OneDrive and SharePoint are where your business files live in Microsoft 365. This guide explains the difference between them, then shows how to upload files and folders, sync them to your PC or Mac, share them safely inside and outside your business, and recover anything deleted by mistake.
OneDrive or SharePoint: which should I use?
| OneDrive | SharePoint (and Teams files) | |
|---|---|---|
| Think of it as | Your personal work drive | Shared team drives |
| Who owns the files | You. Others only see what you share | The team or business. Files stay when someone leaves |
| Good for | Drafts, your own documents, backing up your Desktop and Documents folders | Company documents, client folders, policies, anything several people work on |
| Storage | 1 TB per licensed user | 1 TB per organisation plus 10 GB per licence |
Every Microsoft Teams team automatically has a SharePoint site behind it. The Files tab in a Teams channel is SharePoint, so you can use either app to reach the same files.
Before you start
- Sign in at office.com with your work email address, then open OneDrive or SharePoint from the app launcher (the grid of dots at the top left).
- Use Microsoft Edge or Google Chrome for the best experience when uploading folders.
Upload files and folders
- Open the right place. In OneDrive, go to My files. For a team, open the SharePoint site (or the Teams channel's Files tab) and its Documents library. Open the folder you want to upload into.
- Select Upload (or Add new → Files upload), then choose Files or Folder.
- Pick the files or folder on your computer and select Open or Upload. A progress bar appears at the top of the page.
Individual files can be up to 250 GB. Some characters (such as " * : < > ? / \ |) aren't allowed in file names, and very long folder paths can fail to upload, so keep folder structures reasonably shallow.
Sync files to your computer
The OneDrive app (built into Windows 10 and 11, and free for Mac) keeps a copy of your cloud files in File Explorer or Finder, so you can work with them like normal folders.
- Sign in to the OneDrive app. Select the cloud icon by the clock (Windows) or in the menu bar (Mac). If it isn't signed in, enter your work email address.
- Back up your PC folders (recommended). In OneDrive Settings → Sync and back up → Manage back up, turn on Desktop, Documents and Pictures. They're then protected if your computer is lost or fails.
- Sync a SharePoint or Teams library. In the browser, open the library and select Sync, or use Add shortcut to My files so it appears inside your OneDrive folder.
- Save disk space with Files On-Demand. Files show a cloud icon when they're online-only and download when you open them. Right-click a folder and choose Always keep on this device for anything you need offline.
Share files and folders
- Select the file or folder and choose Share.
- Check who the link works for by opening the link settings. Options include Anyone (no sign-in needed), People in your organisation, People with existing access and Specific people. Your administrator may hide some of these.
- Choose view or edit. For external people, consider Can view, an expiry date and blocking download for sensitive documents.
- Enter names or email addresses and select Send, or select Copy link to paste it into an email yourself.
To see and remove existing access, select the file → Manage access. External people usually verify themselves with a one-time code sent to their email address.
Recover deleted or overwritten files
- Recycle bin: deleted files stay in the OneDrive or SharePoint site's Recycle bin for 93 days. Select the file and choose Restore.
- Version history: select a file → Version history to see earlier versions and restore one. Ideal after an accidental overwrite.
- Restore a whole OneDrive: after a mass deletion or ransomware, open OneDrive Settings → Restore your OneDrive to roll back to any point in the last 30 days.
When someone leaves
Before deleting a leaver's account, move anything the business needs from their OneDrive into SharePoint. When an admin deletes the user, their manager (or another person you choose) can be given access to the OneDrive for a limited time. See Remove a leaver (keep their email and OneDrive).
Troubleshooting
Upload or sync is stuck
Check the file name for blocked characters, that the full path isn't extremely long, and that you have enough storage (shown at the bottom of the OneDrive page). In the OneDrive app, select the cloud icon to see the specific error, or pause and resume syncing.
The Sync button doesn't open the OneDrive app
Make sure the OneDrive app is installed and signed in with your work account, then try again. In Edge or Chrome, allow the site to open the OneDrive app when the browser asks. Add shortcut to My files is a reliable alternative.
An external person can't open my link
The link type may be restricted to your organisation, or external sharing may be turned off for that site. Share again with Specific people, or ask your administrator to check the site's sharing settings.
Last reviewed: October 2026
