{"id":13257,"date":"2018-01-25T09:54:00","date_gmt":"2018-01-25T14:54:00","guid":{"rendered":"https:\/\/www.sherweb.com\/blog\/?p=13257"},"modified":"2021-10-21T11:16:42","modified_gmt":"2021-10-21T15:16:42","slug":"o365-sharepoint-vs-onedrive","status":"publish","type":"post","link":"https:\/\/www.sherweb.com\/blog\/microsoft-ecosystem\/office-365\/o365-sharepoint-vs-onedrive\/","title":{"rendered":"SharePoint vs OneDrive: Which Is Better for Your Business?"},"content":{"rendered":"<p>Most companies today have several options on hand for saving their files. Traditionally, you\u2019d store your files on an external thumb drive, hard disk, or other medium. Of course, the downside to using these methods is that you need to keep the storage medium on hand to access your files. This isn\u2019t always convenient, as they can easily get lost or stolen. Moreover, it becomes almost impossible to share these files with your colleagues or friends, unless you plan on e-mailing them copies every time.<\/p>\n<p>&nbsp;<\/p>\n<h3>Make sure you&#8217;re getting the most out of your SharePoint by checking out our top 5 permissions best practices.<\/h3>\n<p>&nbsp;<\/p>\n<p>Nowadays, cloud solutions allow us to store our files on centralized servers and access them from a multitude of devices. Two cloud-based platforms that allow you to save, share, and sync files across devices are Microsoft\u2019s SharePoint and OneDrive for Business. In this article, we\u2019ll evaluate the key differences between these two document management systems to see which is better for your business.<\/p>\n<h2>SharePoint<\/h2>\n<p>SharePoint is a document sharing and storage platform that lets users collaborate on files, documents, and projects. Equipped with an impressive range of document libraries, task lists, calendars, workflows, wikis, and other features, SharePoint helps team members collaborate through a team-oriented platform. Information is available to all members, and anyone with proper access privileges can modify and create documents.<\/p>\n<p>SharePoint has three deployment modes: on-premises, cloud, and hybrid. Each mode comes with a comprehensive set of pricing models, making SharePoint ideal for businesses of all sizes.<\/p>\n<h3>Pros<\/h3>\n<ul>\n<li><strong>Central repository<\/strong>\u2014SharePoint offers a single, convenient record management system for storing and sharing company files.<\/li>\n<li><strong>Collaboration<\/strong>\u2014SharePoint was designed specifically as team collaboration software. It offers tools like Docs, Excel, Tasks, Calendar, and Workflow, as well as Outlook integration capabilities to improve communication and help keep employees connected.<\/li>\n<li><strong>Flexibility<\/strong>\u2014SharePoint provides countless options for integration and customization. You can implement it with the help of your IT team to meet your company\u2019s requirements.<\/li>\n<li><strong>Versatility<\/strong>\u2014SharePoint offers a variety of features and works well with other company systems (CRM\/ERP).<\/li>\n<li><strong>Security<\/strong>\u2014Microsoft has greatly improved the authentication and authorization protocols for SharePoint to allow for fully customized user access. This means you can specify various access privileges to restrict what your team members can view. Even users who are fairly proficient in changing access levels will struggle to get where they don\u2019t belong thanks to the improvements that have been made in this area.<\/li>\n<li><strong>Scalability<\/strong>\u2014SharePoint is extremely scalable and can address multiple business requirements in one package, saving you money, time, and IT resources.<\/li>\n<li><strong>Integration<\/strong>\u2014SharePoint integrates well with most other software. If you use SharePoint for your business solutions, you can still access documents from other applications in SharePoint, such as Microsoft Office.<\/li>\n<li><strong>Reputation<\/strong>\u2014SharePoint is a billion-dollar product in Microsoft\u2019s lineup. It\u2019s extremely well adopted both globally and locally, with plenty of vendors in this space to support you.<\/li>\n<li><strong>Integrated reports<\/strong> &#8211; Generate documents that can be integrated with Power BI.