SharePoint Document Issues

How to Set Up Shared Organization Files in SharePoint vs OneDrive

Elise Williams Sep 28, 2026 869 views

Question details

The user needs to create a shared folder (like Client Projects) accessible to the entire organization without relying on an individual's personal OneDrive ownership.

How to Set Up Shared Organization Files in SharePoint and OneDrive

Product: Microsoft OneDrive for Business, Microsoft SharePoint
Device & OS: not provided
Scenario: Setting up a centralized, company-wide shared folder for collaborative projects to ensure continuous access regardless of individual employee status.
Observed behavior: The user is attempting to use OneDrive for organizational sharing but realizes that standard OneDrive links depend on individual ownership, which creates access risks if the owner leaves the company.

Before you start

Ensure you have Microsoft 365 administrator privileges or sufficient site owner permissions to create and manage SharePoint sites for your organization.

Solution 1Recommended

Create a SharePoint Document Library for Organizational Sharing

Since OneDrive is tied to an individual's account, company-wide files should be stored in a SharePoint document library to ensure centralized ownership and seamless team access.

While OneDrive is excellent for personal work files and drafts, it is not designed to host primary organizational folders. If the owner of a OneDrive folder leaves the company, their account and the shared files may be deleted.

SharePoint sites provide centralized organizational ownership, structured permission levels, and robust collaboration features that do not rely on a single user's account.

Access SharePoint

Log in to your Microsoft 365 account, click the App Launcher (waffle icon) in the top left corner, and select 'SharePoint'.

Create a New Site

Click on 'Create site' and choose 'Team site' to set up a collaborative workspace for your organization or department.

Add a Document Library

Navigate to your newly created site, click 'New' from the top command bar, and select 'Document library'. Name your library (e.g., 'Client Projects') and click 'Create'.

Manage Permissions

Click the 'Settings' gear icon in the top right, select 'Site permissions', and add the necessary organizational groups or members to ensure everyone has the correct access level.

Upload and Share Files

Open your new Document Library and drag and drop your organization's files into the folder. The files are now owned by the organization and accessible to all permitted members.

Create a SharePoint Document Library for Organizational Sharing

Best Practice: Once your SharePoint library is set up, users can sync it to their local computers using the OneDrive sync client, giving them the familiar File Explorer interface without compromising organizational ownership.

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Collaborate Seamlessly with WPS Office

While SharePoint and OneDrive are excellent for storing your files, you need a robust and fast office suite to edit them. WPS Office is a lightweight, highly compatible alternative to Microsoft Office that allows you to open, edit, and collaborate on your organizational documents effortlessly.

1. Download WPS Office: Visit the official WPS Office website and download the free installer for your operating system.
2. Install the Suite: Run the installer and follow the on-screen prompts to set up WPS Office on your computer.
3. Open Shared Documents: Access your SharePoint or OneDrive synced folders and open your Word, Excel, or PowerPoint files directly in WPS Office to start collaborating.

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Frequently Asked Questions

Can I share a OneDrive for Business folder with the whole organization?

Yes, you can generate a sharing link and set the permissions to 'People in your organization'. However, the folder remains tied to your personal Microsoft account. If your account is deactivated, the files will be lost, which is why SharePoint is recommended for company-wide files.

What is the main difference between OneDrive and SharePoint?

OneDrive is designed for your personal work files, private drafts, and individual backups. SharePoint is designed for team collaboration, organizational file storage, intranet sites, and centralized permission management.

How do I move my existing files from OneDrive to SharePoint?

In your OneDrive web interface, select the files or folders you want to move. Click 'Move to' on the top command bar, select your organization's SharePoint site from the list, choose the destination document library, and click 'Move here'.

Do I need special permissions to create a SharePoint site?

Depending on your organization's Microsoft 365 configuration, site creation might be restricted by your IT department. If you do not see the 'Create site' button in SharePoint, you will need to contact your IT administrator to provision a site for you.

Document & File Issues