Understanding the Difference Between OneDrive and SharePoint

Cloud Collective Support Updated by Cloud Collective Support

If you're new to Office 365, you may be wondering about the difference between OneDrive and SharePoint. While both are cloud-based storage solutions, they serve different purposes. This guide will help you understand when to use each and how your organization has set up document storage.

OneDrive: Your Personal Cloud Storage

OneDrive is designed for individual use, allowing you to store, access, and sync your personal work files across devices. Think of it as your personal file storage space in the cloud.

Key Features of OneDrive:
  • Private Storage: Files are only accessible to you unless you choose to share them.
  • Work-in-Progress Files: Store drafts or personal notes before sharing them with a team.
  • Sync Across Devices: Access your files from anywhere, including your PC, Mac, or mobile device.
How OneDrive is Used in Your Organization:
  • Employees store personal work-related files that are not meant for team collaboration.
  • Documents that are not yet ready to be shared with colleagues can be saved here.

SharePoint: Team and Department Collaboration

SharePoint is designed for team collaboration, allowing multiple users to access and work on shared documents within a structured environment.

Key Features of SharePoint:
  • Team Collaboration: Files are stored in shared libraries, making them accessible to the entire team.
  • Version Control: Changes to documents are tracked, and previous versions can be restored.
  • Access Control: Permissions can be set to restrict or grant access based on roles and responsibilities.
When to Use OneDrive vs. SharePoint

Scenario

Use OneDrive

Use SharePoint

Storing personal work files

✅

❌

Sharing files with a team

❌

✅

Collaborative editing

❌

✅

Private drafts before sharing

✅

❌

Storing company policies and procedures

❌

✅

How did we do?

How to Enable Notification for OneDrive folders

How to Setup Email Rules for a Shared Mailbox

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