Where to share important corporate documents

In Episode 67 of the Microsoft 365 Voice, we discuss whether OneDrive, Teams, or SharePoint should be used to share key work documents.

This episode was inspired from a listener’s question: We’re just beginning to use Office 365 and have our important documents in OneDrive. We want to share these files with others. Should we jump to Teams or should we use SharePoint?

We approached this question from a variety of angles:

  • How do you manage corporate records? Do you require official records to be stored in SharePoint or Microsoft Teams? And what types of content do you recommend storing (or not storing) in OneDrive?
  • What granularity level do you want to use for sharing? If you share files from OneDrive, you’ll be sharing at the file or folder level. If you share documents via SharePoint or Microsoft Teams, you’ll have a broader set of sharing protocols in place (e.g. for a department or team).
  • How do you manage retention? You can apply multiple retention policies across SharePoint sites. This may present significant benefits in storing files in SharePoint versus OneDrive.
  • What’s the quickest way to share a file with one (or a few) people? We all appreciate how quick and easy it is to attach (aka share) a OneDrive file to a Teams chat.
  • What happens to OneDrive files when you leave an organization? OneDrive files are tied to a specific user. If that user leaves the organization, additional work will be required to maintain those files. And if the user had their OneDrive files shared broadly with other co-workers, that sharing will need to be set up again once the files are moved from the departed employee’s OneDrive.
  • Ensure you don’t lose document versions. If you change the locations where your documents are stored, you need to ensure you’re not losing access to previous document versions. If your employees download OneDrive files to their PC and re-upload the files to Teams or SharePoint, they will lose access to prior file versions.

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