliberate exceptions.
Sharing governance
Organization-wide sharing limits, stricter settings for sensitive sites, default link types set to specific people, and expiration for anonymous links if allowed.
OneDrive policies
Known Folder Move for Desktop and Documents, sync restrictions to managed devices where licensed, and retention of OneDrive content after a user leaves.
Sensitivity labels and retention
Where licensed, labels for confidential content and retention policies that preserve or remove documents according to your requirements.
Sync and access support
Troubleshooting OneDrive sync client errors, path length issues, version history restores and access requests.
What is included, and what needs separate scope
Typically included
- Site creation and structure following an agreed design
- Permission management through groups and site owners
- Organization and site-level external sharing settings
- Periodic sharing and guest access reports
- OneDrive configuration, Known Folder Move and sync support
- Version history and recycle bin restores within Microsoft’s retention windows
- Basic sensitivity label and retention policy setup where licensed
Requires separate scope or quotation
- Custom SharePoint Framework development or complex intranet design
- Power Automate and Power Apps solutions
- File migrations from servers, Dropbox, Box or Google Drive
- Records management programmes requiring legal advice
- Microsoft licence purchases, unless written into your proposal
Components involved
- SharePoint admin centre and SharePoint Online Management Shell
- Team sites, communication sites and hub sites
- OneDrive for Business and the OneDrive sync client
- Microsoft 365 groups and Teams-connected sites
- Microsoft Purview sensitivity labels and retention policies
- Sharing reports and SharePoint Advanced Management features where licensed
Who this service suits
Firms with client files
Accounting, legal, engineering and real estate businesses that share documents with clients and must control who sees what.
Organizations that moved off a file server
Companies that migrated quickly and now need structure and permissions cleaned up.
Teams preparing for Copilot
Organizations considering Microsoft 365 Copilot, which surfaces content users can already access, and want oversharing fixed first.
What improves
- Clear places for each type of document
- External sharing that matches the sensitivity of each site
- Access managed through groups, so onboarding is faster
- Fewer sync errors and lost files on laptops
- A realistic view of what is shared outside the organization
How we work on SharePoint
Discover
We review sites, libraries, storage use, sharing settings, external links and sync issues, and interview key teams.
Design
We propose a site structure, permission model and sharing policy for your approval.
Remediate
Settings are applied, risky links and stale guests are removed after approval, and content is reorganized as agreed.
Support and review
Users get help through the help desk, and sharing reports are reviewed on schedule.
Ways to engage
All arrangements are confirmed by a written quotation.
SharePoint clean-up project
A fixed-scope project to restructure sites, correct permissions and tighten sharing settings.
Ongoing support
SharePoint and OneDrive support within Microsoft 365 Managed Services or a Managed IT package.
Tenant Review first
A Microsoft 365 Tenant Review that includes sharing and permission findings.
Frequently asked questions
Should our files be in Teams or SharePoint?
Both, in a sense. Files in a Teams channel are stored in that team’s SharePoint site. We help decide which content belongs in Teams-connected sites, standalone sites or OneDrive.
Can we turn off anonymous sharing completely?
Yes. Sharing can be restricted to existing guests, new guests who sign in, or internal users only, at the organization level and per site. We recommend settings based on each site’s purpose.
Does SharePoint replace backup?
No. Version history and the recycle bin help with recent mistakes but have limited retention. For longer-term recovery, see Microsoft 365 Backup.
Why does OneDrive keep showing sync errors?
Common causes are long file paths, unsupported characters, very large libraries and conflicting edits. We diagnose the cause and adjust structure or sync settings.
Related services
Products and packages
Industries we support
Service areas
Find out what your SharePoint is sharing
Book a consultation to review your sites, permissions and sharing settings. Scope and pricing are confirmed in a written quotation.