Collaborate with Microsoft 365: SharePoint and OneDrive

Effective file storage and collaboration are key to a company’s success.

Without a solid system in place, businesses can quickly become bogged down by scattered files, hard-to-access documents, and team members working on outdated versions of projects.

Fortunately, Microsoft 365 offers two powerful tools—SharePoint and OneDrive —that make it easier for your team to store, access, and collaborate on files.

But with both services available, understanding when and where to use OneDrive versus SharePoint is essential for maximising productivity and streamlining workflows.

In this blog, we’ll break down the differences between OneDrive and SharePoint, help you understand when to use each tool, and explore how they can revolutionise your business’s file storage and collaboration processes.

How file storage with Microsoft 365 can support collaboration

When your team’s working on multiple projects across different locations—whether in the office, at home, or on the road—it’s crucial to have access to the right files at the right time.

OneDrive and SharePoint provide a seamless solution that allows employees to store, share, and collaborate on documents in real-time, regardless of where they’re working from.

What is OneDrive?

OneDrive is your personal cloud storage within Microsoft 365.

It’s designed for documents that are private to you and don’t require regular access by others.

Think of it as the digital version of the papers and files you keep on your desk that you’re currently working on.

When to use OneDrive:

• Store files that are for your personal use or work-in-progress documents.
• Share files with specific individuals when needed, but ownership of these files remains with you.
• Back up documents that aren’t yet ready for collaboration with the wider team.

Examples:

• Drafting a presentation that you’re not ready to share.
• Keeping personal work notes or individual task lists.
• Storing files that you’ll later upload to SharePoint for team collaboration.

What is SharePoint?

While OneDrive is for individual use, SharePoint is designed for team collaboration.

Documents stored in SharePoint are shared by default with everyone in your team, department, or organisation.

It’s like a central filing cabinet where everyone has access to the most up-to-date files.

When to use SharePoint:

• Store documents that require collaboration or are frequently accessed by others.
• Create a shared workspace for projects, departments, or teams.
• Manage document versions, share updates, and keep everyone working from the same file.

Examples:

• A marketing team collaborating on a campaign document.
• A sales team sharing client proposals, ensuring everyone has access to the latest version.
• A company-wide policy stored for all employees to access when needed.

OneDrive vs. SharePoint: Which should you use?

The main difference between OneDrive and SharePoint comes down to ownership and collaboration.

• Use OneDrive when:
  • You’re working on something solo or need a private space for documents.
  • You only need to share files on occasion with specific colleagues.

• Use SharePoint when:
  • You need to collaborate regularly with your team on shared projects.
  • Your files need to be easily accessible to a larger group within your organisation.

Tip: If you’re unsure which tool to use, think about who needs access to the file. If it’s just you, use OneDrive. If it’s your team or company, use SharePoint.

Don’t look any further for file storage solutions

Many business waste time looking around and different apps and software for file storage – not realising that their SharePoint and  OneDrive can take care of this for them. 

Dropbox vs OneDrive/SharePoint

• Why you might use it: For cloud storage, file sharing, and team collaboration, with a simple and user-friendly interface.
• How OneDrive/SharePoint compares: OneDrive and SharePoint both offer cloud-based storage but with added benefits like document versioning, integrated workflows, and seamless Microsoft 365 integration.

Slack or Discord vs OneDrive/SharePoint

• Why you might use it: For team communication and file sharing.
• How OneDrive/SharePoint compares: While Slack or Discord handle real-time communication, Microsoft Teams (part of the Microsoft 365 ecosystem) handles chat and file sharing, with OneDrive and SharePoint supporting document storage and collaboration.

Trello or Asana vs OneDrive/SharePoint

• Why you might use it: For project and task management with file attachments and collaboration features.
• How OneDrive/SharePoint compares: Using Planner and To-Do alongside OneDrive and SharePoint allows teams to attach documents directly to tasks, manage workflows, and collaborate in real-time on files within Microsoft Teams.

Box vs OneDrive/SharePoint

• Why you might use it: A cloud content management and file-sharing service often chosen for enterprise-level document security.
• How OneDrive/SharePoint compares: OneDrive and SharePoint offer robust security and compliance features, along with deep integration into Microsoft 365 for seamless document management and collaboration.

Wetransfer vs OneDrive/SharePoint

• Why you might use it: For transferring large files between users.
• How OneDrive/SharePoint compares: OneDrive and SharePoint allow users to share files of any size securely, eliminating the need for third-party file transfer services.

Evernote or Notion vs OneDrive/SharePoint

• Why you might use it: For note-taking, task management, and collaboration on ideas, often with attached documents.
• How OneDrive/SharePoint compares: OneNote, integrated with OneDrive and SharePoint, provides digital note-taking and collaboration features while keeping all files and notes linked to related documents and tasks within the Microsoft 365 ecosystem.

Confluence vs OneDrive/SharePoint

• Why you might use it: For team collaboration on documents, wikis, and project management.
• How OneDrive/SharePoint compares: SharePoint serves a similar purpose, allowing for document management, shared workspaces, and project collaboration within an organisation, with the added benefit of deep Microsoft 365 integration.

Basecamp vs OneDrive/SharePoint

• Why you might use it: For project management and collaboration, including file sharing and task tracking.
• How OneDrive/SharePoint compares: SharePoint, combined with Planner and Teams, can provide centralised project and file management, while keeping everything integrated with the broader tools in Microsoft 365.

Supporting collaboration and file management with SharePoint and OneDrive

Both OneDrive and SharePoint integrate seamlessly with the rest of Microsoft 365, making it easy to use these tools in conjunction with Teams, Planner, and other productivity apps.

For example:

• Store project files in SharePoint and access them directly through Microsoft Teams channels.
• Save drafts to OneDrive, then move them to SharePoint when you’re ready for feedback.
• Track tasks in Planner while attaching relevant files stored in SharePoint or OneDrive.

This level of integration ensures your files are always in the right place and easily accessible, no matter what stage the project is in.

How IT Squad can help you maximise SharePoint and OneDrive

We specialise in helping businesses like yours get the most out of their Microsoft 365 tools. 

Whether you’re unsure about how to structure your file storage system or need help setting up SharePoint and OneDrive for collaboration, we’re here to help.

We can:

• Set up SharePoint sites tailored to your team’s specific projects and needs.
• Show you how to use OneDrive for personal document management and backups.
• Ensure your teams can collaborate seamlessly and access the files they need, wherever they are.

Choosing the right file storage tool can make all the difference in keeping your business organised and efficient. 

By understanding the differences between OneDrive and SharePoint, you can make sure your team has the right tools to collaborate effectively and work smarter.

If you’re ready to improve how your business manages file storage and collaboration, we’re here to help. Book a call today, and let’s talk about how we can set up the perfect Microsoft 365 solution for your business.