Community IT Webinar - Dropbox vs OneDrive
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Join us for our free monthly webinar series as we compare Dropbox for Business and OneDrive for business as file sharing solutions for nonprofit organizations.
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Community IT Webinar - Dropbox vs OneDrive
- 1. OneDrive vs Dropbox File Storage in the Cloud Community IT Innovators Webinar Series February 19, 2015
- 2. Webinar Tips • Interact Ask questions via chat Connect on Twitter • Focus Avoid multitasking. You may just miss the best part of the presentation • Webinar PowerPoint & Recording PowerPoint and recording links will be shared after the webinar
- 3. About Community IT Our skilled and certified team of IT professionals serves the greater Washington nonprofit community, helping organizations of all sizes and capacities to… Advance mission through the effective use of technology. Invested Worked with over 900 nonprofits since 1993 with a committed to supporting your mission, and take care of your IT network as if it were our own. Strategic Help our clients make IT decisions that support mission. Collaborative Team of over 30 staff who empower you to make informed IT choices.
- 4. Presenters Steve Longenecker, Project Manager slongenecker@communityit.com @CommunityIT Patrick Sprehe, Network Manager psprehe@communityit.com @CommunityIT
- 5. OneDrive vs Dropbox Bottom Left: Managing clouds opensource.com via Flickr CC BY-SA http://creativecommons.org/licenses/by-sa/3.0 Bottom Right: http://farm1.static.flickr.com/67/153763302_d0a21ebbbf.jpg by Aloriel http://www.flickr.com/people/aloriel/
- 6. Agenda • Why the Cloud? • File Storage 101 • Cloud Storage “Gap” Problem • Dropbox and OneDrive • Questions
- 7. Why the Cloud? OpenClipArt - https://openclipart.org/image/300px/svg_to_ png/169130/1332759102.png
- 8. More for Less More: • Features • Stability • Availability • Accessibility Less: • Cost • Maintenance • Overhead
- 9. File Storage 101 Photo taken by Alanna Autler/ Medill News Service, https://www.flickr.com/photos/medilldc/5486265803/, Flickr Creative Commons
- 10. Local File Storage Pros • Fast • Cheap • Flexible Cons • No remote access • Poor manageability • No collaboration https://openclipart.org/detail/15348/u sb-flash-drive-by-mystica
- 11. Network File Storage Pros • Fast • Easy to use • Some collaboration • Centralized management and security Cons • Limited remote access • Not cheap
- 12. Cloud File Storage Pros • Accessibility • Centralized management and security • Business continuity • Collaboration? • Cost? • Security? • Scalability? • Collaboration? • Cost? Cons Mashup of http://commons.wikimedia.org/wiki/File:Ethernet_plug_grey.svg, original image by Elembis, and Cloud from https://openclipart.org/detail/28302/cloud-by- jean_victor_balin-28302, orginal image by jean_victor_balin
- 13. Cloud Storage “Gap” Problem – Software is on your computer – Files are in the cloud "SPICE TESTBED - DEPLOYED POSITION" by Hughhunt - Own work - see also Stilgoe J, Watson M, Kuo K (2013) Public Engagement with Biotechnologies Offers Lessons for the Governance of Geoengineering Research and Beyond. PLoS Biol 11(11): e1001707. doi:10.1371/journal.pbio.1001707. Licensed under CC BY 2.5 via Wikimedia Commons - http://commons.wikimedia.org/wiki/File:SPICE_TESTBED_-_DEPLOYED_POSITION.jpg#mediaviewer/File:SPICE_TESTBED_-_DEPLOYED_POSITION.jpg
- 14. Cloud Storage “Gap” Solutions Approach #1 – File Sync Dropbox Box Google Drive Microsoft OneDrive*
- 15. Cloud Storage “Gap” Solutions Approach #2 – Software in the cloud Google Drive Microsoft OneDrive Box*
- 16. Cloud Storage “Gap” Solutions Approach #3 – Tight integration of software with cloud services Microsoft OneDrive Box Dropbox*
- 17. So Why Dropbox and OneDrive? Dropbox • Large consumer user base • Bulletproof sync utility • Good stand alone solution Microsoft OneDrive • Large business user base • Tight integration with Microsoft Office and Office 365
- 18. Dropbox for Business • File syncing app launched in 2008 • Similar experience to using local storage • Files accessible from website • Uses “Team Folders” and shared files/folders for collaboration • Where is Dropbox headed? – Partnership with Microsoft – CloudOn acquisition https://www.dropbox.com/branding
