Microsoft SharePoint stands as a cornerstone of modern workplace collaboration, enabling organizations to streamline content management, enhance teamwork, and boost productivity. Whether you're looking to centralize documents, build intuitive intranet portals, or empower cross-functional teams with seamless collaboration tools, SharePoint offers a robust and flexible platform tailored to your needs. 

 

What can you use SharePoint Online for? 

  • Document Management and Storage: Store, organize, and access documents from anywhere with internet access. Version history and permission controls keep everything organized and secure. 
  • Team Collaboration: Create team sites where members can collaborate in real time, share files, and communicate effectively. 
  • Workflows and Automation: Automate repetitive tasks with workflows, improving efficiency and reducing manual work. 
  • Intranet: Build an internal communication hub for your organization to share news, updates, policies, and resources. 
  • Integration: Works seamlessly with other Microsoft 365 apps like Teams, OneDrive, Outlook, and Power Automate. 

 

When should you use SharePoint Online? 

  • Centralized Information Sharing: If your organization needs a secure platform for team collaboration, file sharing, and document storage. 
  • Remote Access: When you have distributed teams or remote workers who need to access files and resources from various locations. 
  • Customizable Solutions: If you need a platform that can be tailored to your organization’s workflows and processes. 
  • Secure Collaboration with External Users: When working with partners or clients outside your organization, you can securely share files and collaborate. 
  • Scalability: Ideal for organizations looking for a scalable and cost-effective solution without the need for on-premises server maintenance. 

 

 Why use sharepoint when I have onedrive?


 
Great question! While both SharePoint Online and OneDrive are part of the Microsoft 365 ecosystem and involve cloud storage, they serve different purposes and are designed for different use cases. Here's how they differ: 

 

OneDrive 

  • Personal Storage: OneDrive is your own personal cloud storage space where you can store, access, and share your individual files. 
  • Individual Use: Ideal for storing private files or documents that you primarily work on alone. 
  • File Syncing: Syncs files across devices so you can access them from anywhere. 
  • Sharing Capability: You can share files or folders with others for collaboration, but it’s centered around your individual account. 

SharePoint Online 

  • Team and Organizational Storage: SharePoint Online is designed for collaboration at the team or organizational level. It’s more than just storage; it’s a platform for creating team sites, managing content, and sharing knowledge. 
  • Collaboration-Focused: Used for shared content that multiple people need to access, edit, or manage collectively. 
  • Intranets and Workflows: Supports building intranet sites, automating workflows, and integrating with business processes. 
  • Integration with OneDrive: Files stored in SharePoint Online can also appear in your OneDrive if they’re part of a shared library, making it seamless to switch between them. 

Comparison at a Glance 

Feature 

OneDrive 

SharePoint Online 

Primary Use Case 

Personal storage 

Team/organizational storage 

Collaboration 

Limited 

Extensive collaboration 

Customizability 

Low 

High (sites, workflows, etc.) 

Audience 

Individual users 

Teams and entire organizations 

 

In a nutshell, both SharePoint Online and OneDrive are part of the Microsoft 365 ecosystem and involve cloud storage, but they serve different purposes. OneDrive is designed for personal storage and individual use, while SharePoint Online is focused on extensive collaboration, team and organizational storage, customizability, and integration with business processes.

If you are curious how your organization can make the most of your SharePoint environment (or maybe just need some help cleaning things up) reach out today!

 

Expedient Technology Solutions is your trusted partner for Managed IT services in Dayton, Cincinnati, Columbus, and the Ohio Valley region. Our tailored solutions are designed to meet the unique technology needs of businesses in these areas. Contact us today or visit our website to learn more about how we can elevate your IT infrastructure and boost your business operations. Learn how Expedient Technology Solutions can be your local IT support partner, whether you need help co-managing your environment or a fully supporting partner.