Operating Systems · Topic 15 of 15
Cloud Productivity Tools
Set up cloud email, storage sync, collaboration tools, identity synchronization and licence assignment for Microsoft 365 and Google Workspace.
- 4 min
- Cloud productivity suites are SaaS, reached through a browser, client or app.
- Identity synchronization links on premises AD with the cloud directory, so users have one identity.
- A user needs an assigned licence before the apps and mailbox work.
What it is
Cloud productivity tools are Software as a Service (SaaS) suites such as Microsoft 365 and Google Workspace. They deliver email, file storage and collaboration tools from the provider's servers, and users reach them through a browser, a desktop client or a mobile app.
A technician sets up the user's identity, assigns a licence, configures the mail and storage clients, and checks that sharing works. Most of this is done in the provider's admin portal and in the client's settings.
How it works
Identity synchronization
Many companies keep users in an on premises Active Directory (AD). Identity synchronization copies those accounts to the cloud directory, which is Microsoft Entra ID for Microsoft 365. A tool such as Microsoft Entra Connect does the copying.
The result is one identity for the user. The same name and password work for the local network and the cloud services, and a change such as a disabled account carries across. If a new hire cannot sign in to a cloud service, check that the account has synchronized.
Licensing assignment
A cloud account does nothing until it holds a licence. In the admin portal an administrator assigns a licence plan to a user, or to a group so that every member gets it. The licence decides which apps and mailbox size the user receives.
When someone leaves, the licence is removed or reassigned so the company does not pay for an unused seat.
Email systems
Cloud email comes from services such as Exchange Online in Microsoft 365 and Gmail in Google Workspace. The mailbox is created when the licence is assigned.
- Mail client profile. Outlook usually finds the server settings by itself from the email address and password. Other clients may need the server names for Internet Message Access Protocol (IMAP) and Simple Mail Transfer Protocol (SMTP).
- Shared mailbox. A mailbox used by a team, such as a support address, that several users open from their own accounts.
Storage and sync folder settings
OneDrive and Google Drive keep files in the cloud and sync them to a folder on the computer. The sync settings decide which folders are involved.
| Setting | What it does |
|---|---|
| Known Folder Move | Redirects Desktop, Documents and Pictures into OneDrive so they are protected and follow the user |
| Selective sync | Chooses which folders are kept on this computer |
| Files On Demand | Shows every file but downloads it only when it is opened, which saves disk space |
| Conflict handling | When two people change the same file offline, the service keeps both versions as separate copies for the user to merge |
Google Drive for desktop has a similar choice between streaming files and mirroring them to the local disk.
Sync is not a backup. If a user deletes a file, the deletion syncs to every device. Recovery depends on the online recycle bin, which keeps items for a limited time.
Collaboration tools
| Tool type | Microsoft 365 | Google Workspace |
|---|---|---|
| Word processing | Word | Docs |
| Spreadsheets | Excel | Sheets |
| Presentation tools | PowerPoint | Slides |
| Videoconferencing | Teams | Meet |
| Instant messaging | Teams chat | Chat |
Zoom and Slack are common third party alternatives for video and chat. Several people can edit one document together, and a version history lets the owner go back to an earlier copy.
Sharing is controlled by permissions. A link can allow view only, comment or edit, and it can be limited to named people or the company.
For a meeting, the organizer sets the time, the join link and who may present, and a lobby or waiting room holds guests until they are admitted. Chat tools also show presence, which tells colleagues whether someone is available.
What to remember for the exam
- Cloud productivity suites are SaaS, reached through a browser, client or app.
- Identity synchronization links on premises AD with the cloud directory, so users have one identity.
- A user needs an assigned licence before the apps and mailbox work.
- Exchange Online and Gmail are cloud email. Outlook normally configures the profile automatically.
- Known Folder Move redirects Desktop, Documents and Pictures. Files On Demand saves local space.
- Sync is not a backup, because deletions sync too.
- Teams, Zoom and Meet are videoconferencing. Teams and Slack are chat.
- Share with the lowest permission that does the job.
Common mistakes
Blaming the app when the licence is missing. If one app or the mailbox is unavailable for one user, check the licence assignment first.
Treating sync as a backup. A deleted or overwritten file is deleted or overwritten everywhere.
Sharing with an open link. A link that anyone can use may expose a file. Limit it to named people or the company.
Creating cloud users by hand when sync is in use. In a synchronized setup the account is managed in AD, and changes made only in the cloud may be overwritten.
Check yourself
What does identity synchronization give the user?
One identity for on premises and cloud services, copied from Active Directory to the cloud directory.
Which sync feature shows all files but downloads them only when opened?
Files On Demand.
A user cannot open Teams after a role change. What do you check first?
The user's licence assignment in the admin portal.
Topic 15 of 15 in Operating Systems
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