Currently I’m looking to have an IT overhaul. What’s required is to set up one set of files/data that will be accessible to all members of the team, regardless of where they are working from. So, something like a central server where everyone can gain access to the shared information at any time from any given computer.

I suspect a cloud, online based server would be the most ideal however I’m trying to figure out whether to go for a CRM system or just go with Microsoft 365? Would Microsoft 365 have the ability to create a central server, as mentioned above? I realise a CRM system is the most convenient option in that everything is set up for you but it is expensive.

The most important element of the overhaul is the ability to share and gain access to data/information by any given individual. Website integration etc. is not a priority.
I would like to receive some feedback on what you think might be the best option here.
Thanks

Also one other thing - only one person has access to the mailbox email address on Outlook. We all need access to it, how do I go about getting this so we all have access to the mailbox?

Thank you for the earlier help I received to my earlier inquiry especially from Scott.

Here's my latest, frustrating issue (as usual like most things when things get updated, it gets worse and worse not better)-

I am trying to set up an out of office auto reply on Outlook but on this new Outlook there's no "Automatic Replies" response but rather an option to create a new rule/alert. Now I've done this but as you know this response only gets sent when you log into Outlook. What on earth is the point of that!? What's the point of sending an automatic response when you're already on your computer and logged into Outlook!? You'll just respond then. The whole point of an out of office auto response is that it gets sent to anyone and everyone sending you an email when you're away and not on your computer!

Which moron came up with this idea? And how can I get around this? What do I need to do to get the old Outlook option of selecting the Automatic Replies option. You just wrote an out of office message, clicked that and done, just like that, it was so simple. Is it because I do not have Exchange server integrated into my Outlook?

For those of you who are in the EU, I’m sure you familiar with GDPR?
I have to say I am rather clueless with all this and have been tasked with putting together a strategy and ensure my organisation is fully compliant when it comes into effect end of May. That’s a ton of work between now and then just for one person and especially as I don’t have any experience really when it comes to data/information management.

What do I do need to do from a practical point of view? I’ve started by putting together a document explaining GDPR and the process to my other 4 colleagues in the office – so that covers the preparation phase as it were, what comes after that – policies?