OneDrive or SharePoint?
Microsoft 365 has two places to store files in the cloud. The answer to which one to use is simple: OneDrive is for you personally, SharePoint is for the team.
OneDrive: your own space in the cloud
OneDrive is a personal hard drive in the cloud, available from all your devices. Each user gets 1 TB. Only you can see the files until you share them.
Good for drafts and notes you work on alone, files you want to have with you on your PC, phone and tablet, backup of your Desktop and Documents folders, and sharing individual files with a link.
SharePoint: shared storage for the business
SharePoint is your company's shared file server in the cloud, with access control, version history and close integration with Teams. The company gets 1 TB of shared storage plus 10 GB per license, divided across all team sites.
Good for shared documents and templates, folders for finance, HR, projects and customers, documents owned by the department rather than one person, and documents several people edit at the same time.
Where it often goes wrong: the OneDrive app shows both
The OneDrive app on your PC doesn't just sync your personal OneDrive. It also syncs your SharePoint libraries. In File Explorer the folders look alike, but they're two completely different things. Save in the wrong folder, and private files can end up with the whole department, or company files can sit privately with you and disappear the day you leave.
How to tell them apart in File Explorer:
- OneDrive - Company is your personal OneDrive. Files here are yours.
- Company as a separate section further down holds the SharePoint libraries. Files here are shared with others.
Sync a SharePoint library to your PC
- Open the library in your browser, or go via Teams, Files and Open in SharePoint.
- Click Sync at the top of the menu.
- The OneDrive app connects, and the library shows up under the company name in File Explorer.
You can sync several libraries. They all appear under the company name.
In short
| OneDrive | SharePoint | |
|---|---|---|
| Owner | You | Team or company |
| Access | Only you, until you share | Everyone with access to the site |
| In File Explorer | “OneDrive - Company” | “Company” |
| When the owner leaves | Must be moved to a colleague first | Unchanged, belongs to the team |
| Teams | Personal files | Yes, files in Teams are stored in SharePoint |
Files in Teams are stored in SharePoint. Each team gets its own SharePoint site in the background.
Rule of thumb
- Just for you? OneDrive.
- For the team? SharePoint, or the Teams channel.
- Sharing with someone outside? A sharing link from OneDrive is fastest.
- Official company documents? SharePoint, so they survive if you leave.
We're happy to help with structure, permissions and SharePoint training. Get in touch at 38 27 80 00.