Mastering Microsoft 365: Should I store files in Teams or OneDrive?
We often get questions about when to use Teams and when to use OneDrive for Business. In general, it is best to use OneDrive for Business for storage of files that are not shared or may need to be shared temporarily. Microsoft Teams is great for sharing files and long-term collaborations with other users.
Both OneDrive and Teams help secure your files and let you access them from any device. Both also also let you collaborate with others on the latest version of a file instead of sending around different copies, resulting in outdated versions and multiple versions of the same file.
Use OneDrive to store:
- Your individual work, such as files that include private info.
- Early drafts of file that you don't want to see yet, you can move them to a Team later when you are ready to move them available to the team or org.
- Video overview: Get started creating, managing, and sharing files in OneDrive and SharePoint - Microsoft Support
Use Teams Files to store:
- Team Project Files.
- Any resources that should be owned by the business or group even if you leave the organization.
- Video overview: Collaborating with Groups, SharePoint, and Teams - Microsoft Support
For additional details about storing files, visit: Collaborating with Teams, SharePoint, and OneDrive - Microsoft Support.
Job aids on the Administrative Resource Center (ARC) can help you learn the finer aspects of using these tools (login required). If you need additional help, the IT Service Desk offers 24-hour support, seven days a week.