Guide overview
1. Choosing between OneDrive and Teams
Use OneDrive when:
- You want to share individual files with specific colleagues, students or external individuals.
- You only need short‑term collaboration on files stored in your personal workspace.
- You are the primary owner of the document.
Important note about file retentionIf you leave HYMS, your OneDrive files are deleted, even if others were using them. For any content that must persist, store it in a Teams channel instead. See the following guidance on the steps to take with regard to shared OneDrive files when leaving HYMS..
Use Microsoft Teams when:
- Multiple people need to collaborate in a shared workspace. Teams keeps everyone updated and reduces version issues.
- You are working on long‑term group projects, processes or shared resources.
- You want files to remain available even if contributors leave HYMS — files in Teams belong to the Team, not to individuals
2. Sharing files and folders in OneDrive
OneDrive for Business is your individual workspace. Files are private until you choose to share them with internal or external recipients.
OneDrive sharing options
Microsoft supports a variety of sharing methods, including:
- Copy link (Anyone, People in your organisation, or Specific people)
- Direct sharing with specified individuals
These options allow you to set view or edit permissions depending on the needs of your recipients. [support.mi…rosoft.com]
How to share a file from OneDrive
- Go to OneDrive on the web.
- Select the file or folder.
- Choose Share.
- Select the appropriate link permissions.
- Send or copy the link to share with others.
[support.mi…rosoft.com]
Sending direct links via Outlook Web App
- In a new Outlook email, select Insert – Attach.
- Choose OneDrive.
- Select File – Select Share link (default edit permissions apply for HYMS users).
Collaboration features
OneDrive supports real‑time document collaboration and co‑authoring in Microsoft 365 apps
3. Sharing files and folders in Microsoft Teams
Teams allows internal and external users to communicate and collaborate on documents and projects in one unified space. It is usually the most effective method for sharing content at HYMS.
Why Teams is recommended
- Minimises version conflicts and long email chains.
- Keeps conversations, updates and files together in one place.
- Ensures files remain accessible to the whole team even if individuals leave.
Where Teams files are stored
Files uploaded to a Team are stored within the Team’s associated SharePoint site. This means the files belong to the Team, not to any individual user.
4. Troubleshooting common sharing issues
Recipient didn’t receive the link
Ask them to check their Junk Email folder.
“You need permission” messages
This usually occurs when the link permission type does not match the intended audience (e.g., external vs internal recipients).
[support.mi…rosoft.com]
External sharing limitations
Some files or links may not be viewable externally depending on Microsoft 365 tenant settings.
[support.mi…rosoft.com]
5. Best practice recommendations
For OneDrive
- Use it for personal files or one‑to‑one sharing.
- Move shared project files into a Team as early as possible.
- Avoid storing long‑term collaboration content in OneDrive, as it is tied to your user account.
For Teams
- Use Teams when more than one person needs regular access to a file.
- Organise files within relevant Teams channels for clarity.
- For larger or ongoing projects, consider creating a dedicated Team.
6. What happens when you leave HYMS?
Your OneDrive account — and all the files stored within it — are deleted when your account is closed. Shared access does not prevent deletion. Make sure you move important shared OneDrive files into a Team before leaving.
7. Additional resources
Additional Microsoft resources for more detailed guidance:
- Sharing files and folders in OneDrive (Microsoft Support) – link settings, permissions, and troubleshooting. [support.mi…rosoft.com]