Ritchie Farr
In Part 1 of this series, we explored the evolution and scope of Microsoft 365. Today, we’re diving into one of the most crucial components for modern businesses: cloud storage. Microsoft 365 offers two powerful storage solutions—OneDrive and SharePoint—designed to make file storage, sharing, and collaboration seamless. In this post, we’ll cover what each tool offers, their key differences, and practical advice on using them to enhance productivity and data security.
While both OneDrive and SharePoint provide cloud storage, they serve different purposes. At a high level, OneDrive is optimised for individual file management and personal storage, whereas SharePoint is designed for team-based collaboration across departments and organisations.
OneDrive is personal cloud storage for individual use, with each user getting 1 TB of storage. It’s perfect for storing individual work documents, drafts, and personal notes that don’t need to be shared across the organisation. OneDrive is especially valuable when installed as an app on a laptop, PC, or Mac, where it integrates seamlessly with local storage, enabling fast access to files across multiple devices.
Personal Access and Management: Each user manages their own files, ensuring privacy and control.
Anywhere Access: Files are accessible from any internet-connected device, keeping data at your fingertips whether on desktop or mobile.
Smart Local Storage Integration: OneDrive works best when enhancing your local storage rather than being a separate resource. It allows quick file sharing, device synchronisation, and a backup in case of device loss or theft.
Storage: OneDrive provides 1 TB of storage per licensed user.
SharePoint is built for collaborative file storage, allowing teams to organise and share files for projects, departments, and company-wide initiatives. It’s especially useful for creating Document Libraries where team members can store shared resources, project files, and key documents in a structured and accessible way. Additionally, SharePoint can serve as a company intranet, providing a customisable internal website for company news, updates, and resources.
Centralised Storage for Teams: Files are accessible to everyone in the group, enhancing project collaboration and resource sharing.
Customisable Permissions: SharePoint admins can set custom permissions for folders and files, ensuring security for sensitive information.
Version Control: With document version history, SharePoint allows users to track changes and revert to previous versions if needed.
Intranet Functionality: In addition to document storage, SharePoint can be used to create an internal website, allowing organisations to share announcements, policies, and news.
Storage: SharePoint provides 2 TB per organisation, with an additional 10 GB per licensed user. While this capacity is ideal for documents and team resources, media-intensive organisations may need supplementary storage solutions.
One of the most commonly misunderstood aspects of Microsoft 365’s cloud storage is data security and backup. Many organisations assume that because data is stored in Microsoft’s cloud, it’s fully protected. However, data security in the cloud is a shared responsibility, and organisations should consider additional backup solutions to ensure complete data protection.
While Microsoft offers some native backup tools, these may not cover all business needs. For businesses relying heavily on Microsoft 365 for cloud storage, we recommend using a third-party backup solution that provides enhanced security, retention, and peace of mind. Our optional backup service, for instance, keeps nightly backups of all data from SharePoint, OneDrive, Teams, and Exchange with unlimited retention for a low monthly fee per licensed user.
In addition to server-level backups, syncing your OneDrive with your computer ensures that your files are also backed up in the cloud, making file recovery quick if you need to replace a lost or damaged device.
To make the most of OneDrive and SharePoint, here are some tips to enhance productivity and maximise Microsoft 365’s storage capabilities:
1. Link SharePoint Document Libraries to Your Desktop
By linking Document Libraries to your computer, you can access team files directly from your desktop. This setup keeps files organised and ensures quick access, even when working remotely.
2. Sync Local Files with OneDrive
Sync your local files with OneDrive to ensure that any changes are saved and accessible across all devices. This setup is especially helpful for files that you may need to access or share on the go.
3. Install OneDrive on Your Mobile Device
Installing the OneDrive app on your mobile device allows you to access, edit, and share files anytime, anywhere. It’s a great way to keep important files available while travelling or during client meetings.
Microsoft 365’s cloud storage solutions offer flexibility, security, and scalability, making them essential for modern work environments. OneDrive and SharePoint allow teams to work remotely, maintain up-to-date files, and collaborate easily across locations. Additionally, Microsoft 365’s built-in security features, such as data encryption and multi-factor authentication, add layers of protection to sensitive business information.
As businesses continue to adapt to hybrid work models, reliable cloud storage solutions are critical for maintaining productivity and security. OneDrive and SharePoint together provide a flexible and powerful storage solution tailored to meet the demands of today’s fast-paced work environment.
Microsoft 365’s cloud storage options—OneDrive for personal files and SharePoint for team collaboration—are designed to support modern work. By understanding when to use each tool and implementing best practices for storage, permissions, and backup, businesses can fully leverage these features to enhance productivity and safeguard data.
Stay tuned for Part 3 of our series, where we’ll explore Microsoft Teams and its role in unifying communication, productivity, and collaboration across teams.
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