What is the difference between OneDrive and SharePoint?
OneDrive and SharePoint are both Microsoft 365 cloud storage platforms that are being increasingly adopted by SMEs and some larger businesses. But what’s the difference between OneDrive and SharePoint, and how could they be adopted within your business?…
While both cloud storage platforms provide storage, content management and collaboration features, each offers different solutions and benefits.
The difference between SharePoint and OneDrive: a quick overview
Let’s start with a quick overview to outline the main differences at a very basic level. Then we will examine their points of difference in more detail to help you understand how each platform can help your business.
OneDrive
What it does: Users can store, share and sync files securely in the cloud for easy access on a variety of devices using an internet connection.
Best for: Storing, managing and having easy access to files and documents across different devices.
Also useful for: Sharing documents and real time collaboration with colleagues, clients and suppliers in which all invited users can edit documents while online at the same time.
SharePoint
What it does: SharePoint is a customisable document management system that allows businesses to streamline the organisation of, and access to, documents and files.
Best for: Managing projects with task allocation and progress monitoring, internal sharing and collaboration between colleagues and external businesses.
Also useful for: Managing and accessing the storage of internal documents, although the setup isn’t as straightforward as OneDrive.
When to use OneDrive
OneDrive is more geared towards the individual user. It provides a secure space for the storage of documents that cannot be accessed by colleagues or third parties unless invited to do so. It avoids clogging up the storage of a PC because the documents aren’t saved to the hard drive.
OneDrive gives the user control over editing rights, and allows for collaboration on selected documents when required.
If, for example, there is a large number of images or documents to share, the user can upload them to a unique OneDrive folder and then send a link to anyone who needs to access them. The invited collaborators will only be able to see documents that are in that unique folder, not any of the other user’s files. This saves problems with sending large files and prevents the recipient from having to download the images or documents themselves and finding somewhere to save them.
And it’s not all about storage. The creation of documents, presentations, spreadsheets and more can be done online through OneDrive, after which they are instantly accessible from various devices.
You don’t have to be a business to benefit from using OneDrive. It is also a great tool for storing personal documents, photographs and videos that can be easily managed and shared. It is also used for backing up files from smartphones.
When to use SharePoint
SharePoint is all about collaboration and managing projects. There are two types of SharePoint sites:
- Collaborators can access SharePoint team sites to see where projects are up to, contribute documents, edit documents and access all relevant information.
- SharePoint communication sites are used to send updates between team members about projects or documents.
Projects in SharePoint are organised in an easily accessible format and can be populated with relevant data such as a deadline, task allocation and updates. Users can create lists for the likes of issue tracking, content scheduling, onboarding or travel.
SharePoint is ideal for collaboration projects with external companies because it uses industry-standard encryption to protect data while providing full visibility for clients. This reduces the number of emails or calls asking for updates.
An on-premises version of SharePoint is also available where the software is installed and run on servers, although this is usually only found in larger organisations.
In summary
OneDrive and SharePoint provide very different opportunities for working systematically and collaboratively. Using them alongside each other for agile working and the sharing of information will be particularly beneficial if you regularly collaborate on projects with colleagues or clients.
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