SharePoint vs. OneDrive: A Comprehensive Comparison

You might be thinking, Where can I store my data safely, manage it, share my files, and access them anywhere? And you probably come across Microsoft SharePoint and OneDrive. Both are cloud-based tools for teamwork and part of the Microsoft 365 ecosystem. But you are thinking, which one is the best fit for my needs? Well, it might be tricky for you to choose the right one as they have their own unique features, and powerful tools, and both serve slightly different purposes.

In this article, we'll dive deep into SharePoint vs OneDrive, covering what they are, their differences, when you should use one over the other, and help you choose the right one depending on your needs, whether you are an individual, a small team, or a large organisation.

What is SharePoint?

As you already know, SharePoint is a cloud-based file-sharing digital platform, where you can perform real-time collaboration across departments, communicate with your team members, automate workflows, manage your documents and information with high security.

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Key Features of SharePoint

SharePoint is mainly built for teams and organisations that need to work together on a large scale. Here are some key features of SharePoint that will help you to know more about SharePoint.

Team Sites: You know what? You can create your own intranet sites for project collaboration. You can also share your priceless documents and communicate easily.
Document Management: To share or store your documents, you can use document libraries from which every team member can access the files easily. This library has a centralised storage with version control, metadata, and advanced permissions. The application also includes a file that handles the owner's data, a separate storage area for customer data, and a SharePoint library that supports the main database.
Workflow Automation: You can integrate with Power Automate to optimise your company procedures.
Search Capabilities: You can use Powerful enterprise search to locate files, sites, and data.
Customisation: You can build a custom team site using web parts, templates, and third-party integrations.
Security: Advanced compliance features like data loss prevention (DLP) and eDiscovery.

What Is OneDrive?

OneDrive is also Microsoft’s cloud storage solution. You can use it for both individual and industrial work. You can access OneDrive files from several devices, just like you can with SharePoint. You may know that OneDrive has a single ownership model for all created files and documents. Only the owner can access the files freely, share the file information, and make changes at any time. Suppose you are an owner, so you can share your files through OneDrive with the person you want, and you will have control of who you want to add to your group, and they will get access to your content.

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You will find two versions of OneDrive: OneDrive for Individuals and OneDrive for Business. In an individual account, you can store your files and personal information, while in a business account, you can store work-related files and information.

Key Features of OneDrive

Key features you should know before selecting OneDrive.

Personal Storage: You will get a private cloud-based storage to store your files, photos, videos, and more. You know what, you can access them from any device with an internet connection.
File Syncing: OneDrive will ensure your files are synchronised in real-time between the cloud and local devices, keeping your data up to date.
File Sharing with Customizable Permissions: You can easily share your files and folders with colleagues, friends, or external partners, with control over access levels.
Collaboration: OneDrive supports simultaneous editing of Microsoft Office files (Word, Excel, PowerPoint) with others, fostering teamwork. For better learning, you can take a training on Microsoft Excel, Word, and PowerPoint.
Backup: It will protect your critical data by automatically backing up key folders and offering recovery options.
Integration: OneDrive works tightly with Microsoft 365 apps and services, enhancing productivity and workflow.

Key Differences Between SharePoint and OneDrive

Here are some key differences between SharePoint and OneDrive:

