The document compares Microsoft SharePoint and OneDrive, highlighting their roles in cloud-based file sharing for businesses. SharePoint is positioned as a collaborative platform suitable for project management and internal data sharing with extensive organizational features, while OneDrive focuses on personal cloud storage with a centralized ownership model. Both platforms offer enterprise-level security and cloud storage, but SharePoint is recommended for collaborative business environments, whereas OneDrive suits personal, individual file sharing needs.

1. SharePoint vs OneDrive – Differences and
Similarities
Modern business world is all about hyper-connectivity, accessing the
system, files and documents from anywhere and any device. The post
COVID new normal has forced businesses to function on WFA (Work-from-
anywhere) model and since nobody knows what future holds for us, it’s
high time for businesses to create a business ecosystem that allows sharing
information with one click through internet and letting their employees
accessing the information from any anywhere.
Looking at the brighter side of things, businesses that shifted to a work-
from-anywhere model can save a lot of money by allowing their workforce
to work from the comfort of their home.
This challenge for businesses can easily be addressed through a file sharing
tool that allows and facilitates the collaboration of information in forms of
files, documents, data and more between individuals and the entire
organization. This file sharing technology platform allows for creating
communication channels within a company by downloading and
transferring digital files.
The company’s data is kept in a single, centralised location using file
sharing software that is cloud-based, making it accessible from a variety of
devices.
Microsoft offers the best file sharing technology for businesses. Under
Microsoft’s umbrella you can look at two different cloud-based platforms
that facilitate saving, sharing, and syncing files across your business
ecosystem and devices are SharePoint and OneDrive.
What is Microsoft SharePoint?
SharePoint is a cloud-based file sharing platform that comes under the
aegis of Microsoft 365 suite. SharePoint serves as a central location for
business data. It provides real-time information sharing and ensures the
security of all exchanged data. This tool allows the users to create, save,
share electronic files, and synchronise them with multiple devices in an
organization.

2. It serves as a cloud-based server for all your organization’s internal data
and resources. Think of it as an internal directory that contains all the data
you might ever need to complete any task or project within your company.
The software also includes a SharePoint library as the primary database, a
different storage location set aside for client information, and a file for the
owner’s confidential data. SharePoint has a centralised permission
management system that allows all team members to access the content
of any specific file. This implies that a whole team can edit and work on a
document simultaneously.
The platform makes the app a flexible tool in the office by allowing data to
be synchronized with other kinds of applications. SharePoint also provides
adjustable settings that allow individuals with approved identities to view
information.
SharePoint seamlessly connects with the other Microsoft Apps since it is a
part of the Office 365 suite. This is particularly true of Microsoft Teams.
Teams and SharePoint work together to simplify and ease your
collaborative experience in the organization.
SharePoint allows businesses a lot of customization. It includes apps for
swiftly enhancing functionality, an app store with tools for integration
outside of Microsoft, web design tools to build websites, and the capability
to customise each site for individual users.
Key Features of SharePoint
• Enterprise Content Management
• Content Publishing
• Activity Tracking
• Data Synchronisation
• Project Management
• Third Party Integrations
• Workflow Management

3. • Alerts/Notifications
Benefits of SharePoint
Notifications
To receive notifications when changes are made to a certain file or library
inside SharePoint, create automated, customised alerts. Make sure you
keep track of any additions or deletions to the files that are crucial to you
and make sure you do not miss anything.
Dashboards
SharePoint dashboards are a great tool for monitoring KPIs, project
updates, and document progress. It’s an easier approach to communicate
status updates quickly and clearly to everyone. When you have all your
essential data in one location, it is simpler to monitor your continuing
progress and keep on track with your goals.
Management of Content
SharePoint’s capacity to browse, manage, and produce content is a key
feature. The fact that it accomplishes this purpose better than other
similarly marketed tools makes it a good feature even though it is one of
its key functions.
With the help of the document version history feature in SharePoint, you
can simply track information about when and by whom a file was modified.
You can also control who has permission to read, modify, and delete files.
Lists
Lists in SharePoint function similarly to spreadsheets. They are another
efficient information management strategy. Multiple users can
simultaneously access SharePoint Lists for collaborative work. Lists can
include things like names, hyperlinks, images, dates, and more. With
versions, you may even follow a list item’s development.
Reports
The owner of a SharePoint site can see information about user activity on
the site. You may see the number of users who have visited the site, how
often they have done so, and which files have had the most views. This

