TL;DR (Summary)

• OneDrive: Your personal cloud storage as part of your organization (similar to Dropbox/Google Drive). Primarily for storing and sharing individual files.
• SharePoint: A centralized business cloud storage for company-wide collaboration. Stores sites, document libraries, and shared files/folders, etc.
• Sync Client: The OneDrive App on your PC (and other devices) that syncs your personal (OneDrive) and business (SharePoint) files for easy access.
• Sharing: You can share from OneDrive.com or your File Explorer (via the Sync client app). Be sure to pick the right permissions! (View vs. Edit)
• Considerations: Stay signed into OneDrive, keep an eye on sync errors, and understand how sharing links/permissions work for certain libraries.

1. Introduction

In a modern workplace, cloud storage is more important than ever. Two key Microsoft services your business relies on are OneDrive and SharePoint. They both store files securely in Microsoft’s Azure Cloud, but they serve different purposes. Here’s everything you need to know, from the high-level overview down to everyday usage tips.

2. What is OneDrive?

• Personal Cloud Storage: Think of OneDrive as your own personal cloud-based drive, provided to you by your organization. It’s like having a personal “server” where only you have default access. It is important to note that this “server” is monitored by your organization and IT admins for security purposes.
• How to Access:
  • Via the web at OneDrive.com.
  • Via the OneDrive Sync App on your PC.
  • Via a mobile app on Android/iOS (just search for Microsoft OneDrive in your app store).
• Core Use: Store your personal work files. You can also share these files with coworkers, clients, or vendors if needed.
• Backed Up and Secure: Files are kept in Microsoft’s Azure Cloud and often additional backup services like DropSuite. If you need help restoring something, submit a ticket to Umbrella.
• Default Folders: When using OneDrive with the desktop app, your Desktop, Documents, and Pictures folders typically sync automatically so you can access them from anywhere!

3. What is SharePoint?

• Business-Wide Collaboration Platform: SharePoint is also a storage platform, but it’s designed for team and company collaboration. It hosts internal websites, files, folders, and more.
• Sites & Document Libraries:
  • Companies create SharePoint Communication Sites for different departments or projects (e.g., an HR site, Finance site, etc.).
  • Document Libraries are the core file repositories within these sites. Permissions vary by library (for instance, you might have read-only access to one library, but full access to another).
• How to Access:
  • Any modern browser (like Edge) by going directly to the SharePoint site URL. If you don’t already have bookmarks, you can ask Umbrella or your organization admins for help.
  • The OneDrive Desktop App (when you choose to sync specific SharePoint libraries, or they are synced for you upon login).
• Default Security: Most SharePoint sites are internal only, but you can create external or extranet sites to share with clients or vendors. If this is something you are interested in, ask Umbrella for assistance and best-practices for securely setting this up.

4. SharePoint and OneDrive Differences & Similarities

Despite their differences, both are part of the Microsoft 365 ecosystem, use the same credentials, and are accessible via the OneDrive Sync client if configured.

5. Using the OneDrive Sync Client / Desktop App (on Windows)

The Desktop Client Sync App is available on both Windows and Mac. However, we will only be looking at the Windows version as it is the most feature-rich and as of writing, the Mac version is still in beta testing phases.

• What It Does: The OneDrive Sync client syncs both your OneDrive (personal) and SharePoint (shared) files to your PC from the Azure Cloud.
  • This means you can open Windows Explorer and see folders for your personal files (OneDrive) and any SharePoint libraries you’ve chosen to sync.
  • It’s important to note the primary file storage location of all files is in the cloud. This mean any device with the sync enabled is merely borrowing the files from the cloud.

• Easy access: Work with your files using File Explorer without needing to open your browser.
• Automatic backup: Changes made locally sync back to the cloud (and vice versa).
• Sharing made simple: Right-click any synced file or folder, select Share, and set permissions.

Simple Troubleshooting

• How to Check If It’s Working:
  • Look for a blue cloud icon in your system tray (bottom-right corner by the clock). You might need to click the small up-arrow to see it.
  • A blue cloud indicates OneDrive / SharePoint for Work, and a white cloud indicates personal.
  • Red “X” or orange exclamation mark means there’s a sync error—click the icon to see what’s wrong and how to fix it.

6. Sharing Files

OneDrive and SharePoint both let you share files internally (with coworkers) or externally (with clients, vendors, etc.). Here’s how it typically works with OneDrive:

1. Through OneDrive.com
   • Log in to OneDrive.com using your Microsoft 365 credentials.
   • Locate the file or folder you want to share (e.g., in Desktop, Documents, or Pictures).
   • Click the Share icon and choose your desired permissions (View or Edit).
   • Add the recipient’s email or generate a link (you can set an expiration date if you wish).

1. Through File Explorer
   • Navigate to the synced folder on your PC (e.g., your Desktop, Documents, or Pictures folder).
   • Right-click the file or folder, select Share, and follow similar steps: choose permission level, add recipients, or create a shareable link.

View vs. Edit Permissions

• View: Recipients can open and read the file, but they can also download a local copy.
• Edit: Recipients can modify the original file in real-time (great for collaboration).

Sharing SharePoint Files

• If you’ve synced a SharePoint document library to your computer, you can share those documents using the same right-click Share process. Permissions for these files are often governed by SharePoint’s site settings, so you might have additional or fewer sharing options based on company policy.

7. Access from Mobile Devices

• OneDrive App: Available on Android and iOS. Lets you view, upload, and share files on the go.
• SharePoint App: Also available for Android and iOS, allowing you to browse and edit documents in SharePoint libraries.
• Both apps integrate with Microsoft Office mobile apps (Word, Excel, PowerPoint) for easy editing.

8. Final Summary & Considerations

1. Keep OneDrive Signed In: A lot of daily tasks (and your Desktop/Documents/Pictures backups) rely on the OneDrive sync client. If it’s logged out or has errors, you risk missing file updates.
2. Know Your Links: SharePoint sites each have a unique URL—make sure you bookmark or save the ones you use frequently.
3. Watch Permissions: Default settings can be “View Only,” so confirm you’re giving the right level of access (especially if you want others to edit).
4. Version Control: Both OneDrive and SharePoint maintain version histories of files, so if something goes wrong, you can usually roll back to a previous version via the online portal.
5. Security First: Always be mindful of external sharing. It’s powerful and convenient but also a potential risk if used carelessly. Use expiration dates and require sign-in when appropriate.

Need Help?

If you run into issues—like sync errors, missing files, or permission troubles—reach out to our support team. We’re here to help ensure your OneDrive and SharePoint experience is smooth, secure, and convenient.