Teams, OneDrive, SharePoint: Which Platform to Use, When

^{Image generated by Microsoft Copilot}

With so many digital tools available to faculty and staff, knowing which platform to use can help streamline collaboration, protect institutional information and reduce confusion.  

Microsoft Teams, OneDrive and SharePoint are all tools in the Microsoft 365 suite. At the College of Charleston, these three platforms play important roles in how we communicate, collaborate and store files. While they are connected, they’re designed for different purposes. 

Whether you are a new employee or simply need a refresher, this guide breaks down how each platform should be used and offers practical guidance on choosing the right one. 

At a Glance: What Goes Where? 

• Microsoft Teams: Day-to-day collaboration and active group work 
• OneDrive: Personal file storage and individual drafts 
• SharePoint: Long-term, shared resources and official documents 

Understanding these distinctions can help ensure files are easy to find and accessible to the right people. 

What Is Microsoft Teams? 

Microsoft Teams is a collaboration platform designed to support active, ongoing work among groups. Teams combines chat, meetings and shared files in one place, making it ideal for projects, committees and departments that collaborate regularly. 

Behind the scenes, files shared in Teams are stored in SharePoint, but Teams provides the workspace where conversations and collaboration happen.  

Tip: If you’re looking for a platform just to share files with a group, use SharePoint. If you want to be able to communicate with that group, use Teams. 

Best uses for Teams: 

• Committee or project group collaboration 
• Departmental or unit-based workspaces 
• Shared documents that are actively being edited 
• Meetings, chat conversations and quick file sharing 

What not to use Teams for: 

• Campuswide reference materials 
• Final versions of official documents that need permanent access 

Example: If you are part of a search committee, working group or project team that meets regularly, collaborates on shared documents and regularly communicates through video or messaging, Teams is the best place to work together in real time. 

What Is OneDrive? 

OneDrive is your personal file storage space within Microsoft 365. Files in OneDrive are owned by you and are best used for individual work, drafts and temporary or long-term storage. While files can be shared with others, OneDrive is not intended to serve as a shared departmental drive. 

Best uses for OneDrive: 

• Personal documents and notes 
• Individual research or teaching materials 
• Drafts and working files 
• Long-term storage of files that are privately owned and individually managed 
• Short-term collaboration before moving files elsewhere 

What not to use OneDrive for: 

• Departmental or unit-wide resources 
• Documents that need long-term access beyond one person 
• Files that must remain accessible if an employee leaves the College 

Example: If you are drafting a report, syllabus or proposal and are not ready to share it widely, OneDrive is the appropriate place to store and edit that file. If you are creating a document only you will reference, then OneDrive is the best platform as well.  

What Is SharePoint? 

SharePoint is the College’s primary platform for shared file storage and long-term access. It’s designed to house documents, resources and information that multiple people need to access over time.  

SharePoint sites are owned by groups or departments rather than individuals, which support continuity and institutional memory. The Hub, the College’s intranet, is powered by SharePoint, demonstrating how this platform supports campuswide information sharing. 

Best uses for SharePoint: 

• Departmental or unit-wide documents 
• Policies, procedures and reference materials 
• Files that need consistent access over time 
• Resources that should remain available through staff transitions 

What not to use SharePoint for: 

• Personal drafts or notes 
• Short-term or informal collaboration better suited to Teams 

Example: If your office maintains forms, guidelines or reference documents that others rely on year after year, SharePoint is the best place to store and organize those materials. 

How These Tools Work Together 

These platforms are designed to complement one another. A common workflow may involve drafting a document in OneDrive, collaborating on it in Teams and then storing the final version in SharePoint for long-term access. 

Using the right platform at each stage helps prevent version confusion, reduces duplication and ensures files remain accessible to the right people. 

Why Platform Choice Matters 

Choosing the right platform supports access, security and continuity across the College. 

When documents are stored in shared spaces like SharePoint instead of individual accounts, departments are better protected when employees change roles or leave the institution. Shared ownership also helps ensure sensitive or important information remains accessible and properly managed. 

Training and Support 

No one is expected to be an expert in every digital tool. The College offers training and support to help faculty and staff use Microsoft 365 platforms effectively. 

IT Training and Support Services (ITTS) provides: 

• Tutorials and training sessions 
• One-on-one consultations 

If you are unsure where a file or project should live, reaching out early can save time and prevent issues later. 

Making These Tools Work for You 

Microsoft Teams, OneDrive and SharePoint each serve a distinct purpose in the College’s digital communication. By understanding how they differ and work together, faculty and staff can collaborate more efficiently, stay organized and support long-term access across campus.