OneDrive, SharePoint, and Microsoft Teams are essential components of the Microsoft 365 ecosystem, each serving unique purposes for collaboration, storage, and communication. In this blog, we’ll explore the key differences between these platforms to help you determine which tool to use for specific scenarios.
Are they really the same thing?
While it’s true that OneDrive, SharePoint, and Microsoft Teams are interconnected and share many features, they are designed for different uses. OneDrive is primarily for personal storage, SharePoint for team collaboration, and Microsoft Teams for communication and integrated collaboration. All three platforms offer secure cloud storage and are key parts of Microsoft 365.
| Aspect | OneDrive | SharePoint | Microsoft Teams |
| Purpose | Personal cloud storage for individual users or very small teams to store, share, and sync files, facilitating easy access across multiple devices. | Comprehensive cloud-based document management system with extensive customisation options. | Communication and collaboration platform integrating chat, video meetings, and file sharing. |
| User access and security | Performs best at managing personal business files and is suitable for occasional sharing. | Granular access control and permission management, perfect for sharing and collaboration across teams and entire organisations. | Uses SharePoint and OneDrive for backend storage, with integrated permission management for seamless collaboration. |
| Collaboration | Real-time collaboration allowing multiple people to edit a document simultaneously. | Allows collaboration on SharePoint sites with internal and external organisations through integration with Microsoft Teams. | Facilitates team communication, real-time collaboration, and integrates with OneDrive and SharePoint for document management. |
OneDrive advantages
Automatic file syncing: File syncing is automatic across multiple devices, ensuring that the latest versions of documents are always accessible from any device. This feature supports seamless productivity and reduces the risk of working with outdated files.
Flexible storage options: OneDrive offers flexible storage plans that can be adjusted based on the user’s needs. Administrators can easily upgrade or downgrade the storage capacity as necessary, providing cost-effective and scalable solutions for individuals and small teams.
OneDrive drawbacks
Limited document management customisation: Compared to SharePoint, OneDrive’s document management features are less customisable. This limitation makes it less suitable for managing documents within large teams or organisations that require complex workflows and advanced metadata tagging.
Manual permission granting: Sharing documents in OneDrive requires manually granting permissions and sharing links. While this process ensures control over who can access the files and for a determined length of time, it can be less efficient for users who need to share documents frequently. However, this limitation aligns with OneDrive’s intended use as a personal and small team storage solution.
Additional note on data ownership
It is important to understand that data stored in a business OneDrive account is typically considered the property of the company, NOT the individual user. Therefore, users should be cautious about storing personal files in a business OneDrive account. According to UK regulations and Microsoft’s policies, businesses maintain control and ownership over the data stored in the OneDrive’s for Business accounts, with Microsoft acting as the data custodian (GOV.UK) (TECHCOMMUNITY.MICROSOFT.COM).
This distinction is crucial for compliance and legal purposes, ensuring that personal and business data are appropriately managed and protected. Users must adhere to their company’s data policies to prevent any potential misuse or legal complications regarding data ownership and privacy.
When to use OneDrive
OneDrive is ideal for storing personal work files and documents that may occasionally need to be shared. Your OneDrive files are private by default, with access limited to you unless you intentionally share a file with a colleague.
Use OneDrive for:
Personal document storage: OneDrive is primarily designed for storing your personal work files. It offers a secure and private space where you can keep your work documents, ensuring they are only accessible to you unless you choose to share them.
Temporary and limited sharing: OneDrive is suitable for situations where you need to share documents with a small number of people on a temporary basis. For example, you can use OneDrive to share a draft document with a colleague for review or grant temporary access to an individual from another organisation for collaboration on a specific task.
Private work documents: If you are working on documents that will remain private or only need to be shared with a few people, OneDrive is the perfect choice. It allows you to maintain control over your files while providing the flexibility to share them when necessary.
SharePoint advantages
Robust document management: SharePoint is a powerful document management platform that helps organisations streamline document organisation and improve work processes. Its highly customisable nature allows organisations to tailor the setup to meet their specific needs and various use cases, enhancing efficiency and collaboration.
Flexible deployment options: If you prefer not to use SharePoint as a cloud-based system, it is possible to run SharePoint as an on-premises solution, where SharePoint is installed locally and managed by your organisation’s own servers. This flexibility allows organisations to choose the deployment model that best suits their security, compliance, and operational requirements.
Intranet capabilities: SharePoint can be used as a company intranet, providing a centralised platform for internal communication, information sharing, and employee engagement. This feature helps create a cohesive digital workplace, fostering a strong organisational culture and improving internal collaboration.
SharePoint drawbacks
Complex setup and maintenance: Due to its versatility and size, setting up and maintaining SharePoint can be complex, requiring more knowledge and time compared to OneDrive. Typically, SharePoint would be configured and maintained by an in-house IT team or outsourced IT support provider. This complexity can result in higher costs and a steeper learning curve for users, developers and administrators.
When to use SharePoint
SharePoint is designed for collaboration and sharing files within a team or organisation. Documents stored in SharePoint are in a centralised location, making them available for everyone in the SharePoint site to read and edit, depending on the user permissions set by your organisation.
Use SharePoint for:
Team collaboration: SharePoint is ideal for scenarios where multiple team members need to collaborate on documents and projects. It allows for real-time editing and co-authoring, ensuring everyone has access to the most up-to-date information.
