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SharePoint and OneDrive: which tool fits your business best?

woman holding two speech bubbles, one contains the sharepoint logo and the other the onedrive logo

Ever mixed up OneDrive and SharePoint? You’re not alone. These Microsoft tools might look like they do the same thing—storing files in the cloud—but they’re built for completely different purposes. In this post, we’ll explore what sets OneDrive and SharePoint apart, their unique strengths, and how choosing the right one can make your team more productive. Sound good? Let’s get started!

OneDrive 

Think of it as your personal cloud storage. It’s great for backing up your files and keeping them accessible across devices.

SharePoint 

A powerhouse for teams and businesses. SharePoint acts like a central hub for projects, documents, and workflows, with features designed to keep everyone on the same page.

So, while OneDrive keeps your personal files safe, SharePoint is the go-to for managing team or business-level tasks.

share point vs one drive

When to use SharePoint over OneDrive

OneDrive shines when it comes to simplicity and accessibility. Here’s why:

  • Cross-device syncing: Whether you’re on your laptop, phone, or tablet, your files are always up to date.
  • Seamless sharing: Need to send a file to a colleague or client? Share it directly from OneDrive—no more bulky email attachments.
  • Personal storage: It’s perfect for keeping your personal documents, photos, and favourite playlists safe in the cloud.

It’s a straightforward tool that quietly gets the job done, whether you’re saving family photos or collaborating on a quick team project.

SharePoint: the heavyweight champion for teams

SharePoint is like OneDrive’s overachieving sibling. It doesn’t just store files; it transforms how teams work together.

Here’s what makes SharePoint a game-changer:

  • Team sites: Create customised hubs for projects or departments where everyone can access shared files, calendars, and updates in one place.
  • Automation: From approvals to task tracking, SharePoint’s workflows can handle repetitive processes, freeing up your team to focus on bigger things.
  • Enhanced collaboration: With features like @mentions, discussion boards, and version history, SharePoint keeps teams connected and productive.

Whether you’re managing a project, running a department, or leading a growing business, SharePoint has the tools to make life easier.

Which should you choose?

Here’s the bottom line:

  • Go with OneDrive if you’re looking for a simple, personal storage solution for your files.
  • Choose SharePoint if you need a robust collaboration platform for managing projects, documents, and workflows across your team or business.

Still unsure? Why not try both? They’re included in Microsoft 365, so you can explore their features and see which works best for your needs.

Here’s a simple and easy-to-understand table to summarise the differences between SharePoint and OneDrive:

FeatureOneDriveSharePoint
PurposePersonal file storageTeam collaboration and document management
Best ForIndividual useTeams, departments, and businesses
CollaborationBasic sharing and co-authoringAdvanced collaboration with team workflows
SecurityPersonal-level securityEnterprise-grade security and permissions
File OrganisationSimple foldersCentralised hubs with advanced organisation
AccessFiles accessible across devicesShared access through team or project sites
AutomationNot availableCustomisable workflows and automated tasks

Let’s make your tools work harder

At Cloud & More, we help businesses get the most out of Microsoft 365 tools like SharePoint and OneDrive. Need help setting them up or deciding which is right for you? Get in touch with our team today—we’re here to help

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