Microsoft 365 productivity tools can be used for storage and collaboration across your team or department. OneDrive, SharePoint, and Teams are applications available to everyone at Penn State. You can use these three applications to communicate, collaborate, and store files easily and effectively. Check out these 5 tips for increasing productivity using the Microsoft 365 applications OneDrive, SharePoint, and Teams!
1: Know the difference between web and desktop versions.
The web version of these applications is online, and you can only access OneDrive, SharePoint, and Teams on the web when you are connected to the internet. They come to you from a remote server when you use your browser to open any of them.
The Desktop applications, on the other hand, are programs that you download and install on your device. You can pin them to the taskbar at the bottom of your screen on your PC, or in the dock on your Mac, for easy access.
SharePoint is available online only; there is no desktop version of SharePoint. Teams is available via the web and desktop, but you won’t be able to use it to communicate using the desktop version unless you are connected to the internet.
You will notice minor differences when working in a desktop version versus working from the web browser. The document you open in the web browser is the same as the document you open in the desktop app, but some features work differently in the two environments.
2: Store private documents in OneDrive.
OneDrive is your own personal cloud storage. Files stored in OneDrive are PRIVATE until you decide to share them with others. OneDrive should be used to store drafts of documents that you aren’t ready to share with everyone on your team. Use OneDrive when you want to share with small groups, not large groups. When you’re ready to share your document with a larger group or even your entire team or unit, simply move the document from OneDrive to SharePoint.
Learn more:
- Download and Access Through Your Penn State Microsoft 365 Account
- Share Files and Folders with Permissions via Link or Invitation
- Work Simultaneously with a Coworker
- OneDrive: An Introduction (Instructor-led training)
3: Store shared documents in SharePoint.
SharePoint is a shared online website. Any files stored in SharePoint are automatically visible to anyone with access to that site. You can use SharePoint to organize class materials, store files, and organize workflow. SharePoint should be used to store documents that you want others to see and work on with you. Store documents in SharePoint if you want the entire team to have access to them automatically.
Learn more:
- Download and Access Through Your Penn State Microsoft 365 Account
- Get to Know SharePoint Online
- SharePoint: An Introduction (Instructor-led training)
4: Collaborate using Teams.
Teams is a chat-based workspace for people to communicate, share, and collaborate on files together in real time. You should use Teams to keep your work organized within your department or unit. It is a great space for ongoing communication, it is fast, and with very low effort. It is the best space for collaborating with small or large groups.
Learn more:
- Download and Access Through Your Penn State Microsoft 365 Account
- Get to Know Microsoft Teams
- Microsoft Teams: Getting Started with Online Collaboration (Instructor-led training)
5: Find documents shared in Teams.
If you share a file in a Private Teams chat (as in a 1-1 chat), that file will be stored in OneDrive (in the Microsoft Teams Chat Files). The OneDrive app allows you to search, sort, and filter files based on origin (created by you, shared by you, shared with you, etc.). If you share a file in a Teams Channel post, it will be stored in SharePoint and in the Files tab at the top of the Teams channel. Files stored in SharePoint can be accessed via Teams or the SharePoint app itself.
Learn more: