Understand Files in OneDrive, Teams and SharePoint

Questions

  • When should I use OneDrive, Teams, or SharePoint to save my files?
  • Where do files shared in Teams chats and channels actually get stored?
  • Can I move files from OneDrive to SharePoint or Teams?
  • How can I work on files offline?
  • What are some tips for keeping my files organized?

Environment

This article is for anyone using Microsoft 365 to store and share files, whether you are working alone, sharing drafts, or collaborating with a department or project team. Microsoft 365 combines OneDrive (your personal storage), Teams (for teamwork and real-time collaboration), and SharePoint (the file system behind Teams and organizational libraries). Understanding how the three work together helps you store files in the right place, avoid duplicates, and keep documents secure and accessible from anywhere.

Resolution

Use OneDrive for personal and draft files

  • Store files you are working on alone or have not shared yet.
  • OneDrive syncs to your computer so you can work offline.
  • OneDrive acts like your "My Documents," but in the cloud.
  • Share single files or folders directly when you need to collaborate one-on-one.

Use Teams files for collaboration

  • Every Team you create is backed by a SharePoint site where shared files live.
  • Files shared in a Teams channel are stored in SharePoint.
  • SharePoint files provide version history, permission controls, and department-level storage.

Move files as your work changes

  • Start working on a file in OneDrive.
  • When the file is ready for team editing, move it to a Teams channel for collaboration and team access.

Sync for offline work

  • Use the OneDrive sync app to sync both your OneDrive files and SharePoint libraries to your computer.
  • Work offline, and your edits sync when you reconnect to the internet.

Quick guide: where to save

Scenario Where to save
Working on a draft alone OneDrive
Sharing a file with one person OneDrive (shared)
Project collaboration Teams (stored in SharePoint)
Department documents Teams (stored in SharePoint)

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.
Print Article

Related Articles (8)

Best Practices and Limitations in Teams, SharePoint, and OneDrive
A reference guide to the key recommendations, restrictions, and limits for storing and collaborating on files in Microsoft Teams, SharePoint, and OneDrive at Bowdoin. Covers Teams and channel structure, file and folder management, storage and sync limits, external sharing, retention, and Team lifecycle.
Best Practices for Renaming and Moving Shared Files in OneDrive and Microsoft Teams
This article explains how to safely rename and move shared files in Microsoft OneDrive and Teams without breaking existing links or disrupting collaborators. It covers best practices for Bowdoin faculty, staff, and students to avoid common pitfalls when reorganizing shared content. Following these guidelines helps prevent broken links, lost access, and sync errors.
How to Recover Documents in OneDrive, Teams, or SharePoint
Step-by-step instructions for recovering a deleted document from the Recycle Bin in OneDrive, Microsoft Teams, or SharePoint, including how to check the second-stage Recycle Bin. Notes the 93-day total retention period after which items are permanently deleted.
How to Sync Teams Files to Your Computer and Move Network Files to Teams
This guide explains how to sync Microsoft Teams files to your laptop for offline access, manage them directly in File Explorer (Windows) or Finder (MacOS), and move files from local drives or network file shares into Teams channels.
Tips for Using Microsoft Teams to Access Files
This article is for individuals using Microsoft Teams and SharePoint through Microsoft 365 on desktop, browser, or mobile. It is especially helpful for users who are new to working with shared files in Teams and want to understand how to store, access, collaborate on, and manage documents.
Transition Department Files to Microsoft Teams
A step-by-step guide for departments moving shared files from the Microwave department drive (J:) to Microsoft Teams, in partnership with the Service Desk. Covers requesting help, designing a Team structure, reviewing and grouping files by destination, and completing the transition.
Using Metadata and Tags with Files in Microsoft Teams and SharePoint
Explains how to use metadata columns to organize and find files in a Microsoft Teams channel, and how to create and use tags to @mention a group of team members. Covers adding metadata in grid view and managing tags for a team.