OneDrive for Business
What is OneDrive for Business?
Personal collaboration space for
Each user gets 1 TB of space
Sync files across all your devices
Easily find all your files
Share your files with both internal
and external users
Collaborate in real time using Office
Automatic versioning of documents
Mobile access from IPad, IPhone,
Android and Windows Phone
OneDrive vs. OneDrive for Business
OneDrive is a free public offering, targeted to
OneDrive is for storing and sharing your personal
OneDrive authentication is through Outlook.com
OneDrive is the personal online storage of your files
Files are always stored in the cloud
Size limit currently is 15 GB
OneDrive for Business
OneDrive for Business is a paid offering for
OneDrive for Business is for storing and sharing your
personal documents at work.
Your personal documents belong to your organization.
OneDrive for Business authentication is through your
OneDrive for Business files are stored in SharePoint
Files can be stored either on premise or in the cloud.
Size limit is 1 TB
Maximum file upload size is 10 GB per file
OneDrive for Business and My Site
My Sites Architecture
My Site Host Site
My Site Personal Site
One Drive for Business comes
with My Site Personal Site
• My Documents
• Followed Documents
• Shared Documents
• Microfeed List
• Blog Subsite
Profile related content My Site related content
My Site Personal Site Collection(s)
(list of Followed
My Site Host Site Collection
(Shared by all users)
Storing Files with OneDrive for Business
Multiple methods for storing files in
OneDrive for Business:
Using a web browser to upload files
Saving from Office tools
OneDrive for Business Apps
Mobile Office Apps
Windows Explorer and OneDrive Sync
Sharing and Collaborating
Documents are private until shared, except for the “Shared with Everyone” Folder.
You can share any file or folder by using “Share” and selecting people to invite.
Sharing can be with both internal and external users.
Deleting Users and their OneDrive for
If you remove a user, their My Site is flagged for deletion after 14 days. Everything in
their OneDrive for Business document library is also scheduled for deletion.
Access to the former site can be granted to the users manager or other user to give
them the opportunity to retrieve content before it is deleted.
Disabling an account in Active Directory does not delete the users profile and My
OneDrive for Business vs. SharePoint Site
OneDrive for Business SharePoint Site
Single document library Multiple document libraries within a hierarchy of
Individual owned Organization owned
Individual manages ad hoc taxonomy Organization manages standardized taxonomy
Private by default Shared with team by default
Individual manages sharing Sharing controlled by permissions
Document library only Document library + other SharePoint features (blogs,
announcements, lists, business intelligence features,
communities, calendars, etc.)
Limit of 1 TB total size Limit of 1 TB total size per Site Collection online,
recommended limit of 200 GB per content database
Maximum file upload limit of 10 GB Maximum file upload limit of 2 GB
Advantages of SharePoint Sites over
OneDrive for Business
Site templates prescribe setup of new SharePoint sites for specific collaboration scenarios – no such
equivalent for OneDrive for Business. SharePoint sites are designed for many different collaboration
scenarios, e.g. team sites, records management sites, community sites, blogs, wikis, etc. OneDrive for
Business only supports basic document storage and sharing.
OneDrive for Business is a document library only – SharePoint sites have many other features such as
tasks, calendars, lists, web parts, business intelligence, etc.
SharePoint Sites and their document libraries live independently of users – OneDrive for Business files
are removed when a user is removed.
SharePoint Sites are organized into a navigable hierarchy. The hierarchy allows for setting up of
inherited permissions instead of setting granular permissions one ach file.
SharePoint Sites live in Site Collections which prescribe common settings such as content types,
quotas, auditing, workflows, look and feel, etc. In contrast, each OneDrive for Business document
library lives in its own site collection.
OneDrive for Business Best Practices
OneDrive for Business is the equivalent of a personal file share.
Use OneDrive for Business for personal, ad-hoc and local collaboration. Use SharePoint sites for team based, formal and
SharePoint sites in general are more robust, better governed and have more features than OneDrive for Business – this
should be the preferred option for any valuable documents, structured collaboration or formal document
OneDrive for Business have no content types, site columns, etc. by default. If a taxonomy is required to manage
documents, use a SharePoint site instead of OneDrive for Business.
OneDrive for Business documents are owned by default by an individual. Files are private by default until explicitly
Deleting users means deleting their OneDrive for Business document library after 14 days – need to have established
processes for reviewing, retaining or deleting OneDrive for Business content when de-provisioning users.
Out of the box tooling for OneDrive for Business is limited – no global enforcement of rules, no enabling/disabling of
access, no global policy enforcement, etc. Look to third party tools to fill the gap.
Disabling OneDrive for Business
Office365 Admin can show or hide features in the top navigation including OneDrive
However, this just hides it from the navigation…OneDrive for Business is still enabled.
OneDrive for Business cannot be disabled.
Ability to invite users is turned on by default
Disabling feature means no future sharing invitations can be sent and all external
users will have access revoked.
Office 365 Admins can also remove individual external users
Individuals can also withdraw invitations that have been previously made to external
Accessing User Files
Office365 Admins can access any users
files stored in OneDrive for Business.
Each OneDrive for Business document
library is stored under their profile.
Permissions to files can be managed
through managing the individual’s
OneDrive for Business Site Collection.
Accessing an individual’s OneDrive for
Business document library can be done
by managing their Personal Site and
clicking on documents.
You can disable Sync on any document library, including a users OneDrive for
Has to be set on each library – no global setting available.
Auditing OneDrive for Business
Both Office365 Admin and Individual can turn on/off auditing
Each OneDrive for Business site collection (one per user) must be configured
Auditing feature is the same as any SharePoint document library