File management (storage, organization, and sharing) is one of the most frustrating and confusing areas of our work, and remote learning and work has magnified some of the challenges in this area.
There are 4 apps we will be covering in this area. OneDrive, SharePoint, Teams, and OneNote.
Web Browser vs Downloaded app
When having to choose between web browser version and the downloaded app, I will go with the downloaded app almost every time.
OneNote, OneDrive, and Teams all have downloadable apps that you can add to your PC or Mac. The benefit of the downloaded app is that it will save information if you lose internet connection, it is easier to use, fewer steps to access it, and it usually has more features and options. The exceptions to using the app are
- occasionally MS will provide a feature that is available on the web version first
- having issues with the app due to updates or bug, so the web version is a handy back up
- I only need to use it for a minute and don’t have the app downloaded
Which app/program do I want to use?
There are a few questions you need to ask before deciding which one is what you need. Honestly, they all work together as best friends, and ideally, you would use all of them for their intended use.
- What is the material that I am storing, and for what purpose?
- Who needs to access/edit, for how long, and what reasons?
- What level of flexibility do I need?
A way to visualize these apps
Picture an office with filing cabinets, bookshelves, personal desks, and worktables.
- OneNote is your Personal Filing cabinet
- SharePoint is your department/team filing Cabinet
- OneNote is a binder or notebook that is on a bookshelf
- Teams is the office that can hold all of these and be a place to work.
To break down these apps down a bit more, select the specific app to find out more about its functionality.
Note: MS Teams uses both SharePoint, OneDrive to save and store files, and it hosts a location for OneDrive, SharePoint, and OneNote notebooks. Teams has its own dedicated page you can visit for more information on basic use or view below for information related to file management.