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2.1.11. Install and configure cloud-based productivity tools. (Obj. 1.11)

šŸ’” First Principle: To support modern collaboration, a technician must be able to configure and synchronize cloud-based tools for email, storage, and communication.

The modern workplace runs on the cloud. Instead of software being installed and run entirely on a local PC, productivity tools are now delivered as a service over the internet. The two dominant suites are Microsoft 365 and Google Workspace. As a technician, you must be proficient in setting up and configuring these services on user devices, ensuring seamless access to email, files, and collaborative applications.

A key concept in cloud services is synchronization. This is the process that keeps data consistent between the cloud (the central server) and the local device.

  • Cloud File Storage (OneDrive, Google Drive, Dropbox): These services have desktop clients that create a special folder on the user's PC. Files placed in this folder are automatically uploaded to the cloud and then synced down to any other devices the user has connected to their account. A critical feature to manage is on-demand sync (called "Files On-Demand" in OneDrive or "Stream files" in Google Drive). This allows users to see all their cloud files in File Explorer, but the files are only downloaded to the local disk when they are opened, saving a massive amount of local storage space.
  • Email, Contacts, and Calendar (Outlook, Gmail): Desktop email clients like Outlook need to be configured with the user's credentials, server information, and the correct protocol (IMAP is standard for sync, as it leaves mail on the server).
  • Collaboration Tools (Microsoft Teams, Slack): These combine instant messaging, video conferencing, and file sharing into a single platform.
  • Single Sign-On (SSO): In many corporate environments, cloud services are integrated with the local Active Directory. This allows a user to log in to their PC with their company password and be automatically signed into all their cloud apps without having to enter credentials again.

Technician's Action Plan: Scenario: A new employee receives their new company laptop. You need to set them up with their Microsoft 365 Business account so they can access their email in Outlook and their files via OneDrive. The company wants to conserve local disk space on laptops.

  1. Configure Outlook:
    • Launch the Outlook desktop application.
    • At the setup screen, enter the user's corporate email address (e.g., new.employee@company.com) and their temporary password.
    • Microsoft 365 accounts typically use auto-discovery, so Outlook should find all the necessary server settings automatically.
    • Once connected, Outlook will start downloading a cached copy of their mailbox.
  2. Configure OneDrive with Files On-Demand:
    • Sign into the OneDrive client that comes pre-installed with Windows using the same corporate credentials.
    • During the setup wizard, you will reach a screen explaining Files On-Demand. Ensure this feature is enabled. This is the key step to meet the requirement of conserving disk space.
    • Explain the status icons to the user: the blue cloud icon means a file is online-only, a green tick means it's available locally on this device, and a solid green circle with a tick means it's marked as "Always keep on this device".
  3. Demonstrate the Functionality: Show the user how they can browse their entire OneDrive folder structure in File Explorer, even though most files are only in the cloud. Open a cloud-only document to show them how it downloads seamlessly when needed. Also, show them how they can right-click a critical folder (like "Active Projects") and select "Always keep on this device" so those specific files are available even when they are offline.
  4. Configure Other Tools: Sign them into Microsoft Teams using the same credentials to complete their collaboration setup.

Reflection Question: How does "Files On-Demand" (or similar features in other cloud storage services) help manage local disk space on a user's device while still providing access to all their cloud files?