With so many applications within the Microsoft 365 environment it can sometimes be difficult to decide where to store your files and the most appropriate way to share your files. No one can tell you how you have to work in the system. We can provide guidance on the different options that are available to you. This document should help you make the decisions that will work best for you and your area.
Before deciding where to store something make certain you understand the differences and similarities between OneDrive and Teams.
Visit the feature comparison chart to see what Teams and OneDrive offer
File Storage Guidance for Sharing and Collaboration
Deciding where to store a file is really determined by who will or may need to also access the files.
I want to save a file, and I am the only one that needs to access it.
In this situation it would be best to store the file in your OneDrive account.
Your OneDrive storage functions very similar to your local storage, and you can create folders and files for your use. Develop a storage strategy that works for you.
I have a file that one or two other people need to see, but I do not plan on collaborating.
In this instance one simple option would be to store the file in your OneDrive account and then you can share the file or folder with the individuals that will need to see the file.
Share Files in OneDrive with Specific People
This method will allow you to share with specific people and control the level of access they have. You can also remove their access to the file at any time.
There are drawbacks to using this method. If you leave the university for any reason, no one else will have access to the files because they are still owned by you and stored in your OneDrive account. Versioning is not carried over if the file is transferred to another owner. You can share and edit from your OneDrive account, but then you need to remember to move the files if you leave the university for any reason and the files will lose all versioning.
I have a file I need to share with a known group of people, and we will need to collaborate on the file.
The moment you need to provide editing access to a file you should consider placing the file in a Team. A Team allows anyone on the Team to have access to the files that have been stored in the Team. This allows live real time collaboration, either in a meeting or on the fly between Team members.
I need to share a file, and I do not know who will need to see it.
This used to be called Anonymous linking in our older cloud storage systems. In order to share a file anonymously (meaning not locked to a specific person, organization or email address) it should be placed in a Team with Anonymous linking enabled. This is NOT enabled by default. You must contact the IT Service Desk and request the Team have anonymous linking enabled.
We have created a simple video to show the anonymous linking process. If you try to create an anonymous link from a Team and you do not see the correct options or they are grayed out, your Team is not enabled for anonymous linking.
Once files have been stored you may want to have fast access to them, move them around or transfer ownership. There are many guides available on the Teams and OneDrive pages to help you with all of these tasks. Here are some of the most requested.
Moving Files from OneDrive to Teams
Sync with OneDrive for Business
Important Information
- OneDrive is your storage location
- Files can be shared from OneDrive
- Files can be shared from a Team
M365 Accessibility Info Alert
If you have a disability and have trouble with any Microsoft 365 product, please reference the Microsoft Accessibility Disability Answer Desk where you can contact Windows and Office accessibility support through various methods. If you require additional support, please call the Ohio State Accessibility Helpline at 614-292-5000.