Feature	SharePoint	OneDrive
Purpose	Team collaboration, enterprise content management, and intranet creation	Personal cloud storage, individual file sharing, and small-scale collaboration
Storage	1 TB base + 10 GB per licensed user (shared across the organisation)	1 TB per user (Microsoft 365 Business); 5 GB free tier for personal use
Pricing	Included in Microsoft 365 Business plans (£10– £12/user/month); standalone plans available	Included in Microsoft 365 Personal (£99.99/year for 1 TB) or Business plans; free tier available
Collaboration	Team sites for group collaboration, real-time co-authoring, and integration with Teams	File sharing for individuals/small groups, real-time co-authoring, Teams integration for chats
Permissions	Granular controls at site/library/file level, role-based access, external sharing with expiration	Simple permissions (view/edit), link-based sharing, external sharing with time limits
Security	Enterprise-grade: encryption, DLP, MFA, compliance (GDPR, HIPAA), eDiscovery	Encryption, MFA, Personal Vault, compliance (GDPR, HIPAA), but less robust governance
Customisation	Highly customisable with Power Apps, Power Automate, web parts, and metadata	Limited customisation, focused on file syncing and sharing
Search	Enterprise search across sites, libraries, and metadata	Search is limited to personal files and shared content
File Syncing	Syncs team site libraries to devices via the OneDrive client	Real-time syncing across devices for personal files
Use Case	Large teams, complex workflows, organisational hubs	Individuals, small teams, and personal backups

When to Use SharePoint vs OneDrive

Are you still confused about which one to use? Well, here’s a breakdown of scenarios where SharePoint or OneDrive shines.

When to Use SharePoint

As you already know, you can use it for multiple purposes, starting from team collaboration to content management. Suppose you have a team with multiple departments, and they need to work on shared documents, so SharePoint’s document libraries and version control features can be an excellent choice for you.

You can manage your projects with SharePoint, you can take courses on SharePoint to learn how to manage your projects and all. SharePoint can host dashboards, task lists, and workflows, which are perfect for managing projects, and you can track the progress.

If you want to manage your ECM (Enterprise Content Management) for businesses, you can go for SharePoint with its advanced document management, metadata tagging, and compliance tools.

Also, if any organisations are looking to build an internal communication portal can choose SharePoint because it has site-building capabilities.

For example, A law firm uses SharePoint to manage case files, automate approvals, and share resources across teams.

When to Use OneDrive

In OneDrive, you can access your files from any device, whether you’re at home, in the office, or on the go. If you have personal documents like photos, important files, and you want to keep a backup in cloud storage to access from anywhere, then OneDrive is perfect for storing your files.

OneDrive can be a good option if you need to quickly share a file or folder with a coworker or outside partner. Also, if you have a small business, you can easily interact with OneDrive without facing the complexities of SharePoint.

Pros and Cons of SharePoint vs. OneDrive

Some pros and cons you should know before choosing the right one for you.

Pros of SharePoint:

Great for teamwork and managing content.
Very flexible with tools to automate and connect with other apps.
Strong security and rules for data protection.
Works well for big companies with lots of users.

Cons of SharePoint:

It can be tricky to learn for people not used to tech.
Too much for small teams or basic tasks.
Needs to be set up by someone who knows how to manage it.

Pros of OneDrive:

Easy to use for personal files.
Files sync smoothly across your devices.
Easy sharing with internal and external users.
Affordable for individuals and small businesses.

Cons of OneDrive:

Not great for big team projects.
Doesn’t have advanced tools for large companies.
Storage size depends on your plan.

Frequently Asked Questions

Here are some frequently asked questions:

Are SharePoint and OneDrive the same?No, SharePoint is a team collaboration and content management platform, while you can use OneDrive as a personal cloud storage solution. They serve different purposes but integrate within Microsoft 365.

Can I share OneDrive files on SharePoint?Yes, you can move or link OneDrive files to SharePoint team sites for team access.

Is SharePoint more secure than OneDrive?Well, both are secure, but SharePoint offers more advanced compliance and governance features for enterprise needs.

Do I need a Microsoft 365 subscription for SharePoint or OneDrive?OneDrive offers a free tier, but full features for both require a Microsoft 365 subscription.

Can I use OneDrive without SharePoint?Yes, OneDrive works independently for personal storage and sharing, so no SharePoint required.

Final Verdict

Choosing between SharePoint and OneDrive totally depends on your needs. You can choose the right solution or combination of solutions for your organisation’s needs by understanding its unique strengths and limitations. Whether you’re managing enterprise-level projects with SharePoint or keeping your personal files organised in OneDrive, these tools empower you to work smarter and more efficiently.