Managing documents can be tricky. Should you use SharePoint or Teams? Here’s the short answer:
| Feature | SharePoint | Teams |
|---|---|---|
| Purpose | Document management and storage | Real-time collaboration |
| File Organization | Custom folders, metadata | Channel-based folders |
| Permissions | Granular, detailed control | Linked to team membership |
| Best For | Large organizations, compliance | Small teams, quick collaboration |
Use SharePoint for structured file management and compliance. Use Teams for everyday teamwork. Combine both for the best of both worlds.
SharePoint and Teams approach document management in distinct ways, influencing how files are stored, organized, and accessed.
SharePoint uses its library system to manage document storage, while Teams organizes files based on channels. When you