SharePoint, OneDrive, or Microsoft Teams: Which tool when for files?

In this article, we will learn how to store a file and which tool we should use, whether OneDrive, SharePoint, or Microsoft Teams. Generally, people get confused about these tools and when to use them. In this article, I will explain these tools in very simple and easy terms. So, let’s get started.

SharePoint, OneDrive, or Microsoft Teams: Which tool when for files?

To make this confusion clear, let’s understand these tools one by one.

What is OneDrive and when to use?

In simple terms, Microsoft OneDrive is personal storage for each user who has a license or is subscribed to Microsoft 365. In other words, it is your personal drive or folder where you can store personal files; it is restricted to the user itself. OneDrive has a dedicated document library with some predefined metadata columns.

OneDrive My files location:

So, use OneDrive in the following scenarios:

• To store your personal documents and files.
• Work on the draft version of the files.
• If your metadata is not concerned, I mean you don’t need custom columns or metadata for your document.

OneDrive shared library location:

Note:

• Having said that OneDrive is for personal use, we can share OneDrive files with other users as well.

Read Also: Secure Data Backup with OneDrive: The Ultimate Backup and Storage Solution

What is SharePoint and when to use?

In simple terms, SharePoint is a content management technology where we can store documents and collaborate on the same file. Basically, in SharePoint Online, there are two types of sites: Team sites and communication sites. A team site is used for collaboration for a team or group of people, and a communication site is meant for announcements. For example, if your organization wants to publish policy documents periodically, they can create a communication site for this.

Store file in SharePoint team site document library:

So, use SharePoint in the following scenarios:

• When multiple team members want to work collaboratively with the same files.
• When you have a requirement to maintain custom metadata for a file.

The bottom line is that the SharePoint team site is the recommended place to store your documents for collaboration and teamwork with compared to OneDrive. Please read the below articles about how SharePoint can be the best document management system and whether to create a team and communication site for your requirements.

Read Also:

• Embracing the Digital Workspace: Why SharePoint Online is Your Collaboration Game-changer
• Team site vs Communication site? Should we create team site or communication site in SharePoint Online – O365?

What is Microsoft Teams and when to use?

Microsoft Teams is a communication tool; it is mainly used for chatting, meeting, storing files, etc. The file we store in Microsoft Teams is internally stored in SharePoint Team Site, so for Microsoft Teams, SharePoint Team Site is a backend. These days, Microsoft Teams has been a popular choice to store and manage files over OneDrive and SharePoint directly because your SharePoint intranet is now at Teams.

Store file in Microsoft Teams Channel:

Please read the below articles about how SharePoint can be the best document management system and how it is tightly integrated with Microsoft Teams.

Read Also:

• Breaking the Myths: Is SharePoint Being Replaced by Teams? The Real Story
• Microsoft Teams save channel conversation: Where do the Microsoft Teams channel conversations and files get saved in Microsoft 365?

Detailed description of how to store and manage files in OneDrive

OneDrive is Microsoft’s cloud-based storage platform that allows users to store and manage their files securely in the cloud. Here’s a detailed guide on how to store and manage files in OneDrive:

Sign in to OneDrive:

If you already have a Microsoft account (Outlook, Hotmail, or Xbox Live), you can use the same credentials to sign in to OneDrive. If not, create a Microsoft account to get started.

Access OneDrive:

You can access OneDrive through various methods:

• Web Browser: Go to the OneDrive website (onedrive.live.com) and sign in.
• Desktop App: Download and install the OneDrive desktop app for Windows or Mac. Once installed, sign in using your Microsoft account.
• Mobile Apps: Download and install the OneDrive app from the App Store (iOS) or Google Play Store (Android).

Upload Files to OneDrive:

• Web Browser: Click on the “Upload” button and select the files you want to upload from your computer. You can also drag and drop files directly into the OneDrive interface.
• Desktop App: Once the OneDrive desktop app is installed and running, you can simply drag and drop files or folders into the OneDrive folder on your computer. The files will automatically sync to the cloud.
• Mobile Apps: Tap the “+” or “Add” button in the app and select the files you wish to upload from your device.

Organize Files and Folders:

• Create Folders: Organize your files by creating folders within OneDrive. Right-click and select “New Folder” (Web and desktop) or tap the “New” button and choose “Folder” (Mobile).
• Move and Copy: To move a file or folder, drag and drop it into the desired location. To copy, hold down the “Ctrl” key (Windows) or “Command” key (Mac) while dragging and dropping.
• Rename: Right-click on a file or folder and select “Rename” to give it a new name.