- 19. Dropbox for Business • Easy to use • Very little change management • Does not require constant Internet • Poor scalability – Can require a lot of local storage – Sync slows down with a lot of data • Poor collaboration – Conflict copies
- 20. Dropbox for Business • Technical specs – Unlimited storage and file versioning – File size limitations: None (app) or 10GB (website) • Cost – $15/mo. per user (min. of 5 users) – 30% discount for nonprofits • Security – Very limited – 2FA, SSO-friendly • Mobile devices – Available on most devices – Integration with Microsoft Office mobile apps
- 21. OneDrive for Business • Microsoft Office integration • File syncing utility • Files editable from website • Companion to SharePoint
- 22. OneDrive for Business • Technical specs – Storage limit was 1TB, but now is unlimited. – File size limit is 10GB – Maximum number of files is 20,000 • Cost – Part of Office 365 – E1 retails for $8.00/month – Discount for nonprofits – E1 is $0/month for qualified 501(c)(3) organizations • Security – Passwords can sync with local domain – Can enforce password expirations, etc. – Microsoft advancing quickly in leveraging Azure to improve security • Mobile devices – Available on most devices – Integration with Microsoft Office apps
- 23. So… • Dropbox and OneDrive are good examples of current approaches. • Dropbox is good if Sync approach is required and collaboration issues can be managed outside the solution. • OneDrive is compelling as part of a larger commitment to Microsoft.
- 24. Upcoming Webinar Thursday March 19 4:00 – 5:00 PM EST How Data Quality Defines Your Organization David Deal & Peter Mirus
- 25. After the webinar Connect with us Provide feedback Short survey after you exit the webinar. Be sure to include any questions that were not answered. Missed anything? Link to slides & recording will be emailed to you.
- 26. Questions? Author: DuMont Television/Rosen Studios, New York-photographer, Uploaded by We hope at en.wikipedia http://commons.wikimedia.org/wiki/File:20_questions_1954.JPG
- 27. Ability to lock documents? OneDrive- yes, through the browser. OneDrive also allows simultaneously editing. Dropbox- no. Aren't these two moving towards a partnership? Yes, but I view the Dropbox/Microsoft partnership as a consumer oriented partnership, not something that Microsoft expects will compete with its enterprise SaaS offerings. Why is Dropbox so intuitive and OneDrive so awkward in its interface with SharePoint? Dropbox keeps it simple and leverages familiarity with the Windows Explorer approach. Questions?
- 28. Will SharePoint be mentioned as an option? I like this MS KB: https://office.microsoft.com/en-us/office365- sharepoint-online-enterprise-help/should-i-save-my- documents-to-onedrive-for-business-or-a-team-site- HA104105232.aspx Interested in using as backup. Recently Dropbox failed to keep some files that were lost, because it was not set up properly. Neither of these is really a “Backup solution.” There’s not enough logging and restore options are limited. How do I stop Dropbox filling up my laptop storage? You’ve identified a central problem with the “Sync” model. Get more laptop storage? Selective sync is an incomplete solution. Questions?
- 29. SkyDrive lets me do things with spreadsheets that I can't do with OneDrive, like filter, unless I'm missing something? I have been able to set up my OneDrive browser view to include customizations. Questions? Click on the gear near the top right and choose site settings
- 30. SkyDrive lets me do things with spreadsheets that I can't do with OneDrive, like filter, unless I'm missing something? I have been able to set up my OneDrive browser view to include customizations. Questions? Under the subsequent Site Administration menu, I choose “Site libraries and lists.”
- 31. SkyDrive lets me do things with spreadsheets that I can't do with OneDrive, like filter, unless I'm missing something? I have been able to set up my OneDrive browser view to include customizations. Questions? On the next screen, I click to customize “Documents” (the OneDrive library that I want to modify)
- 32. SkyDrive lets me do things with spreadsheets that I can't do with OneDrive, like filter, unless I'm missing something? I have been able to set up my OneDrive browser view to include customizations. Questions? Scrolling to the bottom of the next screen (too much on it to fit in one screen shot), I can create a new library view.
