OneDrive vs SharePoint vs Teams

[@d.peters8797]

A few comments: • For those watching closely, you probably noticed that David had two Xconsulting folders. Those are both OneDrive controlled directories but one shows files stored in OneDrive and the other represents files stored in SharePoint libraries. Files cannot be synced between these two directories no matter how nice that would be. • There is no way to sync FROM an existing OneDrive folder on your computer to Sharepoint (or Teams) no matter how much sense that makes. • There is no easy way to set up bi-directional syncing for multiple users between OneDrive desktop sync and a Sharepoint library. Final observation. You may or may not have noticed from viewing this video that these various MS tools force the user to create separate, duplicate files. You can upload to a chat but these are not synced to anything. The upload creates a new file. You can upload from OneDrive to Teams but again, not synced. For an enterprise environment, this is highly problematic since there is no versioning. People can open files and mod them from inside Teams but other versions exist elsewhere. The expected behavior of syncing files: Teams OneDrive Sharepoint Teams, does not exist.

[@learnspreadsheets]

These are all valid points... it’s hard to sync between onedrive and SharePoint (you would need power automate or something), and yes uploading to Teams does create a duplicate, so it doesn’t move it but creates a copy. Another nuisance for me is that if someone else externally shares a onedrive/SharePoint folder with you it’s not possible to sync it locally, you only have browser access

[@sarkisi]

Thank you ! I was suspecting that ! So it seems that we should keep the Onedrive and Sharepoint and all the nice little toy apps out of ANY file handling ( I did not really get a clear idea if for example Sharepoint sites or group files or Onedrive personal folders and files vs. Onedrive group files and folders et al are totally separate or only partially separate or not separate at all) Do we have any tool at Office 365 that shows the raw file system without the apps blocking our view up or down ? Do the Onedrive and Sharepoint Online file systems have a shared root or are they both part of some hidden root file system ?

[@youabsolutelegend1265]

thanks. multiple versions of files indeed. nightmare

[@abomohammadafif9156]

D. Peter S It seems like Onedrive is a one document library of sharepoint that has different interface and can’t be accessed through sharepoint.

[@veenahegde7441]

@@learnspreadsheets I have a hard time syncing files between teams and one drive on android phone.As a teacher I annotate assignments on one drive app on mobile but for many files the changes are not reflected on teams when I open the same assignment on teams.update failure and redundancy in files

[@goodjohn1441]

My f```king eardrums

[@learnspreadsheets]

Sorry! I’ve done videos at lower volumes since

[@raymondadamsjr5632]

There's a lot of good information here, but good lord man you blew my eardrums out with your audio levels.

[@learnspreadsheets]

Thanks for the feedback, it was an early video for me so my volume is adjusted now! Check out my recent videos for a different style!

[@rolo1054]

A fair bit to take in for someone new to 365, but your video and sequence is very well laid out. I’ll probably watch it again as I give it a try and probably get stuck here and there. Thanks for putting this up.

[@learnspreadsheets]

Thanks for the feedback! Yeah it’s a lot! But appreciate the commitment, I’ve got other simpler ones coming out soon

[@inayathn0]

One of the best video to know about the differences between these 3 products. Thanks for explaining David. keep uploading like these kinds of videos.

[@learnspreadsheets]

Thanks so much for the kind words! Yes I will keep doing more similar ones 😃

[@bwkgroup9860]

Liked after 15secs. Good visual comparison and examples

[@learnspreadsheets]

Thanks! Appreciate your support 😃

[@jhtrico1850]

Thank you. I was intimidated at the 15 minute video, but everything makes sense

[@learnspreadsheets]

Glad you liked it!!! I‘be got similar ones coming out soon too!

[@Mel-rt3hb]

Thanks! This was indeed useful! Office 365 can be really confusing!