Sync Files with Desktop:

• The OneDrive desktop app allows you to sync files and folders between your computer and the cloud. Any changes made locally or in OneDrive will be automatically synchronized.
• Right-click on the OneDrive icon in your system tray (Windows) or menu bar (Mac) and select “Settings.” Go to the “Account” tab and click “Choose folders” to select which folders to sync.

Share Files and Collaborate:

• Right-click on a file or folder and select “Share” to generate a link that you can send to others. You can choose whether to grant edit or view-only access.
• Alternatively, you can invite specific people to collaborate on files. Click on the “Share” button in the top right corner of the OneDrive interface, enter their email addresses, and set the permission level.

Version History and Restoring Files:

• OneDrive keeps version history for your files, allowing you to restore previous versions if needed. Right-click on a file, select “Version history,” and choose the version you want to restore.

Delete and Recover Files:

• Deleted files are sent to the Recycle Bin in OneDrive and remain there for 30 days. To permanently delete files, empty the Recycle Bin.
• If you accidentally delete a file, you can recover it from the Recycle Bin within the 30-day window.

Access Files Offline:

The OneDrive desktop app allows you to access files offline. Any changes made while offline will sync automatically when you reconnect to the internet.

Search for Files:

Use the search bar at the top of the OneDrive interface to quickly find files by name, keyword, or file type.
By following these steps, you can effectively store, organize, and manage your files in OneDrive, enabling seamless collaboration and access across various devices.

By following these steps, you can effectively store, organize, and manage your files in OneDrive, enabling seamless collaboration and access across various devices.

Detailed description of how to store and manage files in SharePoint Online

SharePoint is a powerful platform within Microsoft 365 that allows organizations to create, manage, and share content, including files, documents, and other resources. Here’s a detailed description of how to store and manage files in SharePoint:

Access SharePoint:

• Go to the SharePoint site for your organization. Typically, the URL would be in the format “https://yourdomain.sharepoint.com/sites/yoursitename.” Sign in with your Microsoft 365 credentials.

Upload Files to SharePoint:

• Click on the “Documents” or “Files” tab on the SharePoint site to access the document library.
• To upload files, click on the “Upload” button. You can upload individual files or entire folders from your computer.
• You can also drag and drop files or folders directly into the document library to upload them.

Organize Files in Document Libraries:

• SharePoint uses document libraries to organize files. You can create new document libraries or use the default “Documents” library.
• To create a new document library, click on the gear icon (Settings) and select “Add an app.” Choose “Document Library” and provide a name for the new library.
• To organize files, you can create folders within document libraries. Right-click and select “New Folder” to create a new folder.

Metadata and Columns:

• SharePoint allows you to add custom metadata and columns to files to enhance organization and searchability. For example, you can add columns like “Project Name,” “Author,” or “Department” to categorize files.
• To add columns, go to the document library settings, click on “Create column,” and define the column’s name, type, and other properties.

Versioning and Document History:

• SharePoint automatically tracks versions of files, allowing you to view previous versions and restore them if needed.
• To enable versioning, go to the document library settings, click on “Versioning settings,” and choose the versioning options you prefer.

Check-In and Check-Out:

• SharePoint supports check-in and check-out functionality to prevent conflicts when multiple users collaborate on the same document.
• When a document is checked out, others can view it but not make changes until it’s checked back in.
• To check out a document, click on the ellipsis (…) next to the file name and select “Check Out.” To check it back in, choose “Check In.”

Sharing and Collaboration:

• SharePoint allows you to share files and folders with internal and external users. You can set permissions to control who can view, edit, or contribute to the content.
• To share a file or folder, select it and click on the “Share” button. Enter the email addresses of the recipients and set their permissions accordingly.

Search and Filter:

• SharePoint offers robust search capabilities to find files quickly. Use the search bar at the top to search by file name, metadata, or content.
• You can also use filters and views to narrow down search results and focus on specific files based on criteria like author, date, or metadata.

Document Approval and Workflows:

• SharePoint supports document approval workflows to streamline content review processes.
• You can set up approval workflows that require designated individuals to review and approve documents before they are published or finalized.

Retention Policies:

SharePoint allows you to implement retention policies to manage document lifecycle and compliance requirements.
Define retention policies to automatically delete or archive files based on specified criteria, such as time or metadata.

By following these steps and utilizing SharePoint’s powerful features, you can effectively store and manage files in a structured and collaborative environment, fostering enhanced productivity and information governance within your organization.

Detailed description of how to store and manage files in Microsoft Teams

Microsoft Teams is a collaborative communication platform that integrates with other Microsoft 365 tools, including SharePoint and OneDrive. When it comes to storing and managing files in Microsoft Teams, it primarily revolves around the integration with SharePoint for team file storage. Here’s a detailed description of how to store and manage files in Microsoft Teams:

Create a Team:

• In Microsoft Teams, you can create a new team by clicking on the “Teams” tab on the left-hand side and then selecting “Join or create a team.”
• Choose between creating a team from scratch, from an existing team, or from a template.

