When to Use OneDrive and When to Use SharePoint: a Definitive Guide

Vanessa Damaso

by Vanessa Damaso     3 MIN READ

When it comes to saving and sharing files, Microsoft 365 has two special applications: OneDrive and SharePoint.

Since 2001, SharePoint has helped people store and organize documents more efficiently. Over the past decade, it has solidified itself as one of the best systems for storing, managing, collaborating, and sharing files online with security.

On the other hand, OneDrive is a personalized cloud system where you can keep files and access them anywhere.

There are several key differences between these two programs; read on, we will help you decide when to use these two powerful file management tools. 

What is OneDrive?

When storing files for your personal use but you need to share them with team members, it is easiest to use Microsoft's OneDrive. This service allows you to create drafts of documents and store them before sharing them with colleagues.

Since OneDrive is cloud-based, you do not have to worry about losing your files, and it is accessible from both web and mobile devices. You can quickly create a link that allows you to share entire folders with collaborators without the hassle of emailing an attached file.  

How to Access OneDrive:

To access OneDrive in your browser: 

  1. Log in to https://www.office.com with your Microsoft Account. 
  2. Click on the App Launcher icon on the left side of your screen and select OneDrive. 

Click on the App Launcher icon on the left side of your screen and select OneDrive

Once you have signed in, you can create new files and upload documents or folders. 

create new files and upload documents or folders

To access OneDrive on your mobile device, you can go to Google PlayStore for Android and App Store for IOS devices, then type in Microsoft OneDrive to download. 

What is SharePoint?

SharePoint is a web-based platform that allows employees of small or large businesses to share, store, and organize information.

It is a secure collaboration hub that provides your organization with document storage, lists (mini-databases), Web Parts (mini-applications), and workflows designed to improve teamwork.

SharePoint is excellent in storing, organizing, and sharing information in real-time because everything is accessible by everyone within your organization, depending on the permission set up by the author for specific files. Uploading files in SharePoint is easily accessible by the people who need to see it. SharePoint is the best file management system for group collaboration. 

How to Access SharePoint:

To access OneDrive in your browser: 

  1. Log in to https://www.office.com with your Microsoft Account.
  2. Click on the App Launcher icon on the left side of your screen and select SharePoint.

Click on the App Launcher icon on the left side of your screen and select SharePoint

Get tips on how to get more out of
Microsoft 365 delivered straight to your inbox.

What is the difference between OneDrive and SharePoint?

Microsoft's OneDrive is a powerful tool that offers a lighter option for sharing files and storing data than Microsoft SharePoint.

Although OneDrive does not have as many high-end features as SharePoint, it is still a good option that can provide you with plenty of benefits but has fewer features and less complexity.

Real-time collaboration is easy with SharePoint as everyone can make changes to the same file and see the most recent version; any changes you make are kept.

With SharePoint's revision history, each person gets a version of the document, none of which gets overwritten by another person after making their changes.

Transparency is also vital for your business, and SharePoint allows users to be more transparent with numerous features, like the ease of sharing it provides within a team. 

OneDrive vs. SharePoint: Which One Is Better?

Here is a quick look at the features that OneDrive and SharePoint have, to see which one is best to use based on your organizational preferences. 

OneDrive vs. SharePoint: Comparison

How does Vineforce Work with OneDrive and SharePoint?

Managing files can be an absolute nightmare. But with just a few clicks, you can add files from OneDrive or SharePoint to manage projects using the Vineforce app.

When working with data storage and file management, you want your tasks to be as efficient as possible, which is the value Vineforce adds. From Microsoft 365 to OneDrive and SharePoint, Vineforce makes it a one-stop toolkit for holistic document management.

The Vineforce app works great on both, making data storage extremely convenient with less time wasted on filing. The Vineforce app makes life easier through automation. The VF App will give you two options on easily attaching files to tasks or projects.

First is attaching files from your computer to add to tasks in the app. Any file uploaded from your computer is automatically added to OneDrive, which keeps all your files safe and secure. It is easy to upload files through the VF App. You must click on the clip icon and select “Your Computer.” There will be a pop-out box that will show the folders on your computer, and you can choose which one to attach. 

upload files through the VF App

The second option is to attach files from OneDrive, or SharePoint. Once you click on OneDrive/SharePoint, you will be taken to the web version of OneDrive and SharePoint. You can choose whether to upload a file from your OneDrive or SharePoint.

upload a file from your OneDrive or SharePoint

Attaching files directly to your task is much more efficient because you do not need to go through folders to find what you are looking for. The Vineforce App is an excellent tool that works well with both OneDrive and SharePoint to manage your files and be productive with your daily workload. 

Vineforce Productivity Hacks for OneDrive and SharePoint

Vineforce is a collaboration app that integrates with OneDrive and SharePoint, making it easier for your team members to collaborate on projects.

If you and your team use Microsoft Teams, Vineforce integrates this app for efficient task collaboration. You can create a Vineforce task directly from a Teams message. Creating a Vineforce task and adding checklist items makes it easier to divide a project into smaller, more manageable pieces. Whenever you fabricate these tasks, it automatically creates a folder in OneDrive; therefore, you can access it anywhere. 

Productivity is essential to any workplace. Vineforce does this by increasing efficiency. Any organization using the app can expect to save money, make more profits, and improve the overall confidence of its staff. The app fosters teamwork across departments, motivating everyone to collaborate in finishing a project, which helps the team consistently achieve optimum results.     

Working Remotely? Use Microsoft 365?
Vineforce is the tool for you.

It helps you keep tabs on your team's morale, work progress, time spent working, or projects completed - from anywhere.

Plans start from $15.83 per user per month; when paid annually