OneDrive is Microsoft's cloud storage service, allowing users to store, sync and share files across any device. For UK SMEs using Microsoft 365, OneDrive forms the foundation of personal file storage within a connected, collaborative workplace, replacing local hard drive storage and USB sticks with secure cloud access.
How OneDrive works
Files saved to OneDrive are stored in Microsoft's cloud and synced automatically across any device where a user signs in, whether a laptop, phone or tablet. Files can be shared with colleagues or external contacts through a link, with permissions controlling whether the recipient can view or edit. Because OneDrive sits within Microsoft 365, files are also covered by the same security controls as the rest of the tenant, including Conditional Access policies where configured.
How UK businesses use OneDrive
- An employee saves working documents to OneDrive rather than a local desktop, ensuring files are backed up automatically and accessible if their laptop is lost or replaced.
- A manager shares a confidential document with an external accountant through a time-limited OneDrive link rather than emailing an attachment.
- A field-based employee accesses client files stored in OneDrive from a mobile phone between appointments, without needing to carry a laptop.
- An IT team uses OneDrive's version history feature to recover an earlier version of a document after accidental changes were saved.
How Advantage helps businesses get the most from OneDrive
Advantage configures OneDrive sharing policies, security settings and backup considerations as part of every Microsoft 365 deployment, and provides guidance on the right balance between OneDrive and SharePoint for different types of business content.
Frequently asked questions
What is the difference between OneDrive and SharePoint?
OneDrive is personal cloud storage for individual files, while SharePoint is a team collaboration platform built around shared document libraries and sites. In Microsoft 365, files shared through Teams are stored in SharePoint, while personal documents stay in a user's own OneDrive.
How much OneDrive storage does Microsoft 365 include?
Microsoft 365 Business plans typically include 1TB of OneDrive storage per user. Microsoft 365 Business Basic, Standard and Premium all include this allowance, with additional storage available to purchase if a business needs more.
Can OneDrive files be accessed offline?
Yes. The OneDrive sync app downloads files to a local device so they remain accessible without an internet connection. Changes made offline sync back to the cloud automatically once the device reconnects.
