One of the most frequent questions I get asked at our SharePoint, OneDrive, Office 365 and More! training course is whether to use OneDrive for Business or a SharePoint team site to store documents and files. And as if that wasn’t confusing enough, people often add a third option – OneDrive personal – into the mix. So that’s “TwoDrives” and SharePoint to try to explain!
In an attempt to keep things as simple as I can, my answer usually goes along the following lines:
OneDrive personal (the version of OneDrive that comes “preinstalled” with Windows 8 and Windows 10) is for storing personal personal (that’s not a typo – bear with me) documents. In particular, since Microsoft make no guarantees about the location of the servers used to store the data, this service should not be used for storing any data or information that could be subject to the Data Protection Act. It’s a great place to store your holiday photos, but I wouldn’t recommend it for business documents.
OneDrive for Business (the version of OneDrive that comes with Office 365) is for storing personal business documents. These are documents that you create at work and have little need for sharing with colleagues. It’s a bit like a “My Documents” folder in the cloud. If you have signed up for a UK Office 365 account, Microsoft state that this data will be stored on servers within the European Economic Area (EEA).
A SharePoint Team Site (again part of Office 365) is for storing business documents that belong to a group such as a project team, your department, or perhaps the whole organisation. Historically these files were probably stored in folders on shared drives. Like OneDrive for Business, if you have signed up for a UK Office 365 account, Microsoft state that this data will also be stored on servers within the European Economic Area (EEA).
Here’s an infographic that I came across recently to help compare OneDrive for Business with a SharePoint Team Site:
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