4. information is displayed in a tidy, straightforward graph that is simple to
analyse.
As a SharePoint administrator, you may go much farther into detail. You
can keep an eye on error information and programme usage. Create a
personalised list of the apps you want to monitor. Then utilise this feature
to view information such as utilisation statistics, a list of faults and
installations, and the quantity of licences purchased or used.
SharePoint Libraries
Libraries on SharePoint are more than just places to store documents.
SharePoint libraries are comparable to the filing cabinet drawer in real life.
All the pertinent documents are contained in organised folders in your
drawer.
Libraries are part of your SharePoint sites; thus, they take on the
permissions of those sites by virtue of their existence. You can, however,
break inheritance, allowing you to change rights, as necessary. You can also
manage the permissions for each file or folder in the library if you so want.
Workflows
With one major exception, it is remarkably like a flowchart for your
document flow process. The process is enforced for you by it.
The workflow will check, track, and automatically forward documents for
you if you use SharePoint. SharePoint will produce a notification to remind
someone if they are running behind schedule or otherwise have not
finished their portion of the flow. The Workflow can be set up to just
publish approval or to gather approval, feedback, and signatures.
Metadata
You can choose the metadata entries you want to use to tag your files in
SharePoint. Although you may choose from 30 predefined information
entries to sort by, the most potent feature here is the capacity to design
your own unique metadata entries. Think about adding metadata for
things like status, office, or document type.
The only catch is that for SharePoint to be able to sort and find files using
those tags, you must consistently tag your files with the pertinent

5. categories. Additionally, you can choose to make these metadata columns
local to a single library or globally accessible across the entire site.
What is Microsoft OneDrive?
As part of Microsoft 365 Suite, OneDrive is another cloud-based offering
as a file sharing platform for businesses. OneDrive has a single ownership
model for all created documents and files. This indicates that only the file’s
creator has the authority to access the file, share its contents, and modify
any of the file’s data.
The app serves as a central repository for data storage and data transfer
to other devices. OneDrive permits efficient collaboration by granting
access to various users while preserving the integrity and authenticity of
the data.
It is quite simple to upload and download files from your PC to the cloud
thanks to OneDrive’s native installation within Windows. Apps for Apple
and Android devices are also offered by the service.
For storing data, OneDrive is a suitable alternative to flash drives, drives on
your computer or your personal drives at work and OneDrive data can later
be transferred to SharePoint for collaborative work.
If the owner of a document wants to distribute viewing rights, they can
choose their group and, in turn, choose who can access the content.
Because of this, using OneDrive at work to work on personal files and save
early versions before they are ready for team viewing is the best feature of
OneDrive.
Key Features of OneDrive
• Personal Cloud for Storage
• Sharing Files

6. • Enterprise Level Security
• Data Backup
• Co-authoring
• Supports Multimedia
Benefits of OneDrive
Cloud-based Platform
Microsoft OneDrive is a cloud-based file sharing platform that is always on
and can be accessed from anywhere through the internet and on any
device. This gives the user access to the data 24×7.
Enterprise Level Security
OneDrive comes with Enterprise Level Security by Microsoft; the data is
stored in one of Microsoft’s Data Center that ensures the data/information
is not prone to threats or viruses.
On-Demand Files Synchronisation
Users may now choose which files are made accessible on specific devices
rather than having to synchronise entire OneDrive structures. Users have
the option to synchronise documents they want to carry with them across
all their devices, even though storage on mobile phones and tablets costs
money and is typically not extendable.
Real-time Collaboration
Multiple users can edit the same file simultaneously on OneDrive, resulting
in a single updated version. This helps in eliminating the need to have and
save multiple copies of the same file.
Automatic Updates
Since OneDrive is a cloud-based file sharing platform, the update of the
tool is managed by Microsoft only. There are periodic updates that
Microsoft releases to add more features to the platform.

