File Sharing Problems

How to Set Up OneDrive or SharePoint for a 15-Member Organization

Maira Mehtab Sep 22, 2026 869 views

Question details

The user needs to know if one Microsoft 365 Business Standard license is enough to share 100 GB of files and pictures with 15 board members.

Product: Microsoft 365 Business Standard
Device & OS: not provided
Scenario: A new organization is setting up a shared repository for 15 board members and evaluating licensing limits.
Observed behavior: The user is determining the most practical setup between a shared OneDrive account and a SharePoint site for their organizational storage.

Before you start

Before deciding on a cloud storage architecture, assess whether your board members only need to view files or if they require collaborative editing and personal storage spaces.

Solution 1

Understand Microsoft 365 Licensing Limits for Shared OneDrive

While a single license provides 1 TB of space, routing all organizational files through one user's personal OneDrive may not be the optimal setup.

A single Microsoft 365 Business Standard license includes 1 TB of OneDrive storage. While you can share folders with the other 14 board members, all files reside in one individual's account. This creates a bottleneck and a potential data loss risk if that single account is ever closed or compromised.

Review storage limitations

Confirm that your 100 GB repository does not exceed the 1 TB limit of the single licensed user, keeping in mind that any files uploaded by guests will count toward the licensed user's storage quota.

Share access manually

To share via OneDrive, the licensed user must create a primary organizational folder in their OneDrive, click the 'Share' button, and input the email addresses of the 15 board members to grant them access.

Solution 2Recommended

Set Up a SharePoint Site for Organizational File Sharing

Using a SharePoint document library is highly recommended over a single OneDrive account for organizational repositories.

Free Microsoft Office alternative

Manage and Share Documents Easily with WPS Office

If Microsoft 365 licensing models seem too complex or costly for your 15-member board, consider using WPS Office. It provides robust document creation, team collaboration, and cloud storage options at a fraction of the cost, while maintaining full compatibility with Microsoft Office formats.

1. Download and Install WPS Office: Visit the official WPS website, download the free client, and install it on the devices of your board members.
2. Set Up a WPS Cloud Team: Log into your WPS account, navigate to the WPS Cloud dashboard, and create a shared Team folder for your organization.
3. Upload Files and Invite Members: Upload your 100 GB repository to the Team folder and invite the 15 board members via link or email to start collaborating securely.

Free, lightweight, and easy to deploy for small to medium organizationsFully compatible with Microsoft Word, Excel, and PowerPoint formatsBuilt-in WPS Cloud makes team file sharing and document collaboration seamlessFamiliar, user-friendly interface requires no extra training for board members

microsoft office alternative - wps office

Frequently Asked Questions

Can external users upload files to my shared OneDrive folder?

Yes, if you grant them edit permissions, external users can upload files to your shared folder. However, all uploaded files will count against your account's 1 TB storage limit.

What is the primary difference between OneDrive and SharePoint for an organization?

OneDrive is designed for individual users to store and manage their personal work files, whereas SharePoint is built for organizations to create shared team sites, intranets, and centralized document libraries.

Do guest users need a paid Microsoft 365 license to access SharePoint?

No, you can invite external users as guests to your SharePoint site. They can view and collaborate on documents without requiring their own paid Microsoft 365 Business Standard license, provided external sharing is enabled in your admin settings.

Document & File Issues