OneDrive vs Sharepoint – Tips on Best Use

25 Jul OneDrive vs Sharepoint – Tips on Best Use

Collaborating with ease and backing up your work online are key for effective business practice.  

Microsoft provides a variety of ways to do this; OneDrive and Sharepoint are the most commonly used. 

So, what are the differences between OneDrive and Sharepoint, and when should you use each one? 

What is OneDrive? 

OneDrive is an online system for file storage that is automatically integrated into the Microsoft 365 suite.   

It’s possible to collaborate with others by sharing specific files or folders but as your files are private by default, it’s more accurate to think of OneDrive as a personal filing system.  

Files from your machine are automatically backed up into the cloud and you can download them from any device automatically for offline working (including laptop, Mac, mobile or tablet).  

Changes to files will sync whenever each device is online, so you can be confident you’re using the latest version of a document. 

One of the advantages of OneDrive is that it defaults to backing up the commonly used folders on your machine user profile when you log in elsewhere with that account or if something happens to your machine. This includes your desktop apps, preferences, My Documents and My Pictures and means you can continue working with minimal loss of productivity. 

Personal OneDrive is often installed on machines by default although it only comes with 5GB of storage built into the free version and this can quickly fill up. 

What is OneDrive Business? 

OneDrive for Business is similar to OneDrive as it is also a file storage and backup solution, but it can also sync data within Sharepoint site libraries.   

OneDrive for Business is a place to store content you’re not yet ready to share with your team or that is only required by you.  It’s also possible to use OneDrive for Business as a syncing tool to access Sharepoint files via File Explorer but make sure you discuss this with your IT Administration for potential implications. 

OneDrive for Business has up to 1TB (1000GB). It’s easy to collaborate with others within your organisation due to additional sharing options that allow others to access the same document without having to save a copy. It allows greater version history than personal OneDrive.   

Sharing is easy with collaboration links that enable customisable settings, and it can be managed by your central IT administration.  

What is Sharepoint? 

Sharepoint is a robust online collaboration tool that is feature-rich and focused on business productivity and sharing.  As Microsoft’s original workspace for sharing content, knowledge and applications across organisations, it is now an integral part of the 365 platform.  

Sharepoint is essentially an online portal. All documents are stored online and then synched to the user’s machine as required. Even after synching, however, the files still technically reside online within the SharePoint architecture. The OneDrive app puts a file structure in place locally that mimics the online storage without having to download all the documents. It’s like having a place holder without having to have the document itself. This is a great benefit for your local storage. 

Sharepoint architecture is also used for collaborating both within and outside your organisation securely within an advanced document management repository.  Administration is centralised. 

Information is shared within Teams sites and workflows. Metadata can be implemented to keep people up-to-date within your business and transform business processes.  Sharepoint provides a corporate website where teams and departments can create their own workspaces and tailor them accordingly.  

Sharepoint integrates easily with other Microsoft application suites and documents can be co-authored seamlessly in real-time by different people for ultimate collaboration.  

Also, when a person leaves the organisation, their files remain available to others unlike in OneDrive. 

When should I use OneDrive vs Sharepoint? 

With so many similarities between OneDrive and Sharepoint, how do you know which to use when? 

Both OneDrive and Sharepoint have file versioning and online backup built in, allowing collaboration between others.  

With OneDrive, sharing needs to be explicitly applied, whereas in Sharepoint the site administrator will determine who has access to what.   

OneDrive Personal is intended to be used for your personal files as a secure storage repository and has minimal storage. 

OneDrive for Business is a basic secure cloud storage solution for your business files, allowing greater collaboration opportunities and more storage. 

Sharepoint is a robust, feature-rich collaboration tool that can be customised to maximise productivity for ultimate collaboration between teams both within and outside your organisation. 

So, if you’re looking for basic storage and collaboration, then OneDrive will suit your needs.  If collaboration and integration are required with other applications, Sharepoint will be needed. 

As a Silver Microsoft Partner, Transpeed keeps up to date with the latest Microsoft technologies so feel free to contact us to discuss the best options for your business.