Since the day it came into existence, Microsoft has consistently been evolving over a few decades, and has naturally expanded their array of offered services and applications. The tech giant more often than not uses revolutionary techniques and solutions in order to increase productivity for organisations.
But with so many services available, users sometimes get confused about their real purpose, and usually stick to what they know instead of exploring a potentially more suitable app or service.
One of those confusions lies in knowing the difference between OneDrive and SharePoint. Both seem to be used for storage – except there is so much more to both than just that.
What is SharePoint?
SharePoint is mainly a collaborative platform, and most of its features are aimed at teamwork. SharePoint has two primary use cases – intranets and document management – but offers a lot more on top of that. Classic SharePoint could be customised to one’s heart’s extent with bits of code, and while Modern has shied away from this approach it still allows developers to be creative with how its webparts (lists, tasks, calendars) are used.
What is OneDrive?
Of course, if you had any private files that you wanted to store somewhere but only had SharePoint accessible – that wouldn’t be the ideal solution. As a team collaboration platform, it’s not meant to have private storage, and so anything you may want to keep to yourself may still be accessed by admins of the intranet. So, shortly after the addition of SharePoint to their services, Microsoft introduced OneDrive.
OneDrive is one’s personal repository in the cloud, and every licensed Microsoft user has access to its own private OneDrive. Its purpose is very simple: store files and folders.
Despite it being private, your files can still be accessed. You can choose to share them via a link, just like in SharePoint. It’s important to note that SharePoint / Microsoft 365 Global Administrators also have access to anyone’s OneDrive.
What’s neat about OneDrive is that on top of it being your own personal repository, you also have access to SharePoint libraries across the organisation so that it’s all in one place (hence the name OneDrive)! That ensures minimal disruption if you need access to multiple documents scattered all over your SharePoint.
SharePoint vs OneDrive
At this point, you might be asking yourself: is SharePoint or OneDrive better for storing my documents?
Hopefully, with previous explanations, you should be able to tell it really depends on the way you want to use them.
If you want to collaborate with your team and the files are important to your organisation, then use SharePoint. If you have private files accessible only to yourself or a handful of users via explicit permissions, use OneDrive.
In summary of everything we mentioned so far, here are some key differences between the SharePoint and OneDrive.
OneDrive: Your Personal Cloud Storage
- Personal File Storage: OneDrive provides a personal storage space for individuals, offering ample storage capacity for personal documents, photos, videos, and more.
- Easy Access and Syncing: With OneDrive, users can access their files from any device with an internet connection. It seamlessly syncs files across desktops, laptops, tablets, and smartphones, ensuring you have the latest version of your files available at all times.
- Collaboration and Sharing: OneDrive enables users to share files and folders with others, granting various permission levels, such as view-only or edit access. Collaborators can work together on shared documents, making it an ideal choice for personal and small team collaborations.
- Version History and Recovery: OneDrive automatically tracks file versions, allowing users to revert to previous versions if needed. This feature provides an added layer of protection against accidental changes or deletions.
SharePoint: Enterprise Collaboration Platform
- Team Collaboration: SharePoint serves as a central hub for teams, departments, and organizations, enabling them to collaborate on documents, projects, and workflows in a shared environment. It promotes efficient communication, knowledge sharing, and enhanced productivity.
- Document Management: SharePoint provides advanced document management capabilities, including version control, metadata tagging, and content organization. It allows for secure access controls, ensuring sensitive information is protected and only accessible to authorized individuals.
- Intranet and Portals: SharePoint supports the creation of company intranets and portals, where employees can access important company news, announcements, policies, and resources. It enhances internal communication and helps maintain a unified corporate identity.
- Customisation and Workflow Automation: SharePoint allows businesses to customize the platform to align with their specific requirements. It offers robust workflow automation capabilities, streamlining business processes and improving efficiency.
Choosing the Right Tool for Your Needs
Now you know the main differences between SharePoint and OneDrive, and before you decide which one to go with, make sure to also take the following into consideration.
Individual vs. Enterprise
OneDrive is more suitable for individual users or small teams, while SharePoint is geared towards larger organizations requiring advanced collaboration and customization capabilities.
Scale and Complexity
If your collaboration needs are focused on document sharing, simple version control, and personal storage, OneDrive is a practical choice. However, if you require extensive content management, team collaboration, and process automation, SharePoint is the way to go.
Integration with Other Tools
Consider the existing Microsoft or third-party tools you use. Both OneDrive and SharePoint integrate seamlessly with other Microsoft applications, such as Microsoft Teams and Office 365, but SharePoint offers deeper integration options and extensibility.
SharePoint or OneDrive? It's Up To You
OneDrive and SharePoint are powerful collaboration tools from Microsoft, each with its own strengths and target audiences. OneDrive caters to personal storage and simple file sharing, while SharePoint provides comprehensive enterprise collaboration features and customization options.
By evaluating your specific needs, considering the scale of collaboration required, and assessing integration possibilities, you can make an informed decision about which tool best aligns with your requirements. Remember, Microsoft 365 subscriptions often include both tools, allowing you to leverage the benefits of each as per your needs.
Should you need any help setting up, don't hesitate to reach out to our SharePoint Consultants.