Where files are stored matters. A clear structure saves time, improves security, and simplifies backup and compliance.

The basic rule

– OneDrive: personal work files, drafts, and individual content

– SharePoint (and Teams): shared company and team files

When a person leaves, OneDrive content can be orphaned. Shared work belongs in shared locations.

Plan your SharePoint structure

– Use sites for departments, projects, or functions

– Keep folders shallow, ideally two or three levels

– Use metadata and views for sorting instead of deeply nested folders

– Use consistent naming (dates, project codes, versions)

Permissions

– Grant access using groups, not individual users

– Follow least privilege: only the access people need

– Review permissions regularly

– Be careful with “anyone” sharing links; prefer specific people or company-only links

Features worth using

– Version history to recover earlier versions

– Retention and sensitivity labels to protect and govern content

– Known Folder Move to back up Desktop, Documents, and Pictures folders to OneDrive

– Files On-Demand to save local disk space

Migration tips

Clean up before moving. Archive or delete outdated files instead of carrying clutter into the cloud.

Remember backup

Version history and recycle bins aren’t a full backup. Consider third-party Microsoft 365 backup.

DBR Soft can help you migrate file servers to SharePoint and OneDrive. Contact us for more information.