Microsoft Sharepoint

Microsoft 365 – Project File Management Brief

We use Microsoft 365 as our core business platform, predominantly working through Outlook and Microsoft Teams.

We are looking for someone to help us streamline and configure our existing Microsoft 365 environment, particularly how we manage and access project files.

Current Setup

* Microsoft Teams: Each project has its own dedicated channel.
* Project Folders: Each channel contains shared folders for storing project documents.
* SharePoint: We want the project folders to be accessible through SharePoint, maintaining the same folder structure.
* OneDrive: We want these same folders synchronised through OneDrive so they are accessible locally on our computers.
* File Synchronisation: Any changes made through Teams, SharePoint or locally should automatically be reflected across all three.
* Shared Access: Team members should be able to access, edit and share documents without creating duplicate files or conflicting versions.

Scope of Work

We are looking for someone who can:

1. Review our existing Microsoft 365, Teams and SharePoint setup.
2. Ensure the existing Teams project channels and associated SharePoint folders are correctly linked and configured.
3. Set up OneDrive synchronisation so project folders are accessible through Windows File Explorer.
4. Ensure changes made to documents are automatically synchronised across the platforms.
5. Configure appropriate access permissions for team members.
6. Establish a simple, consistent folder structure that can be replicated for future projects.
7. Check that everything works correctly and provide basic guidance on using the setup.

Main Objective

We want a simple, centralised project filing system where all documents are accessible through Teams, SharePoint, OneDrive and local computers, with everything automatically synchronised.

We already have Microsoft 365 licenses and use the platform daily. We are not looking to introduce additional software, subscriptions or complicated systems.

The priority is a straightforward, reliable setup using the Microsoft 365 tools we already have.