What’s The Difference Between OneDrive and SharePoint?

Introduction 

Many businesses using Microsoft 365 often find themselves asking the same question: “Should I be saving this in OneDrive or SharePoint?”  

If that sounds familiar, you’re not alone.  

While both tools are part of the Microsoft ecosystem and offer cloud-based file storage, they serve different purposes.  

Understanding when to use each can make a big difference in how your team collaborates and stays organised. 

In the blog post, we take a closer look at both platforms, how they work and the use cases for each.  

What is OneDrive? 

Think of OneDrive as your personal digital filing cabinet. It’s designed for individual use, meaning each user gets their own private storage space.  

Here’s what makes OneDrive great: 

• Personal file storage – Ideal for documents you’re working on solo. 

• Syncs across devices – Access your files from your laptop, phone, or tablet. 

• Anywhere access – As long as you’re connected to the internet, your files are with you. 

• Simple sharing – Need to send a file to a colleague? OneDrive makes it easy to share with just a few clicks. 

What is SharePoint? 

SharePoint, on the other hand, is built for teamwork.  

It’s more like a shared office filing cabinet that everyone in your team can access.  

Here’s what it offers: 

• Team collaboration – Perfect for working on documents with others. 

• Centralised document libraries – Keep everything in one place, organised by project or department. 

• Internal sites and workflows – Build team sites, automate approvals, and manage content more efficiently. 

• Advanced permissions and version control – Control who can see or edit files, and track changes over time. 

Key Differences 

Here’s a quick way to remember the distinction: 

• OneDrive = personal, SharePoint = team. 

• SharePoint provides more structure and control, especially useful for larger teams or complex projects. 

In addition, integration with tools like Teams and Outlook is slightly different. 

SharePoint is often the backbone of shared channels and team file storage. 

When to Use OneDrive 

Use OneDrive when: 

• You’re drafting a document before it’s ready to share. 

• You need to store personal work files that aren’t relevant to the wider team. 

• You want to share a quick link with one or two colleagues. 

When to Use SharePoint 

Use SharePoint when: 

• You’re managing shared team folders or working on a group project. 

• You need to collaborate on documents with multiple people. 

• You want to set up approval workflows or maintain a structured document library. 

Conclusion 

Both OneDrive and SharePoint are powerful tools, and when used correctly, they complement each other beautifully.  

OneDrive is your personal workspace, while SharePoint is your team’s collaboration hub. 

By understanding the differences, your business can improve productivity, reduce confusion, and make the most of Microsoft 365. 

Need Help with Microsoft 365? 

Not sure if your business is using OneDrive or SharePoint in the best way?  

As a Microsoft Solutions Partner, we’re here to help!

Reach out to the Systemagic team to get expert advice, help with configuration, or book a consultation to review your current setup.  

Back to our blog