File storage in Microsoft 365: SharePoint v OneDrive

In our recent Microsoft 365 Overview and Microsoft Teams Overview workshops, the most common questions were regarding file storage in Microsoft 365.  

Many university staff now access documents saved to three distinct applications – OneDrive, SharePoint, and Teams – when saving files. Given how file storage has shifted from local network drives to cloud storage, many users aren’t completely sure of what goes where when it comes to their and their organisation’s documents.  

This blog, part of our Microsoft 365 adoption series, will explain the relationship between OneDrive, SharePoint, and Teams, as well as when to use each. It is limited to Microsoft 365 storage and will not address storage solutions such as TRIM or the UQ RDM – for more information on using those platforms, visit Where to store your files and information. 

Why am I saving to the cloud and not my PC? 

Before addressing the cloud applications, it’s worth quickly discussing why it’s worth saving to the cloud, rather than locally on your PC, when using Microsoft 365.  

Collaboration 

Collaboration is at the centre of Microsoft 365, and the cloud enables this. Documents saved to the cloud in Microsoft 365 can be co-authored, co-edited, and shared by team members with each other in real-time.   

Stability and security 

Stability and security are further advantages of cloud storage. If you save files locally, a broken hard drive can mean months of lost work. A misplaced laptop can mean both lost work and a cybersecurity risk to UQ. By saving documents in Microsoft 365, you remove your dependency on physical storage and reduce UQ’s cybersecurity risk.  

What is the difference between SharePoint and OneDrive? 

From a feature perspective, SharePoint and OneDrive are very similar – both are cloud-based file managers that allow users to open, edit, and save files.  

You might be familiar with SharePoint through its sites feature, which is used by some Org Units to host their intranets. This is the same program as the SharePoint discussed here, although this blog is focused on SharePoint’s file management features.   

The difference between SharePoint and OneDrive, at a basic level, is that SharePoint is for group storage while OneDrive is for personal storage.

What happens to a staff member’s OneDrive documents when they leave UQ?  

 Once a staff member leaves UQ, their OneDrive is eventually retired and access to their documents is lost. Documents created and saved to SharePoint will be unaffected. This means if there’s a chance a document will be shared beyond just the author, avoid using OneDrive to prevent losing future access to the document.  

How does Microsoft Teams integrate with SharePoint and OneDrive?  

Microsoft Teams is much more than video meetings and instant messaging – it is intended to be a central collaboration hub, encompassing communication and file storage.  

Microsoft Teams and SharePoint  

Within Microsoft Teams, SharePoint acts as the file storage ‘back-end’ for Teams and Channels. A file that you see within a Team or Channel in Teams is actually saved to SharePoint. 

When a Team is created in Microsoft Teams, a corresponding SharePoint site is created. When a channel is created in this Team, a corresponding folder within the SharePoint site document library is created. Files saved to the Team or within the created Channel will then save to the SharePoint site.  

So whether you access a file through Teams or via the SharePoint site, you are always working on the same file. Any edits made to the file will be reflected across both Teams and SharePoint, ensuring that you and your team are always working on the most up-to-date version of the file.  

Microsoft Teams and OneDrive 

When sharing files using Teams Chat, those files are sent using your OneDrive. This means that your OneDrive retains a copy of every file that you send using Teams Chat.  

File storage in Microsoft 365 – wrapping up 

Let’s summarise the key takeaways on file storage in Microsoft 365: 

• Storing documents in the cloud aids collaboration while keeping data stable and secure. 

• OneDrive is for personal documents, often ones you want to keep private. 

• SharePoint is for documents intended to be worked on collaboratively, or published to an audience. 

• Microsoft Teams is a collaboration hub that incorporates OneDrive for private file sharing and SharePoint for Team and Channel file storage.  

If you would like to know more about file storage best practice at UQ, including information security classification and retention policies, consult the Where to store your files and information webpage.  

If you found this blog helpful, please let us know - via our feedback form! At the same time, if there’s more you’d like to know about Microsoft 365, share your questions with us and we may address them in future training materials.  

For those interested in digital tools adoption at UQ, a Microsoft 365 Change Champions program will be launched soon. The program is intended to build a cohort of Microsoft 365 advocates to help drive engagement with the platform among staff. If you would be interested in joining the program, please complete our EOI form.