Which tool when for files: SharePoint, OneDrive, or Microsoft Teams

hi there matt wade here and today we are going to cover one of the most common questions i get when it comes to using office 365. when should i store my files in sharepoint online versus onedrive for business it's not just a frequent question it's a good one oh and if you use microsoft teams this is especially important for you as well so let's get started [Music] [Applause] [Music] sharepoint and onedrive are both places for you to store files but why do we need two places to keep stuff in office 365 and how do they relate to teams seemingly a third place to store your files well sharepoint and onedrive have notably different reasons to use them and you should employ them in the way that they're really meant to be used yep that's right you want to use them both and it's not difficult at all to juggle the two once you know how to use them you'll probably never go back and if you're using shared files in outlook groups yammer or microsoft teams you're using sharepoint online in the background the files tab in each app is actually a sharepoint document library in the background and you just happen to be accessing it and editing files through a different interface but it's still a team site in spo plain and simple so when i reference spo sharepoint online it's also applicable to files in outlook groups yammer and microsoft teams first let's talk about what's similar between the two onedrive and sharepoint have the same underlying design and features in fact onedrive is actually just a single sharepoint document library in a single sharepoint site just for you but really just with a different logo they both support many of the same features editing office files word excel powerpoint and onenote via office for the web formerly known as office online file sizes up to 100 gigabytes co-authoring simultaneous editing version history file sharing both internal and external mobile device access and syncing files to your computers and phones they're also both accessible from microsoft teams sharepoint is the file tool behind a team and channel onedrive is what's used when you share files in a private chat the main feature difference onedrive doesn't have metadata and metadata even if you love it isn't really necessary in your onedrive because you generally know your own folder hierarchy and if you don't know what metadata is that's totally fine just ignore that statement so let's talk about when to use onedrive onedrive is meant for personal storage work or school related files but files that are personal to you each person in your organization gets their own onedrive each onedrive account usually comes with at least one terabyte of space that's a lot onedrive is perfect for two types of files first ones that you only want for you likely personal files that just shouldn't be shared and second drafts of files that you're not ready to move into sharepoint or into teams yet for collaborative input or reviews so if i look at my onedrive i have a whole bunch of folders at the top level not many files i like my files to be in a folder somewhere but that's personal preference right i've got lots of slide decks from conferences i manage my blog posts and videos in onedrive my health insurance and benefits files for work my onenote notebook for taking general notes and a lot of draft files for before i was ready to copy them to teams to share with colleagues for input so i like to keep the original copy of my files for myself and for like a history but that's just personal preference now you can collaborate in onedrive but i really don't recommend it sharing at the file or folder level quickly becomes a permissions nightmare it's especially confusing with a group of people each sharing individual files from their own onedrive as you all work on them it makes things much easier if you upload and collaborate on files in a central sharepoint or teams location plus when someone leaves an organization their onedrive is typically retired within 30 days so if your team is using that space to collaborate on something critical you will not be happy to find out one morning that those files are gone to me that's reason enough to really not use onedrive to collaborate too much so basically if you're saving files specific to you or drafting files you plan to move to sharepoint for input reviews or simply make them available to your team onedrive is your place if you don't need any of these criteria use sharepoint so now let's talk about sharepoint it's best to use in two ways for collaborating on files with others and for publishing files for everyone to see team sites are great for collaborating while communication sites are perfect for publishing team sites generally have few users but most if not all have editing access you're doing work so why hinder them with permission restrictions team sites are for getting work done they're also the file location behind microsoft 365 groups including outlook groups yammer communities and teams teams each member of the group automatically has edit access in that situation so to put it simply sharepoint team sites are for the team's stuff communication sites are usually accessible to almost everyone in the organization but most people only have read access you generally have a few people who have access to upload edit and delete published files communication sites generally make up your intranet a good example is a corporate policies listing the people who write and maintain those files can update the policies when necessary but most visitors to the site are only there to read policies and shouldn't be able to edit them as much as they would probably like to be able to so communication sites are for everyone's stuff now when it comes to juggling the two apps onedrive and sharepoint there's a simple set of guidelines to follow that i call the document circle of life feel free to start drafting your file in onedrive for business and when you're ready move your file to a sharepoint team site where colleagues will provide input for and review you could also draft the file right in the team site and leave it there for the greatest visibility to the team and then call them out later to bring them in to review the file when the file's completed and ready to be shared publish the file to a communication site if it's meant for you know wide distribution or to a team site you know if it's something like a template for team specific documentation or for your team to use later keep a working copy in your team site so updates are easy to make and kept private from the rest of the world while you work on your revisions now all of that said this is just a suggestion it's not so much prescription as it is inspiration your organization may do things differently but most of them use some sort of version of the idea as a foundation so take the idea run with it customize it to your needs and uh you know take it to your team to potentially discuss and see how you might improve how you all work sharepoint onedrive and their integration with teams might seem complex but to put it most simply you'll find yourself bouncing between onedrive sharepoint team sites and sharepoint communication sites me we us me we us sometimes boiling things down to being simple in office 365 makes it super vague but in this case me we us works pretty well i think so hopefully you found that useful you can find a link to the full infographic on the document circle of life in the video description and i'm curious how you and your organization juggle onedrive and sharepoint and teams for that matter and if you'd like to hear more about my document circle of life idea there's actually much more detail to the concept but i wanted to keep this video reasonably short anyway leave a comment below to share your thoughts and experiences and any ideas or requests that you might have for future videos and hey a like and subscribe is much appreciated if you found this video helpful

Channel: jumpto365

Views: 462,268

Keywords: office 365, microsoft 365, microsoft office, modern workplace, microsoft teams, teams, sharepoint, sharepoint online, spo, onedrive, one drive, share point, onedrive for business, file management, folder structure, collaboration, Google Drive, Dropbox, files, office online, excel, powerpoint, onenote, files tab, drag and drop, onedrive sync, sync files

Id: 5Mzb81zzFH0

Length: 7min 58sec (478 seconds)

Published: Tue Aug 18 2020