Which tool do I use and when?

If you are new to Microsoft 365 and the different applications available for storing and managing information you may wonder what the differences are between SharePoint, OneDrive and Teams and why you would choose one over the others for storing certain information.

In this article we give a very quick summary of the differences. If you want more detail, you can see a full rundown from Microsoft here: Collaborating with Teams, SharePoint, and OneDrive - Office Support (microsoft.com)

OneDrive

Storage for your personal work files that do not need to be easily accessible to others, but can be shared with your colleagues if needed without having to duplicate the file by sending as an email attachment. If you're ready to start collaborating on the file with your team it can be seamlessly moved into Teams.

Teams

Storage for Project or Team files being worked on by multiple people but not ready to publish to the whole organisation, with the ability to have conversations ad-hoc or around specific files. Once your team has finished their collaboration and produced an output, that can be added to Atlas to promote it to the rest of your organisation.

SharePoint (Atlas)

Your Digital Workspace. Published organisational and departmental content such as News and Events, Documents, Knowledge and FAQs, often visible to the whole organisation. Information published to Atlas should be complete and accurate so that anyone who reads it can rely on it, and therefore should also be regularly updated to ensure it stays accurate.