This guide is a plain text explanation of the similarities and differences between OneDrive and SharePoint.

Quick Summary: OneDrive is meant for storing individually-owned files while SharePoint is designed for department or project shared files.

Microsoft 365

OneDrive and SharePoint exist in the same ecosystem known as Microsoft 365, often abbreviated as “365”. This is Microsoft’s overarching cloud storage environment; OneDrive, SharePoint, Outlook, Word, Excel, PowerPoint, etc. all live inside of 365. By coexisting in 365 these apps are tightly integrated. An example of this integration is the ability to save a Word document in OneDrive directly from within the Word application. OneDrive and SharePoint are both accessible in a web browser, and users can edit 365 files directly in the browser.

OneDrive App

If users would like to use the desktop applications, instead of the web-version of Word and Excel for example, they can download the OneDrive App. This app makes your cloud files appear as if they are on your computer. The OneDrive App is your computer’s connection to the 365 cloud environment and is used for both OneDrive and SharePoint files.

SharePoint’s “Add Shortcut to OneDrive”

SharePoint has a feature named “Add Shortcut to OneDrive” which allows you to access your SharePoint files quickly and through the OneDrive App. This shortcut creates a folder in your OneDrive that when opened, seamlessly links you to your SharePoint files. This shortcut saves you the trouble of opening a browser and navigating to the SharePoint site, but also allows you to work on files in the site that need to be opened in their desktop application. These shortcuts will be named after the SharePoint site and be prefixed with “Documents - “.

When do I use OneDrive instead or SharePoint? And vice versa?

The main difference between SharePoint and OneDrive is access.

OneDrive is used for personal storage: work-related files that you create and work on yourself and sometimes share with others.

SharePoint is used for shared storage: work-related files that are meant to be collaborated on, or viewed, by your group upon the file’s creation.

OneDrive

OneDrive files are private until manually shared by you. These are your day-to-day work files, notes, and presentations/lectures. These files can be shared with your coworkers and students. These other users can have Edit access, or they can be restricted to View only. When you leave Geneseo and your account is removed, these files are also removed.

SharePoint

Files added or created in SharePoint are visible and editable to all members of the SharePoint site right away; no manual sharing among your members is required. Each SharePoint, called a “site”, has members that can come and go as needed. These members can add, edit, and delete files and folders. Members can have these privileges and more granted and revoked at any time. For example, you can have a member with read-only access to files, but they still benefit from real-time access to new and updated files. Files can also be shared with non-members; this sharing can have Edit access or be restricted to View only. When you leave Geneseo, these files remain and other members can still access them.

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OneDrive vs. SharePoint