<\/li>\n<\/ul>\n<h3>Cons<\/h3>\n<ul>\n<li><strong>Pricing<\/strong>\u2014SharePoint is an expensive solution. If an enterprise chooses the traditional on-premise intranet option, then the initial cost of infrastructure, license, and customization is going to be quite high. However, the long-term improvements in workflow fully justify the price.<\/li>\n<li><strong>Setup<\/strong>\u2014you need the right expertise to set it up correctly. This means you may need to consult IT specialists who are more familiar with the software.<\/li>\n<li><strong>Training<\/strong>\u2014SharePoint requires a lot of configuration and training to train users.<\/li>\n<li><strong>Rollout time<\/strong>\u2014SharePoint takes a long time to adopt and properly roll out in a company.<\/li>\n<li><strong>Reliance on browsers<\/strong>\u2014if there\u2019s no internet access, there\u2019s no SharePoint.<\/li>\n<li><strong>Incompatible with small environments<\/strong>\u2014unfortunately, it\u2019s not feasible to deploy SharePoint in small environments because of the cost of licensing and training.<\/li>\n<\/ul>\n<h2>OneDrive for Business<\/h2>\n<p>With OneDrive, you can store your files on the cloud and access them by simply signing in to your account from any device that has a local OneDrive folder, the app, or an internet connection. Your files are automatically synced for your convenience, and you can edit or update them at any time.<\/p>\n<p>For clarity, it\u2019s worth noting that there are two versions of OneDrive: OneDrive Personal and OneDrive for Business. Though these two share the same name, they don\u2019t offer the exact same features. We\u2019ll mainly focus on OneDrive for Business in this article, but we\u2019ll briefly note the differences between the two below.<\/p>\n<p>OneDrive Personal (often simply referred to as OneDrive) lets you store personal files such as family photos, favorites, and other documents on the cloud through a single account that you own. What you do with these files and how you store them is entirely up to you\u2014you can share them with people you trust or simply keep them all private.<\/p>\n<p>In contrast, OneDrive for Business is a business-oriented online storage system that lets you manage project documents and collaborate with your colleagues. Your OneDrive for Business account is managed by your organization\u2014that is, the site collection administrators of your company can control what you do.<\/p>\n<h3>Pros<\/h3>\n<ul>\n<li><strong>Functionality<\/strong> \u2013 A large number of employees access their work files out of the office in ways that make IT departments shudder. Whether it is via personal emails, DropBox, Google Docs or good old fashioned flash drives. By integrating OneDrive for Business, employees can keep the same functionalities but within boundaries pre-set out by IT.<\/li>\n<li><strong>Document backup<\/strong> \u2013 With OneDrive for Business, files that would usually be saved to a folder on a user\u2019s work desktop or laptop can now be stored via cloud storage instead. This is a great approach because if an organization loses access to a device, their files can still be easily accessed. Downtime in this case can be kept to a minimum.<\/li>\n<li><strong>Simple synchronization<\/strong> \u2013 Backing up documents online is not just a security measure, it is also a great mobility feature. When users save files locally in a synchronized folder, these documents are then saved automatically to their OneDrive folder. This means users can easily access their documents from anywhere.<\/li>\n<li><strong>Co-authoring feature<\/strong> \u2013 Collaborate on files with other people at the same time by syncing the files with Office. If there is a conflict between file versions users can decide if they want to merge, change, or keep both copies of the document.<\/li>\n<li><strong>File preservation<\/strong> \u2013 This feature allows organizations to preserve OneDrive files once an Office 365 account is deleted. The default settings will keep the data for 30 days, but administrators can set their own timeline, with 3560 days (ten years) being the maximum amount of time.