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There is a common debate between what is best for businesses when it comes to OneDrive vs SharePoint. Each platform offers unique features, making it essential to weigh their advantages and disadvantages before deciding which aligns best with your needs. In this article, we’ll delve into the key differences between OneDrive and SharePoint, helping you determine which solution is the right fit for your business.
SharePoint vs OneDrive for business
OneDrive and SharePoint are Microsoft’s file management services. They are similar in terms of functionality as both products can be used for sharing, storing and managing data, yet despite these similarities, they both have distinct use cases.
OneDrive
OneDrive is a cloud based hosting platform where you can store any kind of data and collaboratively share files easily with others using just a link. The OneDrive application can be reached with just an internet connection. It is TLS encrypted ensuring that your data is safe and secure in the cloud. The application is free for up to 5GB. After that you will need to purchase a specific business plan based on your requirements.
OneDrive has many unique features that make it a versatile tool for smart storage and teamwork, including:
Cloud storage: OneDrive for business is about smart storage where your team can store, access and manage files from anywhere.
Reporting and analytics: usage analytics provides reports and audits of all data stored on OneDrive, including insights such as the number of active files, file views, account activity and more.
Data encryption: Microsoft provides a high level of security with OneDrive with specially developed encryption methods to protect data.
File explorer connection: OneDrive can be seamlessly integrated with your device.
Syncing known folders with OneDrive: known folders such as documents or pictures can be synced with OneDrive to prevent data loss.
File versioning: version control allows you to access the previous versions of a file, saving confusion when tracking files sent between collaborators.
Co-authoring files: multiple users can work on the same file, track edits and interact live as they work on the file together.
Multi-geo: this feature helps keep everything organised and securely distributed so that multinational companies can distribute storage among different regions.
File restore: File restore helps keep data stored on the cloud for up to 30 days after they’re deleted.
OneDrive reduces the need for expensive storage hardware and maintenance, and promotes a more agile, flexible and responsive work environment. Its powerful security and compliance features help against potential data breaches.
SharePoint
Sharepoint is a document management system that is used to store and share documents with other team members. It can be used in the cloud or on premises without compromising on reliability or data security. Here are a few of the features that SharePoint has to offer:
Collaboration and sharing: teams can work together seamlessly to collaborate, share and co-author documents in real time.
Customisation: sharepoint can be adapted to your unique needs with custom workflows, branding and UI customisation.
Document management: manage and track files and information with ease using sharepoints document libraries, version control, metadata and policies.
Intranet: you can build a secure central hub for employees to find accurate information, news and ways to work together all in one place which helps to improve productivity, community, and employee engagement.
Business process automation: reduce errors, streamline repetitive tasks and improve overall efficiency with sharepoints workflows, forms and custom business logic.
Integration: SharePoint allows for seamless integration with other Microsoft products as well as third party tools.
Security: SharePoint has robust security features including user authentication and authorisation, data encryption and access control.
External sharing: enables secure collaboration with external stakeholders using guest links, anonymous links or by granting users access to specific sites or documents.
Mobile friendly features: access and collaborate on content from mobile devices with sharepoints mobile friendly design.
Which one will best suit your business?
If you’re looking for a platform that allows you to store documents and collaborate with your team in real time then Sharepoint is the best option for your business, however if you are looking to store data for personal use and want to share it with others then OneDrive might be the best fit.
Key differences
In order to make the best decision for your business model it is important to understand the key differences between OneDrive and SharePoint. Although both are a part of Microsoft 365, they serve different purposes and cater to different needs.
The purpose:
SharePoint is designed for team collaboration, enabling shared workspaces, project management and intranet use whereas OneDrive focuses on personal file storage and sharing.
Collaboration:
SharePoint supports document libraries and workflows for group access whereas OneDrive is for individual use with optional sharing features.
Use cases:
SharePoint is best used for team projects requiring organisation wide sharing, whereas OneDrive is best for storing personal documents or files.
| Feature better suited in | SharePoint | OneDrive |
| File storage | ✔️ | |
| File sharing | ✔️ | |
| Security | ✔️ | |
| Collaboration | ✔️ | |
| Project Management | ✔️ |
How can Big Tek help?
At Big Tek we can assist you in setting up SharePoint and OneDrive, showing you how to use them efficiently within your company. Get in touch to find out more about enhancing your workspace with SharePoint and OneDrive and how we can help.