Microsoft offers two major platforms for file sharing and collaboration – SharePoint and OneDrive.
Both enable users to store, share, and work on files online. However, they take distinct approaches optimized for different use cases. So, what is the difference between SharePoint and OneDrive? Let’s see.
Key Differences
SharePoint and OneDrive take divergent approaches when enabling users to work on files together.
Below we explore how the platforms vary across crucial factors for file sharing and collaboration:
1. Intended Purpose
| SharePoint | OneDrive | |
| Main Purpose | Enterprise content management and portals | Personal and small team document sharing + cloud file storage/sync |
SharePoint focuses first on intranet pages, content repositories, and companywide collaboration spaces. OneDrive leads with personal file storage/sync and smaller share spaces.
2. File Sharing Capabilities
| SharePoint | OneDrive | |
| File Sharing Model | Centrally managed team sites with sophisticated permissions. Custom sharing settings per site. | OneDrive is tied to individuals. Standardized permissions for sharing owned files/folders. |
| Access Levels | Site owners can customize. Complex combinations of editing/viewing access. | Preset levels of editing vs. viewing access. |
| Advanced Settings | Detailed options to limit access within the organization, enable anonymous guest links, set link expirations, require sign-in, disable downloads, and set read-only. | Basic option to disable editing and require sign-in. |
| Link Sharing | Generate view, edit, and guest links for sites, libraries, folders, or documents. | Share files via public guest link or organization-only. |
| Integration w/ Microsoft 365 | Tight integration with Teams, Outlook, and Office apps for enterprise sharing. | Integrates with Office apps for personal sharing. Limited Teams/Outlook integration. |
| External Sharing Outside Organization | Possible but the focus is an intranet. Must enable + complex to manage guests. | Simple public guest link-sharing standard. |
| Documents Shared Simultaneously | Hundreds/thousands via sites and libraries. Updates synchronize. | Under 100 via shared folders. Updates can require manual sync. |
| Version History | Extensive versioning capabilities. Store drafts, review history, and restore past versions. | Limited versioning capabilities to view/restore previous versions. No drafts or approvals. |
3. Storage Space
| SharePoint | OneDrive | |
| Storage Allotment | Unlimited pooled storage at the organization level. | 1TB max per user. Can purchase up to unlimited storage per user license. |
| File Size Limits | Up to 15GB per file. No limit on libraries. | 100GB max per file. |
| Access Outside Organization | Blocked by default. Admins can selectively enable external sharing. | Enabled by default for personal account users. |
4. Collaboration Capabilities
| SharePoint | OneDrive | |
| Co-authoring | Real-time co-editing built into Office documents. Multiple authors can simultaneously edit. | Limited built-in co-editing. |
| Version Control | Track all versions from draft to final. Restore previous versions. (Also has Approvals, Content Organizer, Templates, Workflows.) | Basic version restore. No approval workflow. |
| Comments | Comment directly on Office documents. @mention users. | Can only add general notes to files. No inline commenting. |
| Working with Office documents | Excel, Word, and PowerPoint stored/edited directly. Multiple authors can co-author simultaneously. | Can store + share Office docs. More limited co-authoring. |
| Specialized Tools | Wikis, blogs, custom lists, calendars, alerts, workflows, version approvals, and policies. | Only basic document management and sharing. |
| Integration With Other Microsoft 365 Apps | Tight integration with Teams, Planner, Stream, Yammer, Power Automate/Apps. Works as a hub for apps. | Limited integration with a few Microsoft 365 apps. |
| Hub for Team Sites | Provides intranet portal with pages, documents, lists, calendars, and team news. Better for project team sites. | Not intended as a hub for team sites. |
| Search Capabilities | Sophisticated search across all content and metadata. Refine search filters. | Basic search is limited to file names and text content. |
