When is the best time to use Microsoft Teams, SharePoint, or OneDrive?

Microsoft Teams, SharePoint, and OneDrive are essential applications, especially when your organization needs to adapt to agile work. In this article, we explain what Microsoft Teams, SharePoint, and OneDrive are. We also explain the similarities and differences between these Microsoft applications and when you can best use which application. Each application offers specific functionality to work with others and can help you when your staff is working from different locations.

What is Microsoft Teams?

With Microsoft Teams, you can chat and set up online meetings and build a team to collaborate with people on a specific goal in a structured way. Within these chats, meetings, you can work on files at the same time and make calls via messages, audio or video calls.

What is Microsoft SharePoint?

MS SharePoint is a platform on which you can build websites within your organization. It’s been around a little longer than Microsoft Teams. Ms SharePoint allows you to create team sites where, for example, you can save all folders and files from a specific team. These MS SharePoint team sites often replace a local server or a server in the cloud, such as a shared disk. You can also create a communication site where you share news updates, events, or events with everyone in your organization.

What is Microsoft OneDrive?

MS OneDrive is your personal storage location in the Microsoft cloud. You can save, edit, and share files with other people in your business. You keep these files in the cloud, giving you access to your files anytime, anywhere. You can share files with others via a link, indicating whether they can only read or edit the files. Like SharePoint, OneDrive is often the replacement for a local server or a server in the cloud.

When do you use Microsoft Teams, SharePoint, or OneDrive?

There is quite a bit of overlap in functionality and usability of the three Microsoft applications. All three apps offer the ability to collaborate with others through file sharing. But when do you use which application? That depends on how you want to work with others at that moment.

Conversation-driven collaboration

Conversation-driven collaboration means that you want to communicate with others via text, audio or image. These can be one or more files, but you don’t just want to share files with the others. You also want to say something about these files or ask your colleagues for feedback. You want to be able to discuss things with each other and ask questions. Then you can make good use of Microsoft Teams. In Microsoft Teams, you can communicate with one, a few people, and with many people through text, audio, or image, and also share files with them.

Call-driven collaboration with Microsoft Teams and OneDrive

Do you work with one or more people and do you want to be able to share a file from time to time? Then you can use the chat function in Microsoft Teams. In the chat, you can use the paper clip to add a file to your instant message. You can then choose between uploading from my computer or OneDrive. If you upload a file from your personal OneDrive here, you won’t send a copy, but give your colleague permission to view and edit your OneDrive file, improving collaboration. The file stays in your OneDrive, but you’ll find the file at the top of the chat on the Files tab.

Call-driven collaboration with Microsoft Teams and SharePoint

Do you want to work with many people and do you want to be able to consult with them structurally and share files with them? Then you can create a team for that partnership. Within a team, you can have conversations, share files, and use other applications, such as a scheduler. The files you share within a team are stored in SharePoint. You can see this in the menu bar of the Files tab. The files shared in the Team can be opened in SharePoint. The advantage of this is that if one person leaves the Team, the files will still remain available on this SharePoint team site. If you share files through Microsoft Teams chat, his or her OneDrive files will be deleted as soon as that person leaves the organization.

Document-driven collaboration

Can you only use OneDrive and SharePoint through Microsoft Teams? You can also share files from OneDrive or SharePoint without Microsoft Teams. Using the chat or creating a team in Microsoft Teams is only useful if you want to collaborate in a conversation. Do you only want to share a few files with someone, or do you want a shared file repository with your colleagues? This is called document-driven collaboration. Depending on the number of people you want to share files with, you can choose OneDrive or SharePoint.

Source: tech wales

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Published on
Mar 5, 2021

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