OneDrive and SharePoint are both part of Microsoft 365, and both store your files in the cloud. Choosing the right one makes sure the right people can find your work, including when you're away. Here's a simple rule of thumb.
The simple rule
- OneDrive is for your own work files: drafts, working documents and things only you need, even if you occasionally share one with a colleague.
- SharePoint (which is also where files in Microsoft Teams channels live) is for files that belong to a team or the business: shared templates, client folders, policies and anything other people need to find if you're away or leave.
If a file would be missed by the team when you're on leave, it belongs in SharePoint or Teams, not your OneDrive.
Some examples
| File | Where it goes |
|---|---|
| A draft report you're still writing | OneDrive |
| Your own notes and to-do lists | OneDrive |
| Client folders and job files | SharePoint or Teams |
| Company templates, forms and policies | SharePoint |
| A document your team edits together | SharePoint or Teams |
When a draft in OneDrive is ready for others, move it to the right SharePoint or Teams location rather than keeping it in your OneDrive and sharing it from there.
Files in Teams are SharePoint files
When you upload a file to a Teams channel, it's saved in that team's SharePoint site. Opening it from Teams, from SharePoint, or from a synced folder on your computer all gives you the same file. Files you send in a one-to-one or group chat are different: they're saved in your OneDrive and shared with the people in the chat.
Avoid the desktop and USB drives
Avoid saving work only to your desktop, your Documents folder (unless it's backed up to OneDrive), or a USB drive. Files there aren't backed up or shared, and they're lost if your computer fails, is lost or is stolen.
You can work with OneDrive and SharePoint files in File Explorer or Finder, the same as local files. See Sync SharePoint files to your computer.
For the longer version, including how Teams fits in and common mistakes to avoid, read SharePoint vs OneDrive: what's the difference?
Still stuck?
If you're not sure where something should live, or you can't find the right SharePoint site, log a ticket and we'll point you in the right direction.