SharePoint Document Issues

How to Use SharePoint and OneDrive as a Cloud File Server

Steve K Oct 9, 2026 869 views

Question details

The user wants to know if Microsoft 365 can replace a traditional remote-access file server to host shared design, CAD, PDF, and construction files while maintaining user-specific permissions.

Product: Microsoft 365
Device & OS: not provided
Scenario: Migrating from an on-premises file server to a cloud-based architecture for departmental file sharing and remote team collaboration.
Observed behavior: The user aims to establish a structured cloud document library that supports complex file types and granular access controls for individual designers.

Before you start

Before migrating files, review the compatibility of your specialized CAD applications with cloud storage, taking note of file locking mechanisms, version history rules, and synchronization limits.

Solution 1Recommended

Set Up a SharePoint Document Library for Company Files

SharePoint is the most appropriate Microsoft 365 solution for replacing a company file server, as it provides robust organizational structure and permission management.

While OneDrive is ideal for personal file storage, SharePoint is specifically designed for company-wide collaboration. It allows you to build dedicated document libraries for different departments and assign highly specific permissions.

Create a SharePoint site

Log in to Microsoft 365, navigate to the SharePoint admin center or start page, and click 'Create site' to establish a workspace for your team.

Build a Document Library

Inside the new SharePoint site, click 'New' and select 'Document library'. Name the library according to the project or department (e.g., 'Design Assets').

Configure permissions

Click the gear icon for Settings, go to 'Library settings', and select 'Permissions for this document library' to restrict or grant access to specific designers.

Migrate your files

Download and run the official SharePoint Migration Tool (SPMT) from Microsoft to securely transfer data from your on-premises file server into the new SharePoint library.

Set Up a SharePoint Document Library for Company Files

Seamless Access via File Explorer: Users can browse to the SharePoint library in their web browser and click 'Add shortcut to OneDrive' to easily access company files directly from Windows File Explorer.

Solution 2

Use OneDrive for Business for Individual File Sharing

OneDrive is an excellent option when individual designers need to store personal work files and share specific folders with remote colleagues.

Free Microsoft Office alternative

Edit Cloud Files Seamlessly with WPS Office

After migrating your file server to SharePoint or OneDrive, you need a fast and lightweight office suite to open, review, and edit your shared documents. WPS Office is a completely free, highly compatible alternative that integrates seamlessly with your local cloud sync folders.

1. Download and install: Download WPS Office from the official website and follow the lightweight installation process.
2. Open synced files: Launch WPS Office, click 'Open', and navigate to your synced SharePoint or OneDrive folders in File Explorer.
3. Edit and save automatically: Edit your documents normally. When you click save, the OneDrive sync client will automatically push your changes back to the cloud.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx) stored on SharePoint.Built-in, powerful PDF editing tools ideal for reviewing construction plans and design documents.Lightweight installation ensures it runs quickly without consuming heavy system resources.Familiar tabbed interface allows you to easily switch between your synced cloud documents.

microsoft office alternative - wps office

Frequently Asked Questions

Can multiple users edit CAD files simultaneously on SharePoint?

Unlike standard Office documents, most CAD files do not support real-time co-authoring in SharePoint. You should utilize SharePoint's 'Require Check Out' feature to lock the file while someone is working on it, preventing conflicting edits.

What is the difference between OneDrive and SharePoint for file storage?

OneDrive is designed for individual, personal work files tied to a single user's account. SharePoint is built for organizational, departmental, and team-based file storage with complex, centralized permission structures.

How do I access my SharePoint files without using a web browser?

Navigate to your SharePoint document library online and click either the 'Sync' button or 'Add shortcut to OneDrive'. Both methods will map the library to your computer's native File Explorer.

Is there a free tool to move my local file server data to Microsoft 365?

Yes, Microsoft offers the SharePoint Migration Tool (SPMT) for free. It is designed to help you securely migrate files from on-premises file shares and local servers directly into SharePoint or OneDrive.

Document & File Issues