OneDrive or SharePoint? Where Your Toronto Business’s Files Should Actually Live

If your business runs on Microsoft 365, you’ve got two places to keep files: OneDrive and SharePoint. Most people are never actually told the difference, so files end up scattered across both, plus Teams, plus a few desktops for good measure.

That’s how you end up with the familiar headaches — a file nobody can find, a document only one person is able to open, a scramble to recover someone’s work after they’ve left. The rule for where things should go is simple once you understand what each one is actually for.

What each one is for

OneDrive is your own space — think of it as the cloud version of the old My Documents folder: your working files, private to you unless you choose to share them. It’s the right home for drafts and anything only you need.

SharePoint is the team’s space. It’s built for files with shared ownership — the documents your team, your department, or the whole business works on together. Microsoft’s own guidance is blunt about it: working alone, save to OneDrive; working as a team, save where the team works.

Where Teams fits into all this

Microsoft Teams confuses this for a lot of people, because it looks like a third place to keep files. In reality, when you upload something to a Teams channel, it’s stored in that team’s SharePoint site — the Files tab in Teams is simply a window into SharePoint.

So if your team already works in Teams, your shared files are already sitting in SharePoint, whether anyone realized it or not. That’s a good thing: it means the files carry shared ownership rather than belonging to one person’s account.

So where should your files actually live?

The rule that keeps this simple: if it’s your own draft, or something only you need, it belongs in OneDrive. If the team needs it, more than one person works on it, or it’s a client or project file, it belongs in SharePoint — or the Teams channel for that project, which amounts to the same thing. Don’t leave important shared files sitting only on someone’s desktop, or only in their personal OneDrive.

Sharing files the right way

Where a file lives also changes how you share it. Share something from your OneDrive and you’re sending people into your personal space, usually via a link tied to your account. That works fine day to day, but if you leave the company or the file moves, those links can quietly break — and whoever relied on them is stuck.

In SharePoint or a Teams channel, the right people already have access, because ownership belongs to the team rather than to you. Point a colleague to the folder and they’re in, with no one-off links to manage. It’s also worth sharing a link instead of emailing a copy — when everyone opens the same live file, everyone’s looking at the current version, instead of five slightly different attachments floating around five different email threads.

Why this actually matters

Consider what happens when someone leaves. Their personal OneDrive isn’t shared by default, so any important work kept only there can be genuinely hard to reach. Microsoft holds a deleted user’s OneDrive for 30 days by default and gives the manager access — but that turns into a race against the clock, and under PIPEDA it’s worth being able to say confidently where a former employee’s client files actually ended up. Files kept properly in SharePoint stay with the team regardless of who comes and goes — one more reason file organization sits inside good IT services rather than off to the side as its own project.

It also makes files far easier to find. When the team’s documents live in one shared SharePoint library, people know exactly where to look, instead of hunting through inboxes and personal drives. And it helps you recover from mistakes: both OneDrive and SharePoint keep older file versions and a recycle bin, so if a document gets overwritten or ransomware scrambles your files, you can roll back to a clean version instead of starting over from scratch.

How to get it right, starting now

Put shared work in SharePoint or Teams — anything the team works on together belongs in a shared library, not in one person’s OneDrive. Keep OneDrive for your own drafts and personal work, but don’t let it quietly become the only home for something the team actually needs. Get files off local desktops entirely; a file saved only on a laptop isn’t backed up, isn’t shared, and is simply gone if that laptop is lost or stolen. Agree on a shared rule as a team — “client files live in the client’s SharePoint folder” saves endless confusion down the line. And when a file gets changed or deleted by mistake, use version history to restore it rather than redoing the work by hand — something our Microsoft 365 support clients rely on more than they’d expect.

Frequently Asked Questions

What’s the difference between OneDrive and SharePoint in one line?
OneDrive is for your own work files. SharePoint is for files your team shares.

Where do files uploaded to a Teams channel actually get stored?
In SharePoint. Every team has a SharePoint site behind it, and the Files tab in a channel is simply a view into that site.

Should I keep work files on my computer’s desktop?
Try not to, for anything important. A file only on your desktop isn’t shared or backed up, and it’s gone if the device is lost or damaged. Save it to OneDrive or SharePoint instead, where it’s protected and reachable.

What happens to files in someone’s OneDrive when they leave?
By default, Microsoft keeps a departed employee’s OneDrive for 30 days and gives their manager access, and that window can be extended if set up in advance. It’s recoverable, but far easier when shared work was in SharePoint to begin with.

Can I get back a file that was deleted or changed by mistake?
Usually, yes. Both OneDrive and SharePoint keep a recycle bin and older file versions, so you can restore a deleted file or roll back to an earlier one. Your IT provider can help if you can’t find it yourself.

Prepared by the EB Solution team — Microsoft 365 and managed IT support for businesses across the Greater Toronto Area. Not sure where your team’s files actually live right now? Ask our team for a quick audit.