<\/li>\n<li><strong>External sharing<\/strong> \u2013 This is a very popular feature of Office 365 storage services. You can choose from one of the following four sharing options:<\/li>\n<\/ul>\n<ol>\n<li>Completely disable external sharing<\/li>\n<li>Only existing external users can access the services<\/li>\n<li>Files and sites can be shared with new and existing users<\/li>\n<li>Anyone, including anonymous users, can access the files without logging in<\/li>\n<\/ol>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-13400\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/OneDrive.png\" alt=\"SharePoint vs OneDrive: OneDrive Image\" width=\"969\" height=\"418\" srcset=\"\/blog\/wp-content\/uploads\/OneDrive.png 1656w, \/blog\/wp-content\/uploads\/OneDrive-300x129.png 300w, \/blog\/wp-content\/uploads\/OneDrive-768x331.png 768w, \/blog\/wp-content\/uploads\/OneDrive-1024x442.png 1024w, \/blog\/wp-content\/uploads\/OneDrive-600x259.png 600w\" sizes=\"auto, (max-width: 969px) 100vw, 969px\" \/><\/p>\n<h4>Want tips on how to master OneDrive for Business? Check out our blog<em>\u00a0<\/em><a href=\"https:\/\/www.sherweb.com\/blog\/configure-onedrive-for-business\/\" target=\"_blank\" rel=\"noopener noreferrer\"><em>14 OneDrive for Business Configurations You Need to Use<\/em><\/a><\/h4>\n<h3><\/h3>\n<h3>Cons<\/h3>\n<ul>\n<li><strong>External sharing<\/strong> \u2013 Yes, this is both a pro and a con. External sharing is great for enabling collaboration, but the fact that any user can access files without logging in increases the chances of confidential data loss. A company could mitigate this risk by integrating other products such as Azure Rights Management and Windows InTune, but it is still safer to use a sharing option that requires a user to sign-in.<\/li>\n<li><strong>Document management<\/strong> \u2013 As it is not intended as a place to permanently store records, there are no management features such as auditing, or reporting.<\/li>\n<li><strong>Storage<\/strong> \u2013 By default OneDrive for Business only gives each user 1TB of storage. However, depending on what plan you are on, it is possible to pay for more, with a maximum storage allowance of 5TB.<\/li>\n<\/ul>\n<h2>Feature Summary: SharePoint vs OneDrive for Business<\/h2>\n<p>Below, we\u2019ve compiled a convenient chart to help you better understand the differences between SharePoint and OneDrive for Business.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-13261\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/1-1.png\" alt=\"\" width=\"971\" height=\"728\" srcset=\"\/blog\/wp-content\/uploads\/1-1.png 1024w, \/blog\/wp-content\/uploads\/1-1-300x225.png 300w, \/blog\/wp-content\/uploads\/1-1-768x576.png 768w, \/blog\/wp-content\/uploads\/1-1-600x450.png 600w\" sizes=\"auto, (max-width: 971px) 100vw, 971px\" \/> <img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-13262 \" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/2-1.png\" alt=\"\" width=\"977\" height=\"733\" srcset=\"\/blog\/wp-content\/uploads\/2-1.png 1024w, \/blog\/wp-content\/uploads\/2-1-300x225.png 300w, \/blog\/wp-content\/uploads\/2-1-768x576.png 768w, \/blog\/wp-content\/uploads\/2-1-600x450.png 600w\" sizes=\"auto, (max-width: 977px) 100vw, 977px\" \/><\/p>\n<p>If you\u2019re looking for collaborative document management system for your business, SharePoint is the ideal solution. It offers a number of integrated apps and productivity tools to help your team members collaborate, stay in touch, and coordinate their tasks. Overall, SharePoint is a robust platform for enterprise content management. Use SharePoint for the \u201cwe\u201d part of your work, especially if you require more advanced content management.<\/p>\n<p>&nbsp;<\/p>\n\n","protected":false},"excerpt":{"rendered":"<p>Most companies today have several options on hand for saving their files. Traditionally, you\u2019d ","protected":false},"author":177,"featured_media":14950,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[751],"tags":[463],"class_list":["post-13257","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-office-365","tag-office-365"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.6 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>SharePoint vs OneDrive: Which Is Better for Your Business? | Sherweb<\/title>\n<meta name=\"description\" content=\"An evaluation of SharePoint vs OneDrive for Business. 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