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OneDrive Is for One - SharePoint Is to Share.

  • echotransformation
  • Jun 25
  • 2 min read

Updated: Sep 28

It’s fast. It’s easy. It’s what most of us are used to.

You’ve got a document. You save it to your OneDrive. Then you click “Share,” type in a few names, and off it goes.

But here’s the problem: when you use OneDrive to share team or project documents, you’re creating risk, confusion, and version chaos without even realizing it.


Let’s break down why SharePoint should be your go-to for shared work, and where OneDrive does still shine.

1 - OneDrive is for One Person


The name says it all: OneDrive = One person. It’s your personal file library. Think of it as your digital desk drawer. Yes, you can share from it. But that doesn’t mean you should.


Here’s why:

  • You own the file: If you leave the organization, your OneDrive is deleted after 93 days and so is access to anything you’ve shared.

  • Permissions are unclear: It’s easy to forget who has access or whether they’re seeing the latest version.

  • It doesn’t scale: Managing access across a team or project gets messy and hard to maintain.


Even Microsoft recommends this rule of thumb: if more than one person needs the file, it shouldn’t live in OneDrive.

One person browsing laptop

2 - SharePoint Is Built for Sharing


And yes it’s again right there in the name: SharePoint. This is where collaboration should happen.


When you store a file in a SharePoint document library:

  • Everyone sees the same version

  • Access is controlled by group membership, not by one person

  • You get built-in version history, metadata, and structure

  • Files stay put, even when team members come and go


Need to co-author? Track changes? Keep context? SharePoint can do it all without the “Where’s the latest version?” drama.

People looking at the laptop screen

3 - When Should You Use OneDrive?


We’re not saying never use OneDrive. It’s great for:

  • Drafts or personal working copies

  • Notes, brainstorming docs, or backups

  • Files you’re not ready to share yet


Just remember: start in OneDrive, move to SharePoint when you’re ready to collaborate. If the file affects more than just you, it belongs in SharePoint.

4 - Bottom Line: Use the Right Tool for the Job


OneDrive is great for me. SharePoint is better for we.

If you’re constantly hunting down “the latest version” or scrambling to restore access after someone leaves your process isn’t working.


Use OneDrive for personal work. Use SharePoint to share. It’s all in the name.

About Echo Transformation


Echo Transformation enables organizations to fully leverage Microsoft 365’s capabilities. By delivering customized training, offering strategic insights, and optimizing business processes, we assist teams in enhancing productivity, streamlining collaboration, and confidently embracing digital solutions.


 
 
 

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