[@learnspreadsheets]

Glad you liked it

[@caz1229]

I like this video - the sequence and the way you explain things is good. My suggestions for improvement are: 1. keep your voice to the level its at when you start talking about a private garden'. 2. close any windows/ internet tabs that you don't need so it doesn't clutter the screen, 3. only move the mouse when you need to perform an action. In certain parts it moves 'a lot'.

[@learnspreadsheets]

Thanks for the feedback! Much appreciated, and glad you like it

[@RedWingCody]

Thank you. I was confusted between the "Sync" option and the "Add Shortcut to OneDrive" option

[@learnspreadsheets]

Glad you found it useful. The add shortcut to onedrive is a great video but newer since I made this

[@Usavoicedata]

David is there a way to have applications select my OneDrive for Business folder instead of my Personal OneDrive folder? I am trying to use Zapier to create a folder within my OneDrive for Business folders, yet all that comes up when I try to select the OneDrive folder to put the new folder in is my Personal OneDrive folder (and Zapier doesn't have an integration with Sharepoint). Thanks Sam Sansome

[@learnspreadsheets]

Sorry I’m not too familiar with Zapier. From quick research it seems like it works with onedrive for business though. Also Microsoft make their own “zapier” equivalent called “power automate” which may be worth exploring?

[@mownaveena]

Is there a way to protect files on the sharepoint/teams files so that they cannot be altered or deleted by other members or even owners when there are multiple owners? Thank for the clear explanation of One Drive/Sharepoint/Teams! So helpful.

[@learnspreadsheets]

Owners can do pretty much anything including changing permissions on files. SharePoint has a file 'checkout' feature which locks a file to the user who checked it out. But a site owner could just check it back in again if they wanted. When you select a file in a SharePoint document library, you can select a Manage Access menu option. You could remove the owners group and other specific permissions while giving yourself specific full access permissions. experiment with these permissions before applying it to something important.

[@huggekarlsson]

DAH F```k, please bring your volume down man,

[@learnspreadsheets]

Sorry! Thanks for letting me know!

[@dwang085]

jfc that scared the shit out me

[@theoscats]

watching it at 2am and I thought of the same thing

[@vincenttodd1818]

@@dwang085 holy crap me too. Dog ran off as well.

[@vincenttodd1818]

Good content though, so thanks for creating

[@tomotobe]

might i ask, if i open an shared document in teams , then i click to use the desktop version, after editing, will it be save automatically too? or do i have to click save?

[@learnspreadsheets]

If you use Teams desktop then it will definitely save automatically, if you use Excel/Word desktop then look for the “auto save” button on the top left, it should be on by default if you open a doc from Teams

[@kurtglaser6588]

We have Office 365. Can I have a folder on my desktop 'automatically' sync with a folder in Teams or Sharepoint? Or will I need to manually hit the sync button to keep the folders update today? Thanks

[@learnspreadsheets]

Hi yes you absolutely can sync it automatically. You need to download and install the sync client. Read more here: support.microsoft.com/en-us/office/sync-files-with-onedrive-in-windows-615391c4-2bd3-4aae-a42a-858262e42a49

[@marisolflandez3964]

extremely helpful! thanks!

[@learnspreadsheets]

Glad you like it!

[@johncrump328]

Good info but that initial loud “hello” was quite off putting- almost stopped right there.

[@learnspreadsheets]

Sorry about that, it’s one of my earlier videos, I don’t do that anymore. Thanks for the feedback

[@wannabedal-adx458]

So with Teams getting more and more functionality, Why do you need SharePoint??? Files being placed in various areas within Teams (Post, Chat, or the Team's file folder) and then those being sync'd to the business OneDrive account, I don't see a need to spend time with SharePoint!!

[@learnspreadsheets]

Yes Teams is much more convenient to access the files, but Share point will not go away... Teams is the front end user interface but the files still are contained within SharePoint. It’s like online shopping... you can go through the shiny website without needing to see the messy warehouse!

[@azeelia]

@@learnspreadsheets agreed

[@MarmiteChannel]

@@learnspreadsheets isn't Teams also like the family, friends, or romantic picnic in the public SharePoint park?

