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Where to store files: OneDrive, SharePoint, or Teams?


Emily Keeling

Marketing Manager

Discover the best cloud-based file storage options – OneDrive, SharePoint, and Teams. Explore their strengths, collaboration features, and how to leverage them for efficient document management.

Document management and storage are paramount to ensure collaboration, confidentiality, and organisation in today’s digital age. Gone are the days of paper-based processes, as cloud-based solutions offer a wealth of benefits such as collaboration opportunities, enhanced security, and easy online access. However, with multiple file storage options available, it’s essential to understand the best practices for document management.

Microsoft’s suite of file storage options provides users with a range of choices. Each platform has its strengths and serves different purposes. When used in harmony, these platforms unlock the full potential of file management and collaboration. Let’s explore each option in more detail. The clues to their intended use can be found in their names: OneDrive is for individual file storage, SharePoint is for sharing, and Teams files are great for teams working together.


OneDrive: Individual File Storage

OneDrive, as the name suggests, is designed for individual file storage. It functions similarly to legacy PC file storage, allowing users to create their folder structures and access their files from anywhere, thanks to its cloud-based nature. Whether accessed through a web browser or a mobile device, OneDrive offers the convenience of having all your files readily available for viewing, sharing, printing, and more. While it’s possible to share files on OneDrive using links or by sharing the online version via email, its true strength lies in individual usage.


SharePoint: Collaborative and Secure Document Management

SharePoint, on the other hand, is the go-to platform for collaborative working within organisations. Users can upload documents to SharePoint or create new ones from templates, building a shared catalogue of files accessible to the team. Sharing files with colleagues is effortless, as you can copy and paste document links or use the Share button to send a link via email. SharePoint also offers advanced features such as customisable permissions, version history for documents, and the ability to create document workflows, enhancing collaboration and security.


Teams files: Real-time collaboration within groups

Teams files, although closely related to SharePoint, serve a different purpose within the Microsoft ecosystem. Behind every Teams channel, there is a SharePoint site, and this integration allows for real-time collaboration within groups. Teams acts as a centralised hub for chat, video, conferencing, project management, and more, enabling teams to work seamlessly together. Leveraging the document management capabilities of SharePoint, Teams ensures that files are secure, collaborative, and accessible only to specific people within a team or channel. This provides a reliable and safe file storage location within a collaborative workspace, where users can chat, call, and arrange meetings in real-time.

A medley of file storage options

By thoughtfully harnessing the power of OneDrive, SharePoint, and Teams file storage, users can capitalise on their unique strengths to create an unparalleled ecosystem for document management and collaboration. The flexibility, accessibility, and security offered by these Microsoft storage options empower individuals, teams, and organisations to streamline their workflows, foster collaboration, and ensure the utmost confidentiality.

In the ever-evolving world of cloud-based document management, the possibilities are limitless. Embracing the right tools to fuel productivity, facilitate teamwork, and unlock the full potential of digital assets is the key to success. By staying ahead of the curve and leveraging these powerful tools, individuals and organisations can navigate the digital landscape with ease and efficiency. So, explore the options available, align them with your needs, and unlock the true potential of cloud-based document management.

"As someone who's been in the IT support trenches, I've seen firsthand how Microsoft products like OneDrive, SharePoint, and Teams can truly transform the way teams collaborate. They're not fancy tools, but they're game changers that can supercharge your organisation's productivity and data security". Lewis Lydiard, Service Delivery Manager a Techcare.

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