An online workspace is a digital environment where people can access their tools, documents, and communication channels from anywhere. It allows teams to collaborate and stay productive, whether they’re in the office, working remotely, or across multiple locations.
By centralising access to the tools and information people use every day, an online workspace helps teams to focus on what matters, supports hybrid working, and reduces IT complexity. It brings together everything your team needs to work, in one secure and accessible place.
Key features of an online workspace
A modern online workspace brings together a range of features designed to support collaboration, efficiency, and accessibility. These may vary depending on the platform, but most of the time include:
Centralised access to apps and documents
Users can access all their cloud and desktop applications, files, and resources through one secure platform, reducing the need to switch between tools.
Real-time collaboration tools
Workspaces often include shared documents, editing tools, and integrations that allow multiple users to work together, no matter where they are.
Communication channels
Integrated chat, video conferencing, and forums make it easier to stay in touch and share updates within teams.
Task and workflow management
Tools for assigning tasks, tracking progress and setting deadlines support project management and day-to-day work.
Personalised user experience
Online workspaces can be customised based on role, department or location, helping each person see what matters most to them.
Security and access controls
Role-based access and Single Sign-On help protect sensitive data and ensure compliance.
Integration with existing tools
The best platforms connect with tools you already use, from Microsoft 365 to file storage systems and HR platforms, creating a unified experience.
Benefits of using an online workspace
An online workspace does more than centralise tools. It also supports the way modern teams work remotely, flexibly and across time zones.
It helps improve productivity by reducing time spent searching for apps or files. With everything in one place, it’s easier to focus on the task at hand.
For IT teams, it simplifies processes. With fewer logins, better security controls and easy integration with existing systems, managing technology becomes less complex.
Internal communication also improves. Teams can share news, documents, and updates in one shared space, helping everyone stay informed.
As more organisations move towards hybrid or remote working models, online workspaces support flexibility without losing connection or control.
And with tools that improve visibility and consistency, they enhance the Digital Employee Experience (DEX), helping people feel more connected and supported in their work.
Common use cases for online workspaces
Online workspaces are flexible and adaptable to different needs. Some common use cases include:
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Hybrid and remote team collaboration: Support for remote access, real-time communication and project management makes it easier for distributed teams to work together.
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Project and task management: Assign, track and manage tasks in one shared environment, improving accountability and progress visibility.
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HR and onboarding processes: Centralise employee documents, onboarding guides and training materials for a consistent new hire experience.
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Internal communication hub: Share company updates, announcements, events and documents across departments.
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Secure document management: Store and access files securely while controlling who can view, edit or share them.
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Knowledge sharing across departments: Encourage collaboration by breaking down information silos and giving teams easy access to shared knowledge.
Workspace 365 customers also use our platform to connect cloud and legacy systems, support frontline workers and simplify access for non-desk employees.
Examples of online workspace platforms
There are many platforms that offer online workspace functionality. Here are some of the most well-known:
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Google Workspace
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Microsoft 365
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Workspace 365
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Notion
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Miro
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Kahootz
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RingCentral
Workspace 365 brings a unique approach by simplifying the Microsoft ecosystem and connecting both cloud and legacy systems.
How Workspace 365 simplifies your online workspace
Starting your day with everything in one place makes a real difference. Instead of searching for tools or switching between platforms, you open your workspace and it’s all there. Your emails, documents, tasks, and updates.
Workspace 365 brings together the tools and information you use every day, into one digital workspace that’s simple, personal and secure. It adapts to how and where you work, at home, in the office or somewhere in between, so you can stay focused without distraction.
Alongside your apps and files, it’s easy to catch up on company news, find shared knowledge or see what’s changed. No need to chase information, it’s already there.
When something needs your attention, like an approval or request, you’ll see it straight away. And if you’re trying to find something specific, smart search helps you look across all your connected tools in one go.
By simplifying access, communication and everyday tasks, Workspace 365 helps people spend less time managing tech, and more time getting on with their work.
Frequently asked questions about online workspaces
What is the purpose of an online workspace?
An online workspace brings tools, documents and communication together in one place, helping teams work more efficiently across locations.
What is the difference between an online workspace and an intranet?
While intranets often focus on internal communication and company news, online workspaces combine that with access to apps, documents, and workflows.
How secure is an online workspace?
Security depends on the platform, but features like encryption, role-based access and conditional sign-ins help protect sensitive information.
What industries use online workspaces?
Online workspaces are used across sectors, from healthcare and education to government, non-profits and enterprise organisations.
How can an online workspace improve productivity?
By reducing the time spent switching between tools, improving visibility, and enabling faster communication, workspaces help people focus on what matters.
Does Workspace 365 integrate with Microsoft 365?
Yes. Workspace 365 fully integrates with Microsoft 365, making it easier to access tools like Outlook, Teams and SharePoint in one interface.