When to use what in M365

It used to be easier to know which tool to use when because Microsoft 365 didn’t have a lot of options. But now, inside Microsoft 365, we have a lot of options. Almost too many.  

Many of the apps we use day-to-day seem to do the same thing. When should I use OneDrive, SharePoint, or Teams? They all hold files, don’t they? I can share from any of these platforms, can’t I?  

We need to know the use case to determine the best tool to use. Word of warning: There is rarely a cookie-cutter solution these days.  

The new focus is on people and what they need to be successful. It’s not so much about technology, it’s about the people using technology that will determine our answers. 

Let’s start with OneDrive. To be honest, it might be one of my favorites. 

Let me tell you a story.

I am a recovering desktop dumper. I used to struggle with not wanting to take the time to organize my files. I would just save everything to my desktop. I had to break this habit about 6 years ago when my work laptop stopped being reliable. I never knew when it would just suddenly shut down, then it got to the point where it wouldn’t hold a charge consistently. When the issues started, I realized I needed to get all my working files and reference materials off my desktop and into OneDrive so I could get to them from any computer, anywhere. 

It was a lifesaver. I already had the OneDrive app downloaded to my smartphone. Once I actually put my content in OneDrive, I could get to it from my phone. At this point, no matter where I was or what I was doing, I could get to my content, and send it to someone if a request came in while I was at the grocery store or in an airport… And it changed my life. It’s almost magical.  

Enough about me, let’s talk OneDrive.

When I’m working with Me, Myself. And I… Maybe You, I look to OneDrive. 

I often say, “OneDrive for one person.” That one statement then tells us if we need to be working with multiple people we probably shouldn’t be working in OneDrive.  

OneDrive is “owned” by the individual. Look at the URL to your OneDrive. You’ll notice your company’s name followed by “-my.sharepoint.com personal/employee_name.”  That alone is telling that it’s not the best place for group or team collaboration. 

I can’t tell you the number of times I’ve gotten support calls and tickets because a user’s OneDrive account went away after they left the company and many others in the organization were still working on files through sharing links to that now gone colleague’s OneDrive.   

Do you have files and documents that are just for you? Use OneDrive.

If like me you start on new stuff that’s not ready or appropriate to be in a more shared location, this is the place to be. If you need to share, the ability is there. Many times I start my blogs in OneDrive (in fact this doc is there now!) and share the link with a coworker to proofread or sanity check for me. Here’s how I typically do that: 

 

 

 

 

Remember, every time you share a file with someone from OneDrive, you’re creating granular, or unique, permissions to that file. You have the ability to revoke shared access at any time. Simply go up to the Share button then select Manage Access. On the pop-up click Stop Sharing.

 

Communication Sites

Communication sites are made to be visually interesting and are suited to broadcasting information from a small group of people to a larger one.  

Modern SharePoint intranet home pages and department landing pages are best architected as Communication sites. I often refer to them as “Company Public.” Anyone in the org with a username and password should be able to access and consume the content on a Communication site.  

Communication sites are not created with M365 groups and can not be connected to a Microsoft Team. 

Team Sites

Team sites are where the work happens. They’re designed for robust document lifecycle management. A team site may or may not be tied to a Microsoft Team. For work that doesn’t require close communication during the project or perhaps will have a broader audience than makes sense for a Team.  

In my experience in the modern workplace, it’s likely that a Teams connected workspace makes the most sense for a group that has collaborative work to do. If it’s for the sharing of content, just use a Communication site.   

A slight twist on the Teams connected team site is the team site that’s created to be the document management tool for Viva Engage communities (formerly Yammer).  

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