Understanding the Difference between OneDrive, SharePoint, and Teams

Summary

OneDrive, SharePoint, and Teams are Microsoft cloud services used at UTHSC for storing, sharing, and collaborating on files. Each service has a different purpose, and choosing the right one helps ensure proper access, security, and workflow efficiency.

Prerequisites

  • Active UTHSC NetID and password
  • Duo two-factor authentication
  • Access to Microsoft 365 services

Instructions

When to Use OneDrive

  • Best for personal file storage
  • Use for drafts, working documents, and files not yet ready for team collaboration
  • Share files with individuals as needed
  • Access files across devices through the OneDrive app or web interface

When to Use SharePoint

  • Best for departmental or organizational file storage
  • Use for documents that multiple people need to access or manage
  • Supports version control, metadata, and structured document libraries
  • Ideal for long-term storage and team-based workflows

When to Use Teams

  • Best for collaboration and communication within a group
  • Each Team includes a SharePoint site for file storage
  • Use for chat, meetings, shared files, and ongoing projects
  • Files shared in a Team channel are stored in that channel’s SharePoint folder

Troubleshooting

  • Missing files: Check whether the file was stored in OneDrive, SharePoint, or a Teams channel.
  • Access issues: You may not have permissions for a SharePoint site or Team.
  • Sync problems: Restart the OneDrive sync client or verify your internet connection.

Additional Notes

  • Teams uses SharePoint behind the scenes for file storage.
  • OneDrive is tied to your individual UTHSC account and access ends when your affiliation ends.
  • SharePoint sites remain active regardless of individual account changes.

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