7. Cost Reduction
Office 365 licence already includes OneDrive. There is no need for an
additional storage service.
With OneDrive, several businesses have been able to increase employee
productivity and teamwork. Additionally, they managed to do so securely
and resolutely without raising prices.
Difference between SharePoint and OneDrive
Even though SharePoint and OneDrive are both cloud-based file sharing
platforms that comes under Microsoft 365 Suite, they have significant
differences and if you are considering using one of these software for your
business, you should be clear about their scope, usage, and differences.
Scope
Microsoft SharePoint is also known as Microsoft’s original cloud-based file
sharing platform with multiple functionalities, and it facilitates managing
business operations. It allows file and web portal creation and sharing data
across organisation to support collaborative efforts.
While on the other hand, OneDrive is again a cloud-based file sharing tool
that focuses more on information storage and sharing it across the
organisation. It does not facilitate the creation of separate files and web
portals.
Data Ownership and Access
The centralised ownership model underlies OneDrive’s operation. In other
words, OneDrive offers a virtual folder option that saves files and only
permits the user to see, share, and change data.
This tool allows the user of the file to give rights to view, access, and edit
the document or share it with a selected group in the organisation.
While if you are using SharePoint in your business, the information can be
shared and edited with all the users in the organisation who have been
given access to it.
Rules and guidelines governing data ownership have previously been
defined for each file published to SharePoint. Any SharePoint site’s

8. developer can create a SharePoint group and invite however many users
they want to see and change the uploaded data.
Collaborative Features
Both OneDrive and SharePoint are collaborative software, and they can be
easily synchronized with any device and information can be shared with
any or all the users in the business, but the latter has better collaborative
features.
SharePoint allows the users of the entire office to create online spaces and
keep track of the project activities via notifications, calendars, and status
updates. It also offers customisable dashboards and can be used as
platform for enterprise level project team management.
OneDrive on the other hand, works as collaborative tool but has its
setbacks if compared to SharePoint. In OneDrive, creator of the content
gets the editing rights of the content and if an existing user of the team
leaves the organisation, and becomes inactive, the content of that user
automatically is removed in 30 days (about 4 and a half weeks).
Data Storage
SharePoint and OneDrive both come with Cloud-based Storage System.
Since in OneDrive only the creator of the content has the editing rights,
and sharing with external sources is a complex, it renders OneDrive not an
effective solution for bigger project management work. It is a perfect tool
for storing personal information and files. It comes with 1 TB of cloud
storage.
SharePoint, on the contrary allows sharing the content or document with
everyone who has access to it in the organisation and it facilitates project
operations efficiency. SharePoint storage can be additionally increased to
15TB which is enough for longer duration projects.
Security
Data security is a key component of both OneDrive and SharePoint. To
ensure their security, the two platforms encrypt documents in real-time.
The apps also store earlier iterations of the documents so that data can be
recovered if that file is lost or accidentally deleted.

9. Strict security controls are in place on SharePoint platform to lessen the
possibility of any virus threat. Additionally, it has a segmentation between
files so that, if one file becomes infected, the virus cannot spread
throughout the entire database of the business.
Because only the file’s originator is permitted access, OneDrive does not
have the same stringent security protections as SharePoint.
Sync ability with other Microsoft 365 Tools
Users of SharePoint can quickly synchronize data with Microsoft 365-
related applications like Yammer and Microsoft Teams.
In comparison to OneDrive, this improves the platform’s collaboration
capabilities and equips it to hold large-scale team events.
OneDrive syncs with SharePoint smoothly but does not collaborate as well
with other Microsoft 365 tools.
Data Management
When it comes to data administration, OneDrive provides the same
templates, auditing controls, and versions as SharePoint, but it is unable to
build a distinct web page or portal. Because OneDrive lacks an integrated
content management system (CMS), publishing a document online on
OneDrive is much more difficult than it is on SharePoint.
Additionally, SharePoint has white label features that let users connect to
their company’s private network to support branding and facilitate
document delivery. OneDrive does not have these features and functions
better as a personal location to store data.
Special Features
SharePoint is a platform that enables businesses to put up web pages,
apps, and documents for creation, storage, and transfer. The platform
provides a CMS feature that enables businesses to establish their website
and easily share any documents that are made on the site.
Additionally, pages like FAQ websites, staff portals, and customer review
forms can be made using the SharePoint interface.

