Microsoft 365’s OneDrive and SharePoint applications have commonly confused functions and features. While both are integrated with other Microsoft 365 applications like Word, PowerPoint, and Excel, the document access permissions are distinct. They also have very different interfaces and customization options. Most importantly, they each have different use cases.
By leveraging the strengths of both platforms, you can optimize your workflow, enhance productivity, and improve your overall file management experience. Continue reading below for an explanation of key differences, best use cases, and resources for both OneDrive and SharePoint. Add our upcoming workshops to your calendar for live demonstrations and Q&A sessions regarding general Microsoft 365 file management and improving the usability of your team’s SharePoint site.
OneDrive is for “me”
OneDrive is a cloud-based file storage service for individual file management. It allows users to store files, access them across different devices, and share and collaborate on documents with others.
OneDrive is accessible through web, mobile app, and desktop sync.
SharePoint is for “we”
SharePoint intranet sites are automatically created for each team created in Microsoft Teams. These sites are only accessible by people who have viewing permissions, which are limited to current team members. These sites are highly customizable so they can meet the needs of any team.
SharePoint is a comprehensive platform designed for team collaboration, content management, and enterprise-level document sharing. It is commonly used by businesses for managing documents, workflows, and large-scale projects.
SharePoint is an excellent solution for circumstances that would normally require a Shared Drive (also, Mapped Drive or Z: Drive). Shared Drives require close administration by Information Technology staff. Changes in membership permissions require submission of a Help Desk ticket and Information Technology completion of the request. Using Teams and SharePoint allows team owners to completely control membership permissions and make needed changes immediately.
Additionally, files added to Teams, which are automatically synced to SharePoint, are retained by current members of the group in the event that the file creator or uploader leaves the institution. This is not the case with OneDrive files. When someone’s OneDrive is deactivated, the files are no longer accessible, even if access had been shared with colleagues.
SharePoint is accessible through web, mobile app, and Teams app integration. There is no SharePoint desktop application.
Use Cases
Use OneDrive if…
- You need private (unshared) document access.
- You want to share with a limited number of colleagues, or exercise greater permission controls (time limit, password, edit or download permissions, etc.).
- You are writing document drafts that are not ready to be shared.
Use SharePoint if…
- There is an existing team of people who need access to a document.
- Your team needs advanced collaboration features, like workflows, task management, or custom team sites.
Reminder
Per our institutional Acceptable Use of Information Technology Resources policy, faculty and staff should not be using personal or third-party cloud storage solutions for GGC files and data. Third-party storage solutions include free and paid versions of Google Drive, iCloud, Dropbox, Box, and many others.
The policy states:
Users must not store restricted, non-public, personal, private, sensitive, or confidential information on a device that was not issued by GGC, or with a third-party file storage service that has not been approved for such storage by IT.
GGC file storage should take place in OneDrive or SharePoint. All faculty, staff, and students have 1 TB of storage in OneDrive through their GGC accounts. Choosing to use third-party storage solutions violates GGC policy and is not supported by IT.
Upcoming Workshops
Managing Your Files with Microsoft 365
Designing Your Team’s SharePoint Site
Resources
- Microsoft 365
- OneDrive
- Microsoft Teams
- SharePoint help & learning
- APM 11.50.1.1 Acceptable Use of Information Technology Resources
Need Help?
Contact the GGC Help Desk
Email: helpdesk@ggc.edu | Web: helpdesk.ggc.edu | Phone: 678-407-5611
Check status.ggc.edu for system and services availability.
Learn more in IT Workshops – OR- Schedule a 1-1 Consultation