Understanding the Difference

Microsoft 365 offers two powerful tools for storing and sharing files: OneDrive and SharePoint. While they may seem similar at first glance, they serve different purposes and are best suited to different scenarios. Choosing the right platform can improve collaboration, security, and productivity across your organisation.

What Is OneDrive?

OneDrive for Business is your personal cloud storage space. It’s designed for individual use, allowing users to store files, sync across devices, and share documents with colleagues. Think of it as your digital filing cabinet.

• Best for personal work documents
• Easy sharing with individuals or small groups
• Files are private by default
• Integrated with Microsoft 365 apps

What Is SharePoint?

SharePoint Online is a collaborative platform for teams and departments. It’s ideal for managing shared content, building intranet sites, and creating structured document libraries with version control and metadata.

• Best for team or company-wide collaboration
• Files are shared and accessible by default
• Supports workflows, permissions, and content management
• Can be customised for intranet and project sites

When to Use Each

• Use OneDrive for drafts, personal notes, and files you’re not ready to share.
• Use SharePoint for team documents, policies, templates, and anything that needs collaboration or version control.
• Start in OneDrive, move to SharePoint when collaboration begins.

Many organisations use both platforms together—OneDrive for individual work, SharePoint for shared workspaces.

Reflective IT Tip

Confused about where to save a file? If it’s just for you, use OneDrive. If it’s for your team, use SharePoint.

Need Help Managing Microsoft 365?

Reflective IT helps businesses make the most of Microsoft 365, including OneDrive and SharePoint setup, migration, and training. Contact us today to streamline your file management and collaboration.

📞 0207 317 4535 | 📧 support@reflectiveit.com