What is the difference between OneDrive and SharePoint in Office 365?
Several unique features help explain why OneDrive is better for individual projects and SharePoint is best suited for teams. Understanding these differences between OneDrive vs. SharePoint is the first step to successful file management.
In OneDrive, users sign into personal OneDrive accounts and remain in control of the files they create and upload at all times. They designate who can view, edit, and comment on their files based on the permission level they set when sharing a document via a secure link. Without an invitation, no other member of the team can see an individual’s files. This is great for employees working on early-stage assignments that require minimal collaboration, or documents that only need to be shared once or twice over their lifetime.
SharePoint is a more robust project management platform. Companies build their own branded pages, managed by an admin. Admins can create unique team sites that anyone on the team can access—users don’t have personal interfaces. These branded pages contain intuitive dashboards featuring calendars, project updates, task lists, and notification settings. Files that are uploaded and saved to the SharePoint site inherit the permission level the admin has defined. This allows multiple employees to engage with a document without having to ask for a link granting permission. SharePoint is built with collaboration and communication in mind.
Beyond the branded, internal team sites, many companies also use SharePoint to build and maintain their company websites. Any document saved within the platform can be published online through SharePoint’s CMS system. Similarly, social media integrations make it easy to share highlights with the public and track engagement levels. There are even detailed analytics that companies may leverage to create custom applications for their employees or clients.
Can I sync SharePoint with OneDrive?
Sometimes a document or project grows in scope and must be moved from a limited, private OneDrive folder to SharePoint. Microsoft makes SharePoint–OneDrive integration not only possible but relatively straightforward. There are just a few key things to keep in mind before you begin your sync:
- When you move a file from OneDrive to SharePoint, old hyperlinks to the original document will no longer work. Take this into account and send updated links to all necessary parties so they know exactly where to access this new version.
- If you copy a file from OneDrive to SharePoint, it’s important to let everyone know that the version in OneDrive should no longer be used. Adding a link to the OneDrive document that redirects users to the new file on the team site can help ensure updates and edits are made to the correct document.
While the steps for copying or moving files from OneDrive to SharePoint can vary depending on your software version, they all follow roughly the same process:
- Select the files or folders you want to copy and select “Copy to.”
- Under “Choose a destination,” select the location(s) you want to move or copy it to.
- Once you select the appropriate locations, click “Copy here.”
The length of the process varies depending on the number and size of files you are transferring. Once the transfer is complete, employees can use SharePoint to take projects over the finish line.
Making the right choice
MSPs and their customers often struggle to decide whether to use SharePoint or OneDrive. In many cases, the answer is both. These platforms are truly unique and achieve the greatest results when used in tandem. But depending on the size and scope of the operation, implementing both systems isn’t always an option.
OneDrive is great for smaller-scale projects that require minimal collaboration, while SharePoint is ideal for big-ticket items that necessitate collaboration across departments.
For more information on business systems and how you can become a trusted advisor for your customers, check out our blog.