A Guide to Using Office 365 Content Management and Collaboration Tools

This table provides an overview of content management services offered through Office 365 to help users to determine the most appropriate service for their needs.


OneDrive for Business


SharePoint Online


Personal online storage to store, share and sync personal files from any device. All the files are private unless user shares them.

Collaboration tool that provides shared conversation spaces to help teams coordinate and communicate information. Key features of Teams includes:

  • Team sites  (a pre-built SharePoint site)
  • Group inbox
  • Real-time chats
  • Messages
  • Alerts
  • Notifications
  • Notebook/OneNote

Highly configurable collaboration and document management tool, which needs to be customized by technical users for business use.

When to Use

  • Storing personal documents that no one else needs to see
  • Documents that need to be shared individually
  • Temporary content, not yet ready for sharing (such as draft documents, notes, presentations, etc.)
  • For chat-based communication for collaboration
  • The collaboration is more ad-hoc, for when colleagues informally work together on small, short-term or transitory projects or initiatives
  • When robust document management is not a requirement 
  • For more structured collaboration, where team members need to coordinate steps and work in an organized manner
  • When there's a need for robust document management capabilities (metadata, versioning, check in/out, approvals, audit trails, workflows, etc.)
  • When there's desire to have tight administrative controls and governance around site management

Document Duration/Retention Period

  • Short or long term
  • Short or long term
  • Long term

Document Security Classification

  • Public
  • Internal
  • Confidential
  • Public
  • Internal
  • Confidential
  • Public
  • Internal
  • Confidential


  • Teams comes by default with an Office 365 account.


  • External document sharing

  • Multiple people working on document at the same time

  • Shared calendar

Custom view of a SharePoint list - not Gryph Calendar

  • Team chats

  • One-to-one conversations

Document Management

  • Version control

  • Document check-in/checkout

  • Advanced/robust search capabilities

  • Categorization/tagging

  • Permission settings

  • Version rollback

  • Set retention policy