What is OneDrive for Business
At the core, OneDrive for Business has the following offerings
Cloud storage of files which can be accessed across multiple devices. The files can also be shared with users within organization or external users. OneDrive for Business cloud storage is available as part of Office 365 subscription or can be purchased as a separate solution.
Sync tool for syncing the files to computer, for offline access when we are not connected to network. Sync tool can be used to synchronize OneDrive for Business files and any SharePoint 2013 Team Site libraries
OneDrive for Business vs. OneDrive
Consumer OneDrive or simply called as OneDrive is for personal storage. You can get this by signing in Outlook.com and OneDrive comes with 7GB of free storage.
OneDrive for Business is cloud file storing and sharing feature and available as part of Office 365 subscription. The default storage is 1TB. Under the hood, OneDrive for Business is a SharePoint site with libraries. MySites of SharePoint online has been rechristened as OneDrive as part of the strategy to make OneDrive for Business an independent offering. OneDrive can now be purchased without Office 365 subscription and can be integrated with On Premises SharePoint 2013 environment.
How do I access OneDrive for Business
You can access the OneDrive for Business Library in one of the following three ways
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Go to onedrive.com
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If you are already in your Office 365 portal, select OneDrive from top of the page
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Select the app launcher
from the top left hand side of the page, and then select OneDrive.
Adding Files to OneDrive for Business Library
Go to OneDrive for Business
Drag the files to the OneDrive for Business Library
Other way is to use the menu option in the document library. Click the Upload button and select one or multiple files to be uploaded
Contents added are private by default unless shared explicitly with other users
How to get the Sync Tool
OneDrive for Business Library Synchronization
Access OneDrive portal as per one of the above mentioned options.
Select My Documents from the quick launch
Click the Sync button
If the Sync button is missing, select the Library tab and click Sync in the Connect & Export group.
SharePoint Library Synchronization
Steps and user experiences for synchronizing the SharePoint document library is similar to the synchronization of OneDrive for Business Library.
Synchronization Process
AvailableSync app will start and automatically fills in the document library location.
Select Sync Now to start syncing.
Once synchronization is completed, click Show my files in the app to open the synced OneDrive for Business folder in File Explorer.
The folder appears in Windows Favorites as OneDrive for Business.
For Team site document libraries synchronized, the library is listed in the SharePoint folder, also under Windows Favorites, and uses the name of the site library.
Office Integration with OneDrive for Business
Files can be opened or saved in the OneDrive directly from any Office applications.
OneDrive for Business vs. Team Sites
Both locations offer an easier way to create and share contents and the choice will depend on the document Information Lifecycle Management (ILM) polices of your organization.
Pick OneDrive for Business if
You don’t expect the documents to be shared with others, like documents in draft mode or personal document, this would be the best place to be stored. Documents added to OneDrive for Business are private by default.
Documents needs to shared but only for a limited time. For example, if we need a document to be reviewed before publishing, the reviewer might just need a link to the document and the editing rights. Once the document is reviewed the rights can be revoked. For the ad hoc collaboration, a dedicated Team Site might not be required
Documents to be stored in cloud so it can be accessible from any device and any time. Documents stored in OneDrive for Business library can be accessed offline from your computer and any mobile devices.
Pick Team Sites if
Primary ownership of the document must be a Team than an individual, then the document must be stored in a Team Site. Team Members can control the documents when stored in a Team Site.
Team Members must associate the document with an ongoing Project. Users can't make the connection to a project if the document is stored in OneDrive for Business Library and shared with individual users
An existing Team Site can be identified to which the document belongs to. Team Members of the site can identify and recognize the documents as part of overall collaboration requirements working towards a specific goal.
Document permission to be granted on a Site basis than individual user basis.
Migrating contents between Team Site and OneDrive for Business
Open both the document libraries in File Explorer. Click the Library tab and click Open with Explorer.
The contents of the library will be opened in the File Explorer. The users can drag and drop the contents between source and target libraries.
Delete the files from source once copied to target.