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SharePoint vs. OneDrive: Best Practices for Businesses

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In today’s digital world, collaboration is key. To power real-time collaboration, using a platform with the ability to share files and edit documents can help your business become more productive and utilise better the strengths of your team.

Microsoft SharePoint and OneDrive both offer the capability to do this, but they excel in different ways.

Choosing which one to use in your business and for what purpose is an important decision, as both OneDrive and SharePoint exist for different purposes and — when used correctly — can immensely boost your organisation’s productivity.

In this article, we’re going to go over the difference between Microsoft SharePoint and OneDrive — the ins and outs of both platforms and how you can utilise both within your organisation. We’ll also take a look at some best practices, so you can hit the ground running.

What is SharePoint?

Microsoft SharePoint is Microsoft’s collaboration platform. It is a hub for your organisation to store, organise, share, and access information and documents securely — allowing collaboration to freely thrive within your organisation.

SharePoint aims to make your organisation more productive while also letting you streamline your organisation’s business processes due to its comprehensive feature set, with unique features such as —

  • Document Versioning: Using Microsoft SharePoint, you can maintain multiple versions of documents. This lets you keep track of changes and revert to previous iterations if need be, while also letting you prevent conflicts in editing.
  • Enterprise Search: SharePoint lets you search your organisation, with its robust search functionality that lets you extensively index your organisation to find what you need. The search feature supports advanced filtering, metadata-based search, and customisable search scopes, making it incredibly powerful.
  • Customisable Workflows: SharePoint lets you automate and customise your workflows with ease — letting you streamline them and take advantage of Power Automate and SharePoint Designer.
  • Content Management: SharePoint lets you enforce content management policies to ensure that you’re compliant with regulatory requirements as well as keeping internal governance standards up. You can define policies for retention, expiration, and disposal — meaning that the content lifecycle is more streamlined than ever.
  • Business Intelligence: SharePoint works with Microsoft Power BI to enable organisations to take advantage of business intelligence — letting them analyse and visualise data with ease.
  • Social Collaboration: Using blogs, wikis, and other different social collaboration tools and features, SharePoint fosters a more unified workplace.

What is OneDrive?

Microsoft OneDrive is a cloud-based file storage and synchronisation platform that lets you store files and data in the cloud, letting any device with an internet connection access them. OneDrive is built to slot into the Microsoft 365 platform, seamlessly integrating with other 365 tools and enabling collaboration on files in a convenient manner.