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Need to know when to use SharePoint or OneDrive? Are you still storing all of your company documents in OneDrive? or perhaps you are storing personal files in SharePoint, then STOP! You must understand where to store your documents in Microsoft 365 properly...
Think of OneDrive as your personal online file storage like it is your own digital filing cabinet. You can store your documents, photos, and other files here, and access them from any device, anywhere.
We always advocate that you make the most of the storage you have in OneDrive. Most business licensed user will have around 1TB of storage space! Documents, photos, videos, can all be stored here, OneDrive is the way to go. It’s your personal space in the cloud, and you control who can see or edit your files.
OneDrive for business is perfect for accessing your files on the go from a mobile or tablet device. Whether you’re using a computer, tablet, or smartphone, you can get to your files from any device with an internet connection. The OneDrive mobile app will even allow you to scan paper documents and save them into either SharePoint or OneDrive folders.
Often users like the comfort of accessing their files via file explorer. This can still be achieved if your files live inside of SharePoint or OneDrive by using the sync button. It is actually the OneDrive app on the desktop computer that will make sure that your documents stay in sync even when used offline.
Just because OneDrive for business is used to store your personal documents, does not mean that they cannot be shared out to your colleagues or even external contacts. If you want to share a document or a folder, OneDrive makes it easy. You can send a link to the file, and they can view or edit it as needed. To mitigate the risk of external sharing, you can enable just OneDrive to be accessible for external sharing but opening up SharePoint.
Think of OneDrive as your personal online file storage like it is your own digital filing cabinet. You can store your documents, photos, and other files here, and access them from any device, anywhere.
SharePoint is built for collaboration and working with your team. In fact, you might not be aware that behind every Microsoft Team has a SharePoint team site behind it. If you’re working on a project with multiple people, SharePoint allows everyone to access, edit, and collaborate on documents in real time. It’s perfect for departments, project teams, and any group effort.
SharePoint excels at organizing and managing documents. Often used for managing policies and procedures for things like ISO 9001 or ISO 27001. You can create libraries for different types of documents, set permissions for who can see or edit them, and use version control to keep track of changes.
Use SharePoint to create an intranet for your organization. An intranet is a private website that helps employees find information, share news, and collaborate more effectively. See some great examples of SharePoint Intranets here.
Working in combination with Power Automate, SharePoint can automate routine business processes, such as approval workflows for documents, notifications or file retention. This can save time and ensure consistency in how tasks are handled.
SharePoint is to be used for a place to have document readily accessible to multiple employees by default. However, you should make sure you are not storing documents that are for personal use in SharePoint as that is what OneDrive should be used for.
Do not let OneDrive be your document management system! Equally do not let SharePoint become your document dumping ground for all documents. OneDrive is the place for storing your personal files, drafts, assets for presentations like images and other things others do not need to access. Although you can share from OneDrive it is not a collaboration area. SharePoint should be used as an Intranet. Allowing for a centralised area to access key documents such as policies, procedures, marketing materials, forms and more. It should not be full of personal documents as it is a shared platform. If you need any help determining where you documents should live, contact us today.
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Need to know when to use SharePoint or OneDrive? Are you still storing all of your company documents in OneDrive? or perhaps you are storing personal files in SharePoint, then STOP! You must understand where to store your documents in Microsoft 365 properly.
When you’re trying to figure out where to store your files, SharePoint and OneDrive are two powerful options from Microsoft. But which one should you use? Let’s break it down in simple terms to help you decide.
Need to know when to use SharePoint or OneDrive? Are you still storing all of your company documents in OneDrive? or perhaps you are storing personal files in SharePoint, then STOP! You must understand where to store your documents in Microsoft 365 properly. When you're trying to figure out where to store your files, SharePoint and OneDrive are two powerful options from Microsoft. But which one should you use? Let's break it down in simple terms to help you decide. Watch the video
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