[@andrewjvelliott]

​​@UC_n2ciqNAkTdqBRHew2Emww I am trying codify how my business should use Office 365, a simple starting out video and some suggested system architecture diagrams would help a lot. For example if I set up a Team for a Joint Venture bid, then after the Bid is done delete the Team what happens to the Team mirror Sharepoint? - or should I set the Sharepoint first then a Team? but if I do that I seem to get another SharePoint site - Chaos and that's before we allow people to use One Drive as well , no one has an overview of where all our stuff has been put, corporate knowledge management a nightmare. Please Help!

[@fondaraley]

If I add a SharePoint Document Library to TEAMS - is there a way to filter the content in the SharePoint Library?

[@learnspreadsheets]

Thanks for the question! A SharePoint doc library shows in Teams in the file tab where there is a channel for that library, or are you asking about adding a new tab?

[@naomimarriott7345]

Can you tell me why, when I create a SharePoint Site and connect it to Teams, the folders I have created in SharePoint do not show up in Teams as a channel?

[@learnspreadsheets]

that's the way it works. but if you have created a folder in SharePoint, you can then go to Teams and create a channel with the exact same name and it will link to the folder you previously created using SharePoint. The most efficient process is to use Teams to create channels, which will automatically create the folder in sharepoint

[@אורןאוסטרייכר]

You are a KING! Thanks

[@learnspreadsheets]

Todah rabah! 😃

[@JoshMoore1]

So if a file gets uploaded into a chat, it looks like it then gets saved into the "Files" tab in the chat, which won't stay in sync with the file in your personal One Drive - is that correct? If so, what is the recommended way of sharing a One Drive file in Teams chat where you want some collaboration input?

[@learnspreadsheets]

Hi josh, it gets saved into the files tab correct, but it also goes into your OneDrive for business. In a folder called “Microsoft Teams Chat Files”, let me know if that doesn’t make sense and you want more explanation

[@maryc2613]

Right but then how do I manage all these different versions? I wanted collaboration on a personal “one drive” file so I put it in chat. Now there is a NEW version in “team chat files” and now I have two versions. Doesn’t seem any easier when it comes to version control when you put teams and one drive into the mix. I would think I’d rather just share my share point file via the file tab and NEVER in chat so there aren’t all sorts of versions out there. Thoughts, tips on best practices or where this is addressed - or is it a made up concern of mine?

[@sarkisi]

@@maryc2613 I think the Sharepoint or Teams is not very useful if smaller amount of people involved are distributed all over the Sharepoint database. More disadvantages than benefits. So, I think I found an old-fashioned way to do things: I set up the Office365 without any groups, sites or lists or anything fancy, let the Sharepoint Online do what it wants. We won't even look at it. Then I create a Teams which has only one channel , i.e. "us" in the company. After that I create the Files tab for "us" and create a file system like old network share: First we make a folder something like "Our Drive" . Nothing else there. Then under that we create "Users" "data" and "temp", below "users" I create user folders for their needs, they can continue there further themselves, below "data" I create folders for different set of people and projects, and the "temp" folder is for everything else, to be cleared occasionally. The chat file upload must not be used, sharing file copies person to person via Teams temp-folder would be better option. Security wise this is not like a file server, because everybody can access every file there. But if we want to collaborate, then we have to have access also to those resources ? People use Google Drive or Dropbox anyway, they are fast and we old retards know how to use them. So personal files to be kept at other cloud service, and that's it. If I want to keep some company files outside collaborated files, I activate the built-in "Wiki" tab, and put the specifications et al documents there. Of course originals somewhere mechanically stored. Planner tab will be added to include tasks. Of course we have to consider some form of backup, so we can download the " Our Drive" folder to the local computer, It seems to be a packed file named "Onedrive_[date].zip" . At least that was intuitive. I have not tried to restore the files, I suppose that won't happen as easy. You see, I am a bit frustrated, but this model works for us elderly people that have successfully used network resources and collaborated with other people since the eighties. And we have plenty of time to drink our coffee and chat with our smartphones between updating the Teams view, the file operations through Teams are so slow that the old times during Windows 3.11 workstation and Netware seem to be blazing fast.

