The Microsoft ecosystem consists of three major collaboration tools: SharePoint, OneDrive, and Teams. Users often get confused about each of these tool’s features and where to use them. Here we’ll talk about the distinct features and specific use of Microsoft’s SharePoint, OneDrive, and Teams.
At first users must understand that Teams can be integrated with SharePoint. Teams, in fact, offers a smoother approach and intuitive user interface to SharePoint which can be a little complex to grasp on its own. OneDrive, on the other hand, is an altogether different beast where users can store their personal documents.
OneDrive, Teams. And SharePoint are imminent to organizations, and they should consider using all of them. However, the proper usage depends on the user’s knowledge of how and when to employ these applications. So, let’s start with the basics.
SharePoint can be used by a team, group, or the whole organization. It can be used for storing files in the cloud and sharing them with the team, leveraging permission management, and creating feature-rich tools to be added to your Teams channel.
With SharePoint, users can share files with team, organization, and external users. Users can utilize Office 365 Groups to control access and can communicate using SharePoint News. News from SharePoint can be added to your Teams channel, too.
OneDrive can be used by an individual or a team. It can be used for storing and syncing files in the cloud and accessing them from anywhere on any device. Ideal for work in progress and sharing with specific individuals.
Documents in OneDrive are private until users share them. They can share files individually and work on Office documents with others at the same time. Also, OneDrive enables commenting on documents and using the @-sign with someone’s name to mail them with a link to your comment.
Teams can be used by project-oriented groups or teams. It can be used for having a conversation, working together in files, calling, and meeting right where the work is happening.
Teams can be open to anyone in the organization or private by managed membership. Also, with Teams users can communicate in real time with teammates in a chat-based environment and in online meetings.
Now that we’ve tackled the basics of SharePoint, Teams, and OneDrive, let’s dive into ideally when to use them.
When to Use OneDrive?
Personal files or documents that only you are working on can be securely stored on OneDrive. Files are always in sync and available to access even when users are offline. With OneDrive, the files are always with users and ready to share. In terms of longevity, OneDrive is great for work in progress.
OneDrive can be primarily used as the personal storage for your work files. It is similar to a cloud version of “My Documents” folder on the computer. Each user gets their own OneDrive account which comes with 1 TB of space to store all the important data.
Users can save drafts with OneDrive. If users are developing some business documents that are not quite finished or ready for feedback. They can utilize OneDrive to tuck them away and continue to update them until ready to share.
When to Use SharePoint?
Every Teams channel has a SharePoint team site, and every SharePoint team site has a Teams channel. SharePoint is great for storing files in the cloud and making them accessible to a broad audience. And users can take advantage of the file permission management, document process flows, retention policies, and more.
As SharePoint comes with strict governance, consistency, and structure around functionality, it’s a great app for communicating and collaborating with larger groups. Users can still manage the access to provide viewing and editing rights. However, the structure and standard functionality of SharePoint can also delay response time, so it works best when dealing with organizational HR documents that don’t require an immediate response, such as training, policies, and templates. SharePoint is a great place to store and reference these types of documents.
When to Use Teams?
When users are collaborating in real time, it is a great time-saver to easily access files that are important to your project. Files shared on Teams are available right where users are having conversations and meeting, and the team can own them together. Documents shared in Teams are stored in SharePoint, so users get the best of both worlds.
Teams is all about improving communication & collaboration. It is best to use Teams when users are working with teammates or colleagues in real time. This way, users can work on documents together and brainstorm on ideas as they go, enhancing efficiency and productivity. With Teams, users can easily join forces whether they’re sitting in the same room or in different continents.
SharePoint, Teams, and OneDrive can often work together to build the ultimate collaboration platform based on the organization’s unique work styles. So, if you’re interested in utilizing all these tools, you should begin by developing a clear understanding of what exactly you need from each one of them.
If you need any further assistance, you can definitely contact us.