Centralised document management: With SharePoint, documents are stored in a centralised repository, making it easier to manage and organise files. This central location ensures that all team members have access to the same resources, reducing duplication and improving efficiency.
Intranet and internal communications: SharePoint can serve as an intranet, providing a platform for internal communications, company news, and shared resources. This helps foster a connected and informed workplace.
Custom workflows and automation: SharePoint supports custom workflows and automation, which can streamline business processes. This feature is particularly useful for managing complex projects and ensuring tasks are completed in a timely manner.
Microsoft Teams advantages
Integrated communication: Microsoft Teams offers a comprehensive communication platform, integrating chat, video meetings, and file sharing in one place. This makes it easy for teams to collaborate in real-time, whether they are in the same office or working remotely.
Seamless integration with Microsoft 365: Teams integrates seamlessly with OneDrive and SharePoint, allowing users to access and share documents directly within the Teams interface. This integration streamlines workflows and enhances productivity.
Customisable workspaces: Teams allows users to create customisable workspaces for different projects or departments, making it easier to organise conversations, files, and tools in a way that suits specific needs.
Microsoft Teams drawbacks
Learning curve: While Teams is user-friendly, new users may face a learning curve when navigating its extensive features and integrations. Proper training and support are necessary to maximise its potential.
Dependence on internet connectivity: As a cloud-based service, Teams relies heavily on stable internet connectivity. Any disruptions can affect communication and collaboration, particularly during video meetings.
When to use Microsoft Teams
Microsoft Teams is a comprehensive communication and collaboration platform that integrates with OneDrive and SharePoint to enhance team productivity.
Use Microsoft Teams for:
Real-time communication: Teams provides chat, video conferencing, and audio calls, making it an ideal platform for real-time communication among team members.
Integrated collaboration: By integrating with OneDrive and SharePoint, Teams allows users to share and collaborate on documents within the same platform, streamlining workflows and improving efficiency.
Project management: Teams allows users to create dedicated channels for different projects or departments, making it easier to manage conversations, files, and tools in one place. This organisation improves project management and team collaboration.
Remote work: Teams is particularly valuable for remote work, offering tools for virtual meetings, screen sharing, and collaborative editing, ensuring that remote teams can work together effectively.
Backing up your 365 data
It’s essential to remember that your Microsoft 365 data isn’t automatically backed up in the cloud, and it remains vulnerable to malicious attacks or user error, which can result in data loss. To ensure your data is safe, including OneDrive, SharePoint, and Teams data as well as mailboxes, implementing a robust backup strategy is crucial.
Why backup is necessary:
Data vulnerability: Despite the inherent security features of Microsoft 365, data is still susceptible to accidental deletion, malware, ransomware, and other malicious attacks. Additionally, user errors such as accidental file deletion or overwriting can lead to data loss.
Retention policy gaps: Microsoft 365 retention policies may not cover all scenarios. For instance, items deleted beyond the retention period can be permanently lost if not backed up separately.
Compliance requirements: Many organisations need to retain data for extended periods to comply with legal, regulatory, or business continuity requirements. A dedicated backup solution ensures that data retention policies are met.
Backup solutions:
Synology NAS: One effective way to back up your Microsoft 365 data is by using a Synology NAS (Network Attached Storage). Synology NAS devices offer robust data protection features and can be configured to regularly back up data from OneDrive, SharePoint, and Exchange Online, using the in-built Active Backup for Microsoft 365 solution. This ensures that all your critical data is safely stored and easily recoverable in case of an incident.
Third-party backup solutions: Several third-party solutions are specifically designed for Microsoft 365 backups. These services provide automated backups, granular recovery options, and compliance-friendly features. Examples include Veeam Backup for Microsoft 365 and Barracuda Cloud-to-Cloud Backup.
Best practices for backup:
Regular backup schedule: Set up a regular backup schedule to ensure all data is backed up consistently. Automated solutions can help streamline this process.
Data integrity checks: Regularly verify the integrity of your backup data to ensure it can be restored when needed.
Secure storage: Ensure backups are stored securely, with appropriate encryption and access controls to protect against unauthorised access.
Recovery testing: Periodically test your data recovery process to ensure that data can be restored quickly and effectively in case of an emergency.
Summary
In conclusion, OneDrive, SharePoint, and Microsoft Teams serve distinct yet complementary purposes for storing, sharing, and collaborating on files within organisations. OneDrive is tailored for individual use, providing a personal storage solution for work files with occasional sharing capabilities. SharePoint is designed for team collaboration, offering a robust platform for managing documents, facilitating workflows, and serving as a centralised hub for internal communication. Microsoft Teams integrates communication and collaboration, enhancing productivity through real-time chat, video meetings, and seamless integration with OneDrive and SharePoint.
All three tools are integral to a well-rounded Microsoft 365 strategy, allowing organisations to leverage the strengths of each platform according to their specific needs. Whether you need the simplicity and privacy of OneDrive, the collaborative power and customisation of SharePoint, or the integrated communication and collaboration of Microsoft Teams, utilising these platforms effectively can enhance productivity and streamline document management within your organisation.
If you’re unsure whether to use OneDrive, SharePoint, or Microsoft Teams, or if your organisation would benefit from all three, feel free to contact us to discuss your requirements with our expert team.