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Editor’s Note: This publish may be the first in Matt’s “Which Tool When” series. You are able to get caught up on the others below!

Probably the most common questions as a result of individuals people residing in the Office 365 ecosystem boils lower to variations and employ cases for implementing SharePoint Online versus OneDrive for Business. Which if you work with?

You utilize both. They’ve particularly different use cases and you ought to utilize them in the manner they’re really intended to be used. And it is simple enough whatsoever to juggle the 2 apps. Knowing cooking techniques, you’ll never return.

OneDrive and SharePoint have a similar underlying design featuring. Actually, OneDrive is really only a single document library in one SharePoint site collection however with another emblem. Both of them support:

  • Office Online
  • File sizes as much as 15 GB
  • Co-authoring (synchronised editing)
  • Version history
  • File discussing (both internal and exterior)
  • Mobile phone access
  • Local syncing of files for your devices

The primary difference? OneDrive doesn’t support metadata. But metadata, even though you like it, isn’t really necessary inside your OneDrive since you generally know your personal folder hierarchy.

OneDrive is intended for personal storage. Each individual inside your organization will get their very own OneDrive. Each OneDrive account usually includes a minimum of 1 TB of space (that’s…a lot). OneDrive is ideal for these kinds of files:

  1. Individuals that you simply only want for you personally. Likely personal (but nonetheless work-related) files that should not be shared and
  2. Drafts of files you aren’t yet prepared to proceed to a SharePoint library for collaborative input or reviews.

OneDrive is ideal for these kinds of files… Click To Tweet

You can collaborate in OneDrive, but it’s strongly frustrated. Discussing in the file or folder level rapidly turns into a permissions nightmare. Furthermore, if somebody leaves a company, their OneDrive is usually upon the market within thirty days. In case your team is applying that space to collaborate, individuals files may finish up disappearing eventually, grinding you to definitely a halt along the way.

So essentially, if you are saving files specific to you or drafting files before you decide to intend to move these to SharePoint for input, reviews, or just which makes them open to your team, OneDrive is the place. Should you not meet these criteria, use SharePoint.

SharePoint is better utilized in two ways: for collaborating on files with other people, as well as for publishing files for everybody to determine. Team sites are ideal for collaborating, while communication sites are ideal for publishing.

Team sites have couple of users but many (if not completely) have editing access you’re carrying out work, why hinder all of them with permissions limitations? Team sites are suitable for getting work done. They’re even the file storage location behind Outlook Groups, Yammer, and Teams. Team sites are suitable for the team’s stuff.

Guide: SharePoint and Flow Integration (Part 1)

Communication sites are often available to almost everybody within the organization, but individuals people have only read access. You typically possess a couple of those who have use of uploading, editing, and deleting printed files.

An example may be the corporate policies listing. Local proprietors of individuals files can update the policies when needed, but many people to the website are just there to see the policies and shouldn’t have the ability to edit. Communication sites are suitable for everyone’s stuff.


There is a simple group of guidelines to follow along with which i call the Document Circle of Existence. You can start drafting your file in OneDrive for Business. When you are ready, move your file for your SharePoint team site where colleagues will give you input and review.

Once the file is finished and able to be shared, publish the file to some communication site (if it is intended for wide distribution) in order to they site (if it is something similar to a template for the team to make use of later). Have a working copy inside your team site so updates are simple to make and stored private from all of those other world when you focus on any revisions.

Check out the infographic below, the Document Circle of Existence, to determine a workflow layout of the concept. Should you stick with this to begin, you need to see people using SharePoint and OneDrive properly. And when your business has more unique needs, this can be used like a beginning point for file creation, collaboration, and discussing governance.

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