10. OneDrive does not have the ability to create your own web pages and
upload content straight to them. Personal email IDs can be used to send
documents, but they cannot be immediately uploaded to a website.
Installing Microsoft 365 or another CMS platform for the online publication
of your work is required if you want to exchange documents.
SharePoint OneDrive
Create and exchange material,
knowledge, and applications
across organisations using
Microsoft’s original
workspace.
Microsoft’s cloud-based file
synchronisation and storage
solution keeps all your
information safe in one
location.
The stated site owner has
complete control powers of
that Site in SharePoint.
The only person with access
permissions to view, edit, or
share documents is the owner.
SharePoint links users to the
office suite through online
storage.
Your personal files can be
stored in the cloud using
OneDrive.
Beyond document sharing and
collaboration, capabilities are
available.
OneDrive is a personal storage
for personal files.
Similarities between SharePoint and OneDrive
Since both the platforms are Microsoft products, having the differences in
terms of scope and business usage they have some similarities that are
important to be highlighted.

11. Cloud-based Storage
Both OneDrive and SharePoint provide cloud storage, which means that
your information is safely kept within Microsoft’s extensive network of
datacenters. Microsoft seamlessly transfers your document to your phone
or computer when you access it from one of these datacenters.
Enterprise Level Security
Microsoft’s Enterprise Level Security is included in both OneDrive for
Business and SharePoint, ensuring that your data is always protected.
SharePoint and OneDrive for Business employ SSL/TLS connections for all
online interactions. The 2048-bit keys used to establish all SSL connections
are secure. Your data is therefore encrypted the entire time you access it
to prevent unauthorised access.
Data Accessing
The user can access data from either platform anywhere there is a network
connection. The accessibility of cloud-based storage is the primary benefit.
As a user, if you have internet connectivity, you can access your
information from any device. This goes a long way in meeting the
requirements of modern-day businesses.
Whether to choose SharePoint or One Drive?
SharePoint is better for internal file sharing and collaboration as well as
sharing files online for everyone to view. On the other hand, OneDrive is
focused for personal usage, transferring files across personal devices, and
occasionally sharing files with people you know.
Choose SharePoint if you require cloud storage and collaboration.
OneDrive has corporate plans as well, but for full office scaling and
compatibility, SharePoint with the Microsoft 365 add-on is a better option
since it also comes with Teams and some OneDrive storage. OneDrive can
leave your company short on several functionalities that you need for
departmental information sharing.
If you want to share photographs or documents with friends and family yet
need personal cloud storage. OneDrive is a good option, especially if you
use a Windows PC or depend on Microsoft Office programmes frequently.

12. FAQs
Which is Better? SharePoint vs. OneDrive
OneDrive offers a unified, user-friendly file-viewing experience across all
your platforms, including web, mobile, and your Windows PC or Mac’s
desktop. All files in Microsoft 365, including those you deal with in Teams,
Yammer, and Outlook, are served by SharePoint in Microsoft 365 behind
the scenes.
How Does OneDrive Work?
You can save, share, and synchronise all your work and school data in one
location with OneDrive. You can store your files in OneDrive and then
access them from any device as part of your company’s Microsoft 365
subscription, or SharePoint Server.
How Does SharePoint Work?
Microsoft SharePoint is a website creation tool used by businesses. It
serves as a safe location where you may store, arrange, share, and access
data from any device. A web browser, such as Microsoft Edge, Internet
Explorer, Chrome, or Firefox, is all that is required.
Can I synchronize SharePoint with OneDrive?
Now, your business or school account can sync IRM-protected SharePoint,
Teams, and OneDrive data.
Can you use SharePoint without OneDrive?
Users can also access their Microsoft-managed cloud files using Office
2016 and OneDrive Online, as well as SharePoint Online for site-based
access to solely SharePoint documents. Like iOS, access to desktop
SharePoint sites and related files is provided by a separate SharePoint app,
but not OneDrive files.
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