Microsoft 365 File Collaboration Tools
When selecting the appropriate collaboration or file storage solution team size, workflow, and team member preferences should be taken into account. Consider that the most familiar option may or may not be the best fit for your needs.
OneDrive
Individual file storage, limited sharing
- Personal library of files
- Private until you share your files
- Can share individual files or folders
- Best sharing practice is for short-term viewing or editing
- NOT for longer term access and collaboration -- Use Teams or Outlook-based M365 group instead
- Cannot share files externally (with users outside Madison College)
Microsoft Teams
Collaborative file viewing and editing with flexible communication options
- Best for group file sharing and editing, especially for longer term projects or efforts
- Files shared on Teams are available right where you are having chat conversations and online meetings and calls, and your team owns them together
- Creating a team or private channel in MS Teams automatically creates a Teams-connected site in Sharepoint
- Documents shared in Microsoft Teams are automatically stored in SharePoint
- Automatically creates or can be linked to existing M365 group, which includes:
- Shared inbox with email address that can function much like a traditional distribution list
- Shared calendar, planner, OneNote notebook
- SharePoint document library and SharePoint Team Site
- Best practice is to have more than one owner per Team
Outlook-based M365 groups
Email-based collaboration with group file storage
- Includes shared inbox with email address that can function much like a traditional distribution list
- Shared calendar, planner, OneNote notebook
- SharePoint document library and SharePoint Team Site
- Does NOT include chat and call functionality
- For additional chat and call functionality, an MS Team can be created using an existing M365 Outlook-based group
Get Help!
Need help getting started or selecting an appropriate collaboration or storage solution?
Microsoft 365 offers easy file storage and collaboration solutions. Current Madison College students and employees can:
- Download and install the Microsoft Office 365 desktop applications
- Access the web applications through the app launcher (waffle menu) in your student email on desktop
- Sign in to use Office on the web
- Download and install the Microsoft Office 365 mobile apps for productivity on the go
Sharepoint
OneDrive and Teams file sharing use SharePoint behind the scenes to store files and manage advanced permissions. You may notice some connections between these applications.