Channels and Files:

• Inside each team, you can create multiple channels for organizing discussions and files. Click on the “More options” (three dots) next to the team name, and select “Add channel” to create a new channel.
• Once you have a channel, you can access the “Files” tab in that channel, which is essentially the document library associated with that channel in SharePoint.

Upload Files to a Channel:

• In the “Files” tab of the channel, click on the “Upload” button to add files from your computer to the document library.
• You can also drag and drop files directly into the “Files” tab to upload them.

File Management in Teams:

• The files stored in the “Files” tab of a channel are actually stored in the associated SharePoint document library.
• This means that you can use SharePoint’s document management features, including versioning, metadata, and access controls, to manage the files in Teams.

Collaboration and Co-Authoring:

• Teams supports real-time collaboration, allowing multiple team members to co-author documents simultaneously using Office Online apps (Word, Excel, PowerPoint) directly within Teams.
• Click on a file in the “Files” tab, and it will open in the appropriate Office Online app. Changes made by team members are automatically synced in real-time.

Sharing Files in Chat:

• You can also share files directly in Teams’ chat conversations. Click on the “Attach” icon in the message box and select the file you want to share from your computer or SharePoint/OneDrive.
• Files shared in chat are accessible in the “Files” tab of the Chat section.

Search for Files:

• You can quickly find files across Teams using the search bar at the top. The search will include files shared in channels and chat conversations.

Managing Permissions:

• Permissions for files stored in the “Files” tab of a channel are managed through SharePoint.
• Team members’ access to the files depends on their permissions within the SharePoint document library associated with that channel.

Tabs and Connectors:

• In addition to the “Files” tab, you can add other tabs and connectors to enhance file management. Tabs allow you to integrate apps and websites, while connectors bring external content directly into Teams.

By leveraging Microsoft Teams’ integration with SharePoint, you can efficiently store and manage files within a collaborative environment, enabling seamless communication and streamlined file management for your team. Remember that, for individual user file storage, OneDrive is still the recommended option within Microsoft 365.

FAQ: About OneDrive, SharePoint, and Microsoft Teams

OneDrive:

What is OneDrive?

OneDrive is a cloud-based file storage and synchronization service provided by Microsoft. It allows users to store and access files from any device with an internet connection.

How much storage does OneDrive offer?

OneDrive offers different storage plans depending on your subscription. For example, with a free Microsoft account, you get 5GB of storage, while Microsoft 365 subscribers typically get 1TB or more.

Can I access my files offline with OneDrive?

Yes, with the OneDrive desktop app, you can select specific files or folders to sync to your device, allowing you to access them offline. Any changes made offline will sync when you reconnect to the internet.

Can I share files with others using OneDrive?

Yes, you can easily share files and folders with others through OneDrive. You can generate a link and specify the permissions (view-only or edit) for the recipients.

SharePoint:

What is SharePoint?

SharePoint is a web-based platform within Microsoft 365 that enables organizations to create websites for document management, collaboration, and communication.

How is SharePoint different from OneDrive?

SharePoint is designed for team collaboration and content management within an organization, while OneDrive is more focused on individual file storage and sharing.

Can I access SharePoint files offline?

SharePoint files are primarily stored in the cloud, but you can sync specific libraries to your computer using the OneDrive desktop app for offline access.

How can SharePoint help with document versioning?

SharePoint maintains version history for documents, allowing you to view and restore previous versions if needed. It helps track changes and facilitates collaboration without the risk of overwriting important content.

Microsoft Teams:

What is Microsoft Teams?

Microsoft Teams is a collaboration platform that integrates chat, video conferencing, file sharing, and app integration, providing a hub for teamwork within organizations.

Does Microsoft Teams include file storage?

Yes, each team in Microsoft Teams has a corresponding SharePoint document library where files uploaded in the Teams’ “Files” tab are stored.

Can I collaborate on files in real-time with Microsoft Teams?

Yes, Microsoft Teams supports real-time co-authoring of files using Office Online apps, allowing multiple team members to work on the same document simultaneously.

Is Microsoft Teams available for free?

Microsoft Teams offers a free version with limited features. However, organizations can access more advanced features and integration by subscribing to Microsoft 365.

Summary: Which tool when for files?

Thus, in this article, we have learned what OneDrive, SharePoint, and Microsoft Teams are and where and how to use them. Selecting one tool over the other mainly depends on the individual’s or organization’s requirements. But in general, If you want to store your personal data, go with OneDrive, and if you have SharePoint and Microsoft Teams and need collaboration between the team or members, then go with Microsoft Teams.

 

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