OneDrive vs. SharePoint: What's the Difference?

If you’re struggling to understand the distinctions between OneDrive and SharePoint, you’ve come to the right place. As a Microsoft Gold partner, Netitude specialises in everything related to Microsoft 365. We not only assist our clients in utilising the software to its fullest potential but also actively use it ourselves. So, you can rest assured you're in safe hands.

Now, let's dive a little deeper into what each tool offers and clarify their unique roles.

Differences and Similarities of SharePoint and OneDrive

Microsoft offers both SharePoint and OneDrive to help organisations manage and collaborate on documents and other content. While they share some similarities, they serve different purposes and offer distinct features. Here are the key distinctions and overlaps between them:

SharePoint differences

• Collaboration platform for teams.
• Creates intranet sites, team sites, and document libraries.
• Advanced access control and permissions.
• Customisable and suitable for complex workflows.
• Integrates with Microsoft 365 apps.

OneDrive differences

• Personal file storage and synchronisation.
• Meant for individual users.
• Simpler permission settings.
• Primarily for personal document storage.
• Integrates with Microsoft 365 services.

Similarities between SharePoint and OneDrive

• Both offer cloud-based storage.
• File synchronisation and versioning.
• Integration with Microsoft 365.
• Mobile access through dedicated apps.

As we can see, there are some crossovers between the two. However, SharePoint is a tool with broader features and would be better suited for business use, while OneDrive is perfectly aligned for those looking for productivity tools with a simple storage system for their own files.

Understanding Their Roles

Think of OneDrive as your personal car. You use your vehicle to commute to work, run errands, and travel independently. On the other hand, SharePoint is more akin to public transport—a centralised platform that connects different individuals and teams within your organisation.

When to Use SharePoint or OneDrive for Business

When considering SharePoint or OneDrive for business needs, it's important to understand when each is appropriate:

Use SharePoint When

• Team Collaboration: SharePoint is ideal for shared workspaces, allowing multiple users to work on documents simultaneously, making it suitable for project teams and departments.
• Document Management: If you require advanced document management features such as version control, metadata, and advanced permission settings, SharePoint is the better choice.
• Custom Workflows and Applications: SharePoint provides tools for building custom workflows and applications, making it suitable for businesses that require process automation and custom solutions.
• Intranet and Portals: SharePoint is excellent for creating company intranet sites, departmental portals, and custom websites.
• Large-Scale Content: SharePoint effectively manages large volumes of content, such as company policies, procedures, and a knowledge base.

Use OneDrive When

• Personal File Storage: OneDrive is designed for individual users to store their personal files and documents in the cloud, providing a dedicated space for personal files.
• Simple File Sharing: If you only need to share files with a few colleagues or external partners, OneDrive's straightforward sharing features are suitable for occasional sharing.
• Quick Access to Personal Files: OneDrive provides easy access to your files from anywhere, making it convenient for remote work or accessing personal documents on different devices.
• Individual Work: It's best for tasks where you're the primary contributor or don't require extensive collaboration.
• Personal Backup: OneDrive can serve as a backup solution for important personal documents.
• Syncing Personal Files: OneDrive's sync client is effective for syncing personal files across devices.

SharePoint, OneDrive, and Teams: An Integrated Approach

While understanding SharePoint and OneDrive individually is essential, don’t forget to consider how Microsoft Teams fits into this ecosystem. Teams serves as a hub for collaboration, integrating seamlessly with both platforms to offer a comprehensive solution for communication, file management, and teamwork within your organisation.

Benefits for Business

Both SharePoint and OneDrive offer a range of benefits, including enhanced efficiency in project management and enabling real-time collaboration. SharePoint excels in company-wide collaboration, whereas OneDrive ensures privacy and organisation of personal files. 

Microsoft Security Features

When it comes to security, both OneDrive and SharePoint provide strong protection, particularly for business users. OneDrive for Business includes the same safeguards as SharePoint, as both are built on the same foundation. However, OneDrive for personal use has looser security restrictions.

Our Virtual IT Director, Michael Hamer, suggests that opting for a Microsoft 365 E5 package for top-tier security is ideal. This ensures that your business can take control of its data with robust encryption and access control features.

Customer Key Encryption and Lockbox

One of the benefits of the 365 E5 package is customer key encryption, which allows users to encrypt information within SharePoint Online and OneDrive for Business using their root keys. This gives you control over data compliance.

Additionally, the Customer Lockbox feature adds an extra layer of security by prohibiting Microsoft from accessing your organisation’s data without explicit permission. This ensures your information remains secure, even when technical support is required.

Undoubtedly, when it comes to streamlined integration, enhanced productivity, and complementary collaboration features, OneDrive and SharePoint should serve you well. If you wish to learn more about what these tools can offer your business, contact our IT experts today!