OneDrive, SharePoint, or Teams Making the Right Choice

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. 

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.

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