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OneDrive, SharePoint, or Teams Making the Right Choice

3/10/2020

2 Comments

 
During a recent client visit, the ubiquitous question was asked: "Why would I use SharePoint or Teams instead of OneDrive." These three services from Microsoft all provide file storage, sharing, and collaboration, so it is easy to understand the confusion. Let's look at when each is the right choice.

OneDrive for Business

OneDrive's name is an attempt to note that this is the location for One person, you, to store your files. An option in OneDrive is to backup your essential PC folders, including desktop, documents, and pictures. To turn on the backup feature, go to OneDrive settings > Backup > Manage Backup. 
Picture
In the window that opens, select the folders you will backup to OneDrive. It will be syncing the files providing access from any device and creating automatic versions of data in case you make a mistake or become infected with ransomware.
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OneDrive is the storage location for your files. Sharing of files is possible with OneDrive, but that is not its primary role.

SharePoint

SharePoint is for sharing files. It is the equivalent of your network share, providing centralized controls and file access permissions. Providing critical advantages over a file share on the network SharePoint allows for the uncomplicated implementation of data loss prevention and policies to the data.

Using the OneDrive app, you can sync a SharePoint document library to your local computer for a simple method to access, save and share files. The files remain in SharePoint and will download when opening. You can mark files that you may need while offline as "Always keep on this device."

Microsoft Teams

Microsoft Teams uses SharePoint document libraries file storage and therefore has all the benefits of using SharePoint. Additional benefits of Microsoft Teams are the integrated chat, video conferencing, presence awareness, and a simplified interface to providing security over your organization's documents.

If you have not started replacing your network file shares with SharePoint, then Teams is the place to move files. It provides the same sync and access to data as SharePoint does with a much easier process to set up and the additional collaboration features. The one cautionary note, at the time of posting, is that Teams does not allow for file sharing to people outside the organization unless they have a Microsoft Account associated with their email address.

Summary

For efficient and effective file-sharing, use Teams and SharePoint, and for your files OneDrive. Make sure to take advantage of the OneDrive app for syncing and backup of your Desktop, Documents and Pictures folders.

Ward Blatch

2 Comments
Clyde
3/12/2020 08:54:33 am

Thanks, Ward, for this description of the three services. I have all three available but have not had time to look at them in depth for regular use. Is there somewhere you could suggest for training videos which I could access to get started with Teams?

Reply
Ward link
3/12/2020 07:09:52 pm

We have a teams course that covers getting setup and using Teams you can find it at https://shop.k2e.ca/products/k2s-improving-collaboration-with-microsoft-teams-new

You can also check out the material on the Microsoft Teams site https://products.office.com/en-ca/microsoft-teams/group-chat-software


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    Authors


    Ward Blatch
    Ward provides consulting and training services as the Managing Director of K2E Canada Inc. He joined K2E Canada in 2005 and is responsible for the Canadian operations of this international consulting group, which provides professional development technology education for accountants across Canada and the US. Ward lives in rural Nova Scotia and can be reached at ward@k2e.ca.

    Alan Salmon
    Alan Salmon is recognized as Canada’s leading analyst in the area of accounting technology. He has nearly 35 years of business, management systems, education and journalism experience, has a degree in Science and an Advanced Teaching Certificate from the University of Toronto. Alan has now retired from teaching and lives in Brampton, Ontario with his wife Nancy. He can be reached at alan@k2e.ca

    Tommy Stephens
    Tommy is one of the shareholders in K2 Enterprises, affiliating with the Firm in 2003 and joining as a shareholder in 2017. At K2, Tommy focuses on creating and delivering content and is responsible for many of the Firm's management and marketing functions. Tommy resides in the metro Atlanta area. You may reach him at tommy@k2e.com.

    Randy Johnson
    Randy is a nationally recognized educator, consultant, and writer with over 40 years experience in Strategic Technology Planning, Accounting Software Selection, Paperless, Systems and Network Integration, Business Continuity and Disaster Recovery Planning, Business Development and Management, Process Engineering and outsourced managed services. Randy can be reached at randy@k2e.com

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