SharePoint Document Issues

How to Create a Company-Owned Shared Folder Structure in Microsoft 365

Maira Mehtab Sep 22, 2026 869 views

Question details

The user needs to establish a company-owned shared folder structure but is unsure if OneDrive for Business is the right location to host organization-wide files.

Product: Microsoft 365 (SharePoint and OneDrive)
Device & OS: not provided
Scenario: Setting up centralized, organization-owned file storage and migrating existing company data from third-party services like Dropbox.
Observed behavior: OneDrive for Business restricts file ownership to individual user accounts, making it unsuitable and risky for hosting a permanent company-wide shared folder structure.

Before you start

Ensure you have global admin or SharePoint administrator privileges in the Microsoft 365 admin center before attempting to create new organizational sites or migrate data.

Solution 1Recommended

Set Up a SharePoint Online Site for Company Storage

SharePoint Online is the recommended Microsoft 365 solution for organization-owned storage, replacing individual OneDrive accounts to ensure data remains accessible even if employees leave.

Because OneDrive is tied to an individual user's license, deleting a departed employee's account will eventually delete their OneDrive files. SharePoint avoids this by associating files with the organization rather than a single user.

Access the SharePoint Admin Center

Log in to the Microsoft 365 admin center, expand the left navigation menu, and select 'SharePoint' to open the SharePoint admin center.

Create a New Site

Click on 'Active sites' under the Sites menu, then click the 'Create' button. Choose either a 'Team site' or 'Communication site' based on your collaboration needs.

Configure Permissions

Assign site owners and members. You can add specific users or entire Microsoft 365 security groups to grant them access to the site.

Build the Folder Structure

Navigate to the newly created SharePoint site, click on 'Documents' in the left menu, and use the 'New' > 'Folder' option to build your company's shared folder hierarchy.

Syncing to Desktop: Users can click the 'Sync' button inside the SharePoint document library to make these company folders available directly in their local Windows File Explorer or Mac Finder.

Solution 2

Migrate Existing Company Data to SharePoint

If your company data is currently hosted on a platform like Dropbox, you can use Microsoft's Migration Manager to transfer it directly into your new SharePoint structure.

Free Microsoft Office alternative

Manage Your Shared Company Documents with WPS Office

While SharePoint securely hosts your company-owned folders, your team needs reliable software to create and edit those files. WPS Office is a lightweight, free alternative to Microsoft Office that flawlessly handles cloud-synced documents without the hefty subscription costs.

1. Download WPS Office: Visit the official WPS website and download the free installation package for your PC or Mac.
2. Install the Software: Run the installer and follow the quick on-screen prompts to set up WPS Office on your device.
3. Open SharePoint Documents: Launch WPS Office and navigate to your locally synced SharePoint folders to seamlessly open and edit your company's .docx, .xlsx, and .pptx files.

Fully compatible with Microsoft Office formats (Word, Excel, PowerPoint) stored in your SharePoint drives.Lightweight installation ensures fast loading times for large organizational documents.Built-in PDF editing and format conversion tools to streamline company workflows.Free to use with a familiar tabbed interface, requiring zero learning curve for your employees.

microsoft office alternative - wps office

Frequently Asked Questions

Why shouldn't I just use a main OneDrive account for the whole company?

OneDrive for Business is intrinsically tied to a single user's identity and license. If that user leaves the organization and their Microsoft 365 account is deleted, the shared folders and all contained files will be scheduled for deletion, putting company data at risk. SharePoint provides true organizational ownership.

Can I move files directly from my personal OneDrive to a company SharePoint site?

Yes. You can select the files or folders in your OneDrive on the web, click the 'Move to' option in the top toolbar, and select your target SharePoint site to transfer ownership and storage location to the organization.

Is SharePoint Online included with my current Microsoft 365 subscription?

Most Microsoft 365 Business (Basic, Standard, Premium) and Enterprise (E3, E5) plans include SharePoint Online. You can verify your available services by checking the 'Licenses' or 'Your products' section in the Microsoft 365 admin center.

Document & File Issues