OneDrive vs SharePoint: What’s the Difference – and Why Should You Care?
Running a small business is busy enough without wasting time hunting for the “latest version” of a file, digging through cluttered desktops, or worrying what happens if a laptop gives up the ghost. That’s where Microsoft’s cloud storage tools – OneDrive and SharePoint – step in.
Both promise to keep your documents safe, accessible, and easy to work on wherever you are. But here’s the catch: while they might look similar at first glance, they serve very different purposes. And choosing the right setup can make the difference between a team that works seamlessly together and one that’s stuck in email chains and file chaos.
OneDrive – Best for Personal File Storage
OneDrive is designed for individual use. It’s where staff can save their own work files securely, with the option to share when needed.
✅ Pros
- Easy to use – works just like saving files on your PC, but safely online.
- Anywhere access – open your files from any device, whether you’re in the office, at home, or on the go.
- Automatic backup – files are safe if your computer crashes, gets lost, or is stolen.
- Simple sharing – share a link to a document quickly with colleagues or clients.
- Great for individuals – ideal for personal work files or when staff need their own storage space.
❌ Cons
- Not team-focused – fine for solo work, but clunky for ongoing collaboration.
- Version control issues – if several people edit the same file, things can get messy.
- Organisation limits – not well-suited for managing large amounts of company-wide files.
SharePoint – Best for Team Collaboration
SharePoint is built for teamwork. It’s the shared space where your business documents live, keeping everyone on the same page.
✅ Pros
- Centralised storage – all staff can access shared company files in one organised place.
- Collaboration made easy – multiple people can work on the same document at once.
- Permissions control – decide who can access sensitive files (e.g. HR or finance).
- Customisable – create team sites, document libraries, and workflows tailored to your business.
- Seamless integration – works smoothly with Teams, Outlook, and the rest of Microsoft 365.
❌ Cons
- More complex to set up – may need some planning or IT support.
- Learning curve – staff may need a little training to get used to it.
- Overkill for very small businesses – if there are only two of you, it might feel too much.
Quick Takeaway – Which Should You Use?
- OneDrive → Best for personal file storage and work-in-progress documents.
- SharePoint → Best for shared company files, projects, and structured collaboration.
In practice, most small businesses use both:
- Staff keep their personal work files in OneDrive.
- Shared documents and company-wide resources live in SharePoint.
That way, you get the best of both worlds – simple personal storage and smooth team collaboration.
Not Sure Where to Start?
If you’re unsure whether OneDrive, SharePoint, or a mix of both is the right fit for your business – you’re not alone. Many small business owners worry about data security, where files should live, and how to keep staff working smoothly without adding more tech headaches.That’s where we come in. At Perita, we take the guesswork out of Microsoft 365. We’ll help you understand your options, set things up the right way, and give you confidence that your business data is safe, organised, and easy to access.
This email address is being protected from spambots. You need JavaScript enabled to view it. to book a free IT review and take the first step towards a simpler, safer setup