Microsoft OneDrive and SharePoint
Quicklink(s)
Microsoft OneDrive and SharePoint, when used with work and school accounts, offer cloud-based collaboration and storage solutions. Both have received approval for UCI data usage by UCOP and the UCI Information Security team.
Key Features of Microsoft OneDrive
- Secure Storage
Safely upload, store, and download files in a secure cloud-based location and access them from anywhere, including your computer, tablet, or smartphone. - Securely Collaborate
Securely share files and give others permission to edit files and work on them at the same time.
What Differentiates OneDrive and SharePoint? Which Service Should I Use?
OneDrive is primarily a personal cloud storage service for individuals
- With OneDrive each person has their own OneDrive account. You can store personal files in your OneDrive and share files and folders with others.
- OneDrive allows you to access files from anywhere and on any device, and you can share files with others and collaborate on them in real time.
SharePoint is a collaboration platform for teams and organizations
- SharePoint allows teams to collaborate on documents, lists, and other content in a centralized location. SharePoint is not only a file storage platform, it provides a wide range of features which include document management, team collaboration, project management, and workflow automation.
- SharePoint can be used as a shared or group OneDrive account. SharePoint sites include owners and members of the site. If ownership or membership changes, the contents of the site persists. This helps maintain the continuity of data for a department or school when people’s roles change or they leave the organization.
- Getting Started with Microsoft OneDrive at UCI
Learn more: “Should I save files to OneDrive or SharePoint?” from Microsoft Support
Capacity
- 100 GB – 1 TB* of storage in Microsoft OneDrive for employees
- 25 TB* of storage in Microsoft SharePoint
- In August 2023, Microsoft announced that tiered storage and costs will be in effect in the future.
*Microsoft reserves the right to change its default storage offering according to the terms of the UC systemwide contract.
OneDrive and SharePoint Account Types
OneDrive Individual
Each Microsoft 365 user has their own individual storage area.
Example: OIT-managed users will have their Desktop, Documents and Pictures folders synchronized with OneDrive Individual.
OneDrive Shared Document Library: With External File Sharing
Can be set up to store both internal and external collaborative files.
Example: Units that have a need to share files with contacts or sources outside of UCI will have a OneDrive Shared Document Library with external sharing enabled.
Getting Started
- How can I access OneDrive and SharePoint from Office 365?
- What Microsoft OneDrive and SharePoint training resources are recommended?
- Microsoft SharePoint – Getting Started
- SharePoint Site: Microsoft OneDrive Shared Document Library – With External Sharing
- How to Securely Share Files in OneDrive and SharePoint
- How to unsync P3/P4 data that should not be synced with OneDrive
- How to restore OneDrive Files
- Additional SharePoint Features (not found in OneDrive)
More OneDrive Questions from OIT’s Knowledge Base
Need more help?
Google Workspace to OneDrive
With upcoming storage limits in Google Workspace, you may be interested in learning more about migrating from Google Workspace to Microsoft OneDrive. Learn more about migrating from Google Workspace to Microsoft OneDrive.
OneDrive Cloud Migration for OIT Managed Clients
Your files are moving to the cloud!
OIT is migrating select OIT-managed clients to Microsoft OneDrive for increased security, automatic backups, easy access, and secure collaboration.
- OneDrive Cloud Migration Project
- One-Drive-Migration-Infographic (PDF)
- OneDrive Cloud Migration Announcement
Migrating from Webfiles to OneDrive
The Webfiles service is being phased out. OIT recommends using OneDrive as an alternative. It is the only alternative for High-risk Data (P3, P4)
AT A GLANCE
REQUIREMENTS
An active UCI Microsoft 365 account
COST
No additional cost