One of the most frequently asked questions from people living in the Office 365 ecosystem is about the differences between SharePoint Online and OneDrive for Business and their use cases with SharePoint Development Company. Which system to use SharePoint or OneDrive?
Well both. They have very different use cases and should be used for their intended purpose. And it's also very easy to juggle between the two apps. Once you know how to use them, you won't be able to do without them.
What are their commonalities?
OneDrive and SharePoint apps have the same basic structure and functions. OneDrive is actually just a single document library in a single SharePoint site collection, but with a different logo. Both support the following functions:
- Office Online
- File up to 15 GB
- Co-editing (simultaneous editing)
- Version history
- File sharing (internal and external)
- Access by mobile device
- Local synchronization of files to your devices
The main difference? OneDrive does not support metadata. But, as much as you like, metadata isn't really useful in OneDrive, because normally you know your own folder hierarchy.
When to use OneDrive?
OneDrive is a personal storage space. Each person in your company has their own OneDrive. Each OneDrive account usually has at least 1TB of storage space (that's…a lot). OneDrive is ideal for the following file types:
The ones you want to keep to yourself. Usually personal (but still work-related) files that should not be shared; and
File drafts, which you are not yet ready to upload to a SharePoint library for collaboration or review.
You can collaborate in OneDrive, but it's strongly discouraged. Sharing files or folders can quickly become a permissions nightmare. Also, when someone leaves a company, their OneDrive is usually deleted within 30 days. If your team uses this space to collaborate, these files may disappear, which could block your work.
Basically, if your goal is to back up your own files or drafts before uploading them to SharePoint for collaboration, review, or just to make them accessible to your team, OneDrive is the place. ideal. If that doesn't satisfy you, use SharePoint.
When to use SharePoint?
SharePoint is used in two ways: to work on files with other people and to publish files, thereby making them public. Team sites are great for collaboration, while communication sites lend themselves more to publishing.
Team sites typically have few users, but most (if not all) have edit rights. You work, so why complicate things with permission restrictions? Team sites are for work. They are also the storage space for Outlook Groups, Yammer and Teams. Team sites are for team content .
Communication sites are usually accessible to almost everyone in the company, but these people only have read access. A few people usually have a right to download, edit and delete posted files.
The list of company policies is a good example. Local owners of these files can update the policies as needed, but most site visitors can only view the policies and not edit them. Communication sites are for everyone's content .
juggle between the two
There is a simple set of guidelines to follow that I call the document's “circle of life”. Just start composing your file in OneDrive for Business. When you're ready, move your file to your SharePoint team site where your colleagues can access and review it.
Once the file is complete and ready to share, post it to a communication site (if it's for wide distribution) or the team site (if it's a template, for example). for later use by your team). Keep a working copy on your team site so updates are always kept private as you work on revisions.
In the infographic below, the document life circle, you will find an overview of the workflow of this concept. If you follow these tips, your employees will use SharePoint and OneDrive well with Al Rafay Consulting Chicago. And if your business has more specific needs, you can use this as a starting point for file creation, collaboration, and sharing governance.
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