When you create this file, you usually have some work to do on it before you want to share it with anyone. You generally create a file from scratch, a template, or save an older file under a new name so you don’t have to do much rework. Now, let’s expand on this in more detail. If the file is a living document (the most recent version is always the correct one), like a status report, list of key contacts, things like that, just use the one copy in a published zone and edit it there, in place. Re-publish the updates by saving over (overwriting/uploading over) the already-published version. When updating published files, work off the last version in your team’s SharePoint site (or Outlook Group/Yammer/Teams files) so you retain the version history. This usually means an intranet/communication site (if it’s meant for all to see) or a separate library or folder in your team’s SharePoint site (or Outlook Group/Yammer/Teams files) for your team’s future use. Publish your file to its intended destination.
Generally, this occurs in a SharePoint team site. Do not use OneDrive permissions in OneDrive quickly become nightmarish.
🙂Īfter years learning from various organizations on what works and what doesn’t, I believe this process is the best way to start. Hate mail will be forwarded to my trash bin. Keep in mind that this is a generalization of the process and what works for your team could be very different. I’m going to boil it down really simply first. It’s usually a three-step process, with plenty of looping of some steps. Think about how you generally create, update, and share files. So, when I reference SPO, it’s also applicable to files in Outlook Groups, Yammer, and Teams. But it’s still a team site in SPO, plain and simple. You just happen to access it and edit files through a different interface. If you’re using shared files in Outlook Groups, Yammer, or Teams, you’re using SharePoint Online in the background. (Sorry, I didn’t make these names, remember.) “SharePoint” means either SharePoint Online or SharePoint on-prem (the general sense).
I’ll get into much more detail moving forward, but just keep that binary relationship in mind: my stuff versus our stuff.įor brevity’s sake, in this post I’m going to refer to OneDrive for Business simply as “OneDrive”, but I mean the one that comes with your work account. And SharePoint is like the shared drive/network drive/file share. OneDrive is like the personal drive you likely have or had at work it’s also similar to your My Documents folder. When you’re ready to collaborate, get input, ask for reviews, that’s when SharePoint comes in. But also drafts that you’re not ready to share with your team. The simplest way to say it is: OneDrive is for my stuff and SharePoint is for our stuff. OneDrive versus SharePoint: the big question.
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