- 33. SkyDrive lets me do things with spreadsheets that I can't do with OneDrive, like filter, unless I'm missing something? I have been able to set up my OneDrive browser view to include customizations. Questions? I chose standard view.
- 34. SkyDrive lets me do things with spreadsheets that I can't do with OneDrive, like filter, unless I'm missing something? I have been able to set up my OneDrive browser view to include customizations. Questions? I can filter and/or sort and/or just about anything else you might want to do...
- 35. I have large video and image files that I need to store in Cloud what would be the best method for handling this task? Maybe Amazon S3? We still don’t think of typical cloud storage as appropriate for serious media people, though that’s probably changing even as we speak. OneDrive has issues with not syncing well. I recently lost files as a result. Are there tricks to getting OD to work well? We prefer to use the website directly for the SP/ODfB solution set. It’s a new, fairly powerful paradigm, but you give up the ease of the syncing approach. How do these options live alongside network drives, since each person can't have the entire drive synced to their computer? There’s likely still a place for network drives for archival and/or media storage. But if you’ve got a lot of data on your network share, you’re right, the “Sync” approach won’t scale to the degree you might want it to. Questions?
- 36. From IT P.O.V. I’d rather see us using ODfB since we have O365. I want to understand what Dropbox does that matters to staff. “Sync” approach is familiar and Dropbox keeps things very simple. Dropbox has better performance in the Sync approach than ODfB at present time. OneDrive usage with SharePoint-- can documents be moved or copied from Team Sites to OneDrive and the other way around? Yes, see the MS KB link referenced before about the differences between SP and ODfB, but short answer is you have to do it in Windows Explorer using synced files. Or you can use a third party management toolset like those provided by MetaViz. Do you need to take connection speed into account when selecting the best option? Yes, but the demands for the Sync version of both are similar. Sync approach is more forgiving of Intermittent cloud access. Questions?
- 37. Security risks - tell us all about it There are more similarities than differences: • Cloud provider has direct control of your files (if you worry about secret subpoenas). • Data is at least in an enterprise service (better than individually owned free versions of these solutions), but its still very easy to sync the data to any device, so preventing data leakage is harder than ever. Can you compare adoption barriers? As stated, the “sync” approach is going to be more familiar to the typical user and therefore have a lower adoption threshold. Questions?
Editor's Notes
- Matt’s
- Matt’s
- Steve introduces again. OneDrive vs. DropBox, but other solutions will be touched on.
- Owned by Pat. - Discuss why OneDrive/Dropbox specifically.
- Steve says question. Slide last for 5-10 seconds, just long enough for Steve to say question. Answer is next slide.
- Steve. Discuss in context of email, CRM, and accounting. “Same old story:” - Cloud service providers aggregate the needs of many customers, allowing them to provide their service at economies of scale that most of those customers couldn’t achieve on their own. Simple things like having redundancies at every layer of the infrastructure supporting the platform so that if a server or power source goes offline, another server or power source is there to fill in, is incredibly expensive if the costs are spread out across many, many users.
- Pat owns. Let's talk about storing files. For our purposes there are three types of file storage….
- Pat owns. Local storage. Collaboration consists of emailing files.
- Pat owns. Many cloud storage options are designed to duplicate the experience of local and/or network storage.
- Pat. Accessible from anywhere on any device (in theory). Centralize mgmt. without actual/physical centralization. Question marks refer to uncertainty due to different solutions having different features and others being a matter of policy rather than technology. This is the slide where we talk about the collaboration problem of two people, each having a synced copy of a file, modifying it at the same time and causing version problems. We can also say that this problem is being addressed by the industry in a number of ways that we’ll discuss in a couple of slides. And also that both OneDrive and DropBox were originally designed as not collaborative. The “collaborative” version of Microsoft’s cloud file storage solution set is SharePoint. DropBox is still pretty weak in addressing the “collaboration” problem in our opinion and we’ll say more about that in a couple of slides also.
- Steve owns. It’s different: Requires change management and management leadership. The Gap Discuss issue. Let’s look at how solutions are resolving this… (Note that picture has nothing to do with cloud file storage. It’s a picture from a fairly technical Wikipedia article on managing solar radiation. But it looks like a gap between the “clouds” and the ground, doesn’t it?)
