When to Use SharePoint, Teams, or OneDrive in Microsoft 365

How do you know what Microsoft 365 tool is the right one for your specific need? Here is a quick summary of some use cases:

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Why would I use SharePoint directly?

Information Architecture: Structured navigation, pages, libraries
Permissions Control: Granular access by site, folder, document
Document Management: Metadata, versioning, content approval
Enterprise Portals: Department homepages, HR sites, Knowledge Base
Automation: Power Automate, Power Apps, SharePoint Lists

Why would I use Teams?

Chat-first collaboration
Ad-hoc file sharing in channels
Notifications & quick access to shared documents
Great for fast-moving projects, not for long-term storage

When would I use OneDrive?

Personal file storage
Drafts or WIP files are not yet ready for team sharing
Sync files to your local device
Sharing individual files with specific people

Here are some real-world Scenarios:

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Some Final Thoughts:

SharePoint is your foundation for structure, control, and scale
Teams is your fast lane for communication and teamwork
OneDrive is your desk drawer for personal documents
Tip: If you can’t find it later, you probably stored it in the wrong place!

Questions?

IT can help map your use case to the right tool.
Use governance policies to keep it clean and searchable.
Contact: IT Help Desk HelpDesk@Cascadeng.com