When do i use Onedrive and when to use SharePoint

Often I get the question when you save a file in OneDrive or in SharePoint, this is a common question from customers and colleagues when doing a migration. This is mainly because you can use both platforms to store files and collaborate. Yet there are major differences in the platforms which may affect the way you work significantly.

Save files to OneDrive for business

OneDrive for Business is an application that allows to save files locally and in the Cloud. From OneDrive for Business it is possible to synchronize files across multiple devices and share those files with others.
But when do I put the files in OneDrive for business and when do I store it in SharePoint Online.
Below you find a number of reasons when you use OneDrive:

• If you do not plan to share them with others.
• A small group of people working on files.

When you work on files that are not directly related to a project and are only important for you but you want the ease to share with others. Then you can make the best use of OneDrive.

Save files to a SharePoint team or project site library

A SharePoint site is a place where users can collaborate on files and ideas. The team site is set up so that users of the team site can communicate with each other. In addition, a team site is more like workflows wiki’s and the task functionality so that the team can work better together.

• You want to place a file on the team site when it is important for the team.
• If you want to have more influence on the rights which are distributed.
• If you want to use Workflows for approving documents and other files
• If you expect that all related files of the project are in the team site.
• If you want to use extended metadata and this will trigger a checkin and check out

A Project site is designed so here are the key components to run a project.
• You want to place a file on the project as it is important for the project.
• If you want to have more influence on the rights which are distributed.
• If you want to create tasks for team members which have linked a document.
• If you expect that all related files of the project are in the team site.
• If you want to use extended metadata and this will trigger a check in and check out
• If you want a place where you can run your basic project management and have features like tasks and timeline at your disposal.

In some cases, you can make the best use of Office Groups. The Groups functionality includes a OneDrive for business that focuses on a small set of people. Groups is actually a SharePoint team site with the functionality of OneDrive for Business and SharePoint library. Where you have a calendar, email address and OneDrive will also now added Yammer. In the modern teamsite the Group functions are also offered in a team site.

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My Onedrive for business can’t sync

My OneDrive for business can not synchronize with Office365. We know that an update to an document or folder can çreate an error in the sync. There are some problems with OneDrive where you are not authorized by your system administrator to solve this issue. If the problem is very harsh and you or the administrator want to resolve this issue you sometime need to create a call with the Office 365 support team.

Luckily there are plenty of things you can do with OneDrive Restore.

Actually, there are always a few things you already need to do and know before you sync using OneDrive for business.

Think of it as a URL that you enter when you search in your browser each / example is a folder, but if for example you have a file with the following name “a new way to sync Version 80/20 note.doc” this causes the same problems when you use the & sign the document will not synchronize and you get red crosses.

The complete list of characters that can not be used (in dutch only).

There is also a problem when a file is longer than 255 characters. This can happen when you have a file with only 10 characters, probably the file is in a folder within a folder, etc. for example “C: \ Users \ Documents \ private \folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\note.docx”

Also, there is currently still a problem that your personal OneDrive exceeds 20,000 files. a smart temporary solution isto merge any files in a .zip file if you have for example a store with lots of files you used purely for backup, it is interesting to zip these files so that for example in 2000 become one file.

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How to hide the OneDrive Synclink from Navigation and Library’s

A common question that I am asked on a daily basis is how can we hide ‘One Drive’ or ‘Newsfeed’ from the Top Navigation bar?

Well Thanks to an update a few month’s back it’s now extremely simple to do so:

Browse to:

https://companyname-admin.sharepoint.com/_layouts/15/online/TenantSettings.aspx

HideOneDrive

Scroll down to the bottom of your page  Save your changes and you are done

You can also remove Onedrive sync fuctionality from a Document library or another app.

Go to the sitesettings of the library you are in.

3

Select Search and offline availability. And change the Download to offline clients to NO.

searc

offline

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