[@franceslake573]

@@maryc2613 I'm struggling with this also. Bragged to my unit about how awesome it was going to work, and then it didn't. Now no one wants to use Teams anymore. It talks the talk but it doesn't walk the walk.

[@learnspreadsheets]

Thanks for the comments, Yes if a file is already on onedrive then you upload it to a chat it creates a new file, not ideal. In those cases it’s best to share a link in the chat and not drag and drop the file. I’m with you that it isn’t the best set up

[@ali2bbc]

Hi David. I need a Microsoft app where i create a folder were staff drop files e.g time sheets but can't delete them. How can i do it?

[@learnspreadsheets]

You have two options. 1. If it’s internal you can use Microsoft forms and create a question type that’s a file upload 2. Okedrive file request, it’s a feature that allows you to get people to upload files. support.microsoft.com/en-us/office/create-a-file-request-f54aa7f8-2589-4421-b351-d415fc3b83af

[@learnspreadsheets]

Is that helpful?

[@pareensoni6898]

Hi..Around May starting my hard drive got crashed when Covid19 lockdown is going, I can't purchase new hard dard, online shopping is also not available, and I want to recover my data (500gb) and store somewhere for few time, till I buy new hard drive, that's why I have searched in Google, and found KZbin video where they are providing 5TB storage space, so I opened this account by temporary email id,and got trapped. But I am not the admin person, I am only user who stuck in their trap by mistake, I want to take out my official data and it is showing Onedrive / SharePoint have been block, and while accessing onedrive it showing error "_layouts/15/Throttle.htm#1033" & "Something’s not right.The page you requested is temporarily unavailable. We apologize for the inconvenience, please check back in a few seconds". I can login M365 office but can't access Onedrive, please help if you can.

[@learnspreadsheets]

So sorry about that, I’m afraid I cannot offer advice on that

[@rfawkes]

is there a way to link a folder from one drive to teams (not just copying it)

[@learnspreadsheets]

Hey! Yes you can go to the Files section (from the left hand side navigator), go to the onedrive folder, right click then copy link, and send it in the chat/posts area 😃

[@Hartwell379]

I bought onedrive preset account in Lazada (Online shopping), the seller gave me my own email and pw. The account that seller gave me, I think belong in sharepoint group .Now I am confused, if the admin of sharepoint can see my files? As I understand in the first minute of this video.

[@learnspreadsheets]

Hi if you bought a personal copy of OneDrive then share point isn’t relevant. If you have a business version it comes with both, but personal is only OneDrive (I’m pretty sure)

[@Hartwell379]

Thanks! More power to your yt channel Mr. Benaim

[@nzlandcaretrust8812]

Great video. !

[@learnspreadsheets]

Thanks! Glad you liked it 😃

[@ahamed1618]

Thank YOU

[@learnspreadsheets]

Glad you like it!

[@fleagle66]

One is SharePoint, while the other is SharePoint. And the last one is SharePoint

[@learnspreadsheets]

Hehe yes true, behind the screens but it’s branded differently

[@iainblanks1607]

I know you mean well but there was far to much waffling, it was painful to view !

[@learnspreadsheets]

Ok thanks for the feedback, many have said they found the explanation useful, my other videos are usually more demo heavy than this one

[@vdamjanovski]

Isn't it funny, at the point of explaining SharePoint, around 40"~50" in the video, you show Mac's, a non-Windows OS?! I wonder when will Microsoft start simplifying things and make them user-friendly, rather than make them as complicated as possible, thus "user non-friendly". For example, why couldn't Microsoft make a simple, elegant and meaningful tool bars that do not have millions of icons and choices which take half an hour to go through and find what you can and can't do? Have you ever heard of "Human interface"? Simplicity and functionality as used by Apple and Humans...

