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Overview
Microsoft 365 includes three tools for storing and sharing files: OneDrive, Microsoft Teams, and SharePoint. While these tools are connected, each serves a distinct purpose. Choosing the correct tool ensures files are organized, accessible, and properly governed.
Tool Summary
OneDrive – Personal Workspace OneDrive is your private cloud storage. Think of it as a digital version of "My Documents," accessible from anywhere. It is intended for files that primarily belong to you.
Microsoft Teams – Active Collaboration Teams is designed for ongoing project work where conversation and files need to live together. It is best suited for workspaces where team members are actively communicating and collaborating in real time.
SharePoint – Team and Organizational Content SharePoint is for structured content that belongs to a team or the organization as a whole. It provides version control, permissions management, and a permanent home for documents that should outlive any single employee's tenure.
Which Tool Should You Use
| OneDrive |
- Personal drafts or files only I need regularly
- Documents I am actively editing before sharing
|
| Teams |
- Project files tied to ongoing team discussion
- Real-time collaboration with cross-functional teams
|
| SharePoint |
- Department resources and shared reference docs
- Official policies, procedures, or company records
- Files requiring version control or permissions
|
Golden Rules
OneDrive: If only YOU need regular access, it belongs in OneDrive.
Teams: If you are talking about it, the files should live where you are talking.
SharePoint: If it belongs to the TEAM or ORGANIZATION (not a person), it belongs in SharePoint.
Additional Resources
OneDrive: Personal File Storage Guide
SharePoint: Team and Organizational File Storage
Teams: Collaboration and File Management