When it comes to storing, editing, and sharing files in a small business, two tools from Microsoft often come up: OneDrive and SharePoint. But how do they work together? And when should a file move from one to the other?
This guide walks through how these tools fit into everyday business use—and why using them side by side can make teamwork easier, faster, and more secure.
Start with OneDrive
OneDrive is your personal cloud storage. It's where employees can save files they're still working on—like drafts, notes, or early versions of a document. Think of it as a digital workspace just for one person.
Let's say someone is writing a new policy or creating a project outline. While that file is still in progress and doesn't need to be seen by others, it stays in OneDrive.
Files saved in OneDrive are only visible to the person who created them—unless they choose to share. It's a safe space to build out ideas before bringing in the team.
Move to SharePoint for Team Access
Once a file is ready to be shared—like a final version of a policy, spreadsheet, or presentation—it belongs in SharePoint.
SharePoint is the company's shared storage space. It's where teams store files that everyone needs to use, edit, or review. These might be forms, training materials, or department documents like HR or Marketing files.
SharePoint allows for access control, too. That means the right people can view or edit the file, while others are restricted—making it easy to protect sensitive information.
So, in simple terms:
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Use OneDrive for personal work-in-progress files.
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Use SharePoint for shared, final, or team-based documents.
What Makes It Easy to Use Both
There's no need to worry about constantly switching back and forth between platforms. Microsoft has made OneDrive and SharePoint work together in a way that feels seamless.
Here are two tools that help make the transition smooth:
OneDrive Desktop App
The OneDrive app can be installed on your computer. Once it's set up, both your OneDrive and SharePoint files appear in your File Explorer. You can open, move, and save documents just like you would with local files.
It feels like you're working directly on your computer—even though the files are stored securely in the cloud.
Microsoft 365 Integration
OneDrive, SharePoint, Microsoft Teams, Outlook—they all belong to the Microsoft 365 system. That means they're designed to work together.
If your business uses Microsoft Teams, for example, you can open and edit SharePoint or OneDrive files without leaving the Teams app. No switching tabs. No extra logins. Just smooth, connected access.
This saves time and helps teams stay focused on the task at hand.
Why This Setup Works for Small Businesses
Using OneDrive and SharePoint together offers a range of benefits, especially for growing businesses that rely on fast access and clear communication.
Here are the key advantages:
Easy File Access
Files are available on any device—desktop, laptop, or mobile. Employees can get to what they need whether they're in the office, working remotely, or traveling.
Real-Time Collaboration
Teams can work on the same document at the same time. Whether it's a spreadsheet or a shared presentation, updates appear instantly—no emailing files back and forth.
Version History
Every change to a file is saved automatically. If something is deleted or needs to be undone, it's easy to restore a previous version.
Permission Controls
Only the right people can see or edit certain files. SharePoint allows for detailed permission settings, so sensitive information stays secure.
OneDrive and SharePoint each serve a specific purpose. When used together, they help businesses organize documents, collaborate faster, and protect important files.
Here's a quick way to remember the difference:
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OneDrive = Personal Work
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SharePoint = Team Collaboration
By understanding when to use each—and how they connect through Microsoft 365—your team can work more smoothly and confidently, no matter where they are.
Need Help Setting It Up?
If your business is looking to set up OneDrive or SharePoint, or Microsoft 365, or if you're unsure how to make these tools work together, the ComTech team is here to help.
Reach out through our website or give us a call. We're happy to walk through the setup and make sure your team has everything it needs to succeed.
