When to Use SharePoint vs. OneDrive: Choosing the Right Tool 

Microsoft SharePoint and OneDrive are powerful tools for file storage, sharing, and collaboration, but they serve distinct purposes. Knowing when to use each can help your business stay productive and organised. 

When to Use OneDrive

OneDrive is designed for individual storage and personal productivity. Use it when: 

1. Storing Personal Files: Save work documents or personal files that don’t need to be shared with others. OneDrive files are private, only can you can access them unless shared.
2. Collaborating on Individual Projects: Share files with specific colleagues for one-on-one collaboration.
3. Syncing Across Devices: Access your files anywhere, as OneDrive integrates seamlessly with your devices.
4. Drafting or Testing Content: Work on drafts or experiments privately before moving them to a shared platform like SharePoint.

When to Use SharePoint 

SharePoint is best for team collaboration when the organisation wants documents and files available in a central location. Use it when: 

1. Collaborating as a Team: SharePoint is ideal for teams or departments working on shared files and projects.
2. Storing Shared Resources: Save files that multiple people need access to, like policies, templates, or team documents.
3. Managing Version Control: SharePoint’s advanced versioning ensures teams can track changes and maintain document history.
4. Creating Workflows: Automate processes, assign tasks, or manage approvals within SharePoint’s collaborative environment.
5. Building Intranets: SharePoint is ideal for creating internal websites for sharing news, updates, and resources.

How They Work Together 

OneDrive and SharePoint are interconnected, making it easy to move files between the two. Start a file on OneDrive and, when it’s ready for team use, upload it to a SharePoint site for collaboration. 

By understanding the strengths of each platform, you can streamline your workflows and make the most of Microsoft’s file-sharing tools. Use OneDrive is for ‘me’ and SharePoint is for ‘we’!