- Steve owns. There’s a lot of mixing and matching between these three approaches. File syncing: Dropbox is the all-star, but it is the solution that is most problematic for the “collaboration problem.” Two great benefits of the file syncing approach: (1) it’s easiest to make it feel and behave the most like local and/or network file storage, so users can find it comfortable, (2) way to allow offline work.
- Steve owns. There’s a lot of mixing and matching between these three approaches. Software in the cloud: editable through the web browser. Quality of editors varies. Office Online has made huge strides (both in functionality and performance). Google is the pioneer. DropBox does not have editing in the browser at all. This approach provides a neat solution to the “collaboration problem”.
- Steve owns. There’s a lot of mixing and matching between these three approaches. Tight integration: Both DropBox for Business and OneDrive do this, but if the integration you want is with Office 2013, OneDrive is the star just because Microsoft controls both the local software and the cloud service. BTW, a vendor we’re not talking about a whole lot today, Box, is trying to make this its big differentiator (integration with Office, Google Apps, SalesForce, etc.). It’s also notable that there’s tight integration between OneDrive and Microsoft’s cloud services (O365) in general.
- Pat owns. DB and OD have the largest user bases in their respective markets, Dropbox with consumers, Microsoft with business. Microsoft has a lock on the segment with Office and has made all the right moves since Nadella took over. Dropbox is bulletproof technology that always just works perfectly. Dropbox is 5-10 times larger than the closest competitor (Box), and has brand recognition. They both are strong in ways that are only getting stronger. Box is interesting because it has some interesting and unique integration with Google Apps, Salesforce, etc. But those are niche uses and represent a feature extension of what Google and Salesforce are already doing. Box’s strength in platform integration is also it’s weakness. OneDrive and Dropbox can stand on their own, while Box is attractive only as an extension of a platform that is already in use.
- Pat owns. Dropbox is familiar to most of us. It’s the most well known and was one of the first cloud storage services available. There is a utility is installed on your computer. Syncs Dropbox folder. Business account can be linked with personal account. Dropbox doesn’t integrate with any software- it’s purely about syncing files. Doesn’t matter what kind of files, format, etc. Doesn’t care about software. If users want to work on their personal computers they will need software as well. But is also means that all files are treated the same. Files are accessible from website, but require downloading, opening, editing, saving, and re-uploading. Within the past month, Dropbox announced a new feature which allows a little bit of tighter integration between their website and syncing utility. Team folders are org. wide. Shared folders are used for more limited (i.e. department) sharing. Very simply, but there’s no centralized admin control of this. Because file syncing is really all Dropbox really does- and does it so well- it makes Dropbox an extremely simple solution for small organizations to implement. However that simplicity automatically precludes any kind of information or document management. Finally, partnership with Microsoft announced back in November. Give Dropbox access to MS enterprise customers. Gives MS access to Dropbox large number of users. So far, only result is in mobile apps where Office apps can be opened and saved to Dropbox.
- Pat owns. Very simple to use, little change management required. Dropbox keeps a copy of data on your hard drive. You need a hard drive large enough to hold the amount of data you’re syncing. This can include your Dropbox files. A lot of data- especially a lot of shared data- there’s a lot being synced.
- Pat owns. Security: Dropbox encrypts data in transit and at rest with strong encryption. Password parameters (expiration, min. length, complexity) requirements are non-existent. Account activity (sessions, third-party apps, devices) can be monitored. Mobile devices: Dropbox is ubiquitous and is available on pretty much any.
- Steve owns. Only the owner of the account can sync the folder. Plus the syncing is sketchy. Office integration is pretty solid with Office 2013. earlier versions of Office and Mac Office are not as strong. Editing from website is not bad for quick and dirty work. Co-editing not as slick as Google docs.
- Steve owns.
- Pat owns.
- Johan
- Johan
- Johan.
- Pat owns slide. Mention that these questions were from the registration. This is a summary of most of the questions.
- Steve.
- Steve owns. Click through quickly.
- Steve.
- Steve.
- Steve.
- Pat. Large files generally require a secure FTP or other software designed for large files. Direct upload/download or sync doesn’t work well.
- Pat owns. Last question: Share Johan airplane anecdote if time
- Steve. Also discuss Box private encryption keys.