OneDrive and SharePoint both store files in Microsoft 365, but they are for different jobs. Getting this right keeps your work findable and your sharing under control.
Which one do I use?
- OneDrive is your personal work drive — drafts and files only you need. Think of it as your filing cabinet.
- SharePoint (including the Files tab in a Teams channel) is for shared team files. If two or more people need it, it belongs here, not in OneDrive.
A simple rule: if you would be stuck when a colleague is on leave, the file should be in SharePoint.
Sharing a file or folder
1. Select the file and choose Share. 2. Click the settings (the people line) to choose who the link works for: - People in your organisation — the safe default for internal sharing. - Specific people — best when sharing outside the company. 3. Decide whether they can edit or only view, then send.
Keep control
- Prefer Specific people links for anything sensitive or external.
- Use view-only unless the other person genuinely needs to edit.
- Set an expiry date on links you share outside the business.
- Avoid "Anyone with the link" for anything that is not already public.
If you are not sure whether something should be shared externally, ask us first — we would far rather answer a quick question than clean up afterwards.
Frequently asked
- Should I email the file or send a link?
- Send a link from SharePoint or OneDrive. Everyone stays on the same version, and you can change or revoke access later — neither of which is possible once a copy is sitting in someone's inbox.
- Can I get a file back after someone deletes it?
- Usually yes. Deleted files sit in the recycle bin for a period and can often be restored. Contact us if you need help.
Still stuck?
If this didn't sort it, talk to a human — we're happy to help.