[@MarkyGoldstein]

Google Drive isn't perfect, but it's way better than this.

[@janetrandle6882]

I think you need to give a more global understanding of how everything works together. It isn not clear from your presentation.

[@learnspreadsheets]

Thanks for the feedback, sorry to hear you didn’t find it totally clear

[@sarkisi]

@@learnspreadsheets I felt the same. Good presentation but left me kind of outside. We have the Office 365 small business license, 5 people to use it, plus some contractors. When I purchased the license a couple of years ago, I really did not know what to do with it ! I kind of thought that we can use the included Office online products and the programs themselves and get access to some easy collaboration tools and be happy then. (We did not have Teams at that time, that would have been even more difficult) I tried and tried different options and apps; eventually I had a big pile of crappy team sites, Office365 Groups and some factory groups in for of me, every time I tried something with some library, folder or group, immediately something was added somewhere else into the system. I hated the duplicates and all the non-working dead ends . All the Company[1...n] dummy sites, web pages, John[1..n] users, all the Serviceteam[1..n] team libraries and so on. Some factory groups like "all Company" came there too ( I think it was the Yammer app) . We now have got some working Teams system it is somewhere there in the pile of other crap, we do not know how it works or why it works nor if we can touch it at all ever again. Now, I have not yet seen a straightforward info how to CLEAN the company Office365 totally and start over, or is the only way to purchase a new Office 365 Enterprise license and change the name of our company, and use possibly new planned nicknames for each of our employees ? Definitely we have to plan ahead, but we come to the question: what should we plan ahead ? Because we have already seen that Office365 does not do things like we would do but instead we should learn how Microsoft wants us to do things ? I only have seen suggestions like "after installation put up Teams, the Sharepoint will build itself in the background, do nothing more there" Then we try to directly move files from Teams Folder to another place within Teams. No hope. So then we have to start digging from Onedrive and from there trying every list or library item to find the folder and only there you can move files. Nice. Or we use the only working file management options in Teams: download to local computer, delete the original and upload the local copy to a new folder. Simple and swift, eh ? Drag and drop does not work in our Teams, move to command is there but it does not work. Perhaps it is some setting that only the Sharepoint super-user, not us local administrators, can access ?

[@andrewjvelliott]

​@@sarkisi That resonates with my experience, now trying to codify how my business should use Office 365, a simple starting out video would help a lot -for example if I set up a Team Joint Venture bid, then after the Bid is done delete the team what happens to the Team mirror Sharepoint? - or should I set the Sharepoint first then a team? but if I do that I seem to get another shatrepoint site - Chaos, no one knows where anything has been put. Help!

[@learnspreadsheets]

Thanks all for the comments, you’re right in that office 365 comes with a bunch of stuff that’s rarely explained but I’m doing my best to go through different apps and capabilities. I have another video that explains what happens behind the scenes in SharePoint when teams are created but I agree it’s too easy to create obsolete teams, groups, channels, SharePoint sites and there isn’t really the best way to manage that at the moment. There’s a fine line between explaining enough but not making the videos too long but do feel free to check out my other videos if you think that would help

[@Johnny-Joseph]

Why is he screaming?

[@learnspreadsheets]

Sorry man! The volume of the video is high, my newer videos are quieter!

[@Channel-iu6de]

please normalize the sound..or edit your intro..

[@learnspreadsheets]

Thanks for the feedback. This video I made early on, my newer ones have more focus on getting the sound right

[@Channel-iu6de]

@@learnspreadsheets it's just the beginning bit, the rest I can handle.

[@OniChan91]

dude....why are you yelling?

[@learnspreadsheets]

Sorry this was in early days of my YouTubing career I have better microphones now

[@EduardoSanMartinp]

why you screammm

[@learnspreadsheets]

Sorry it was a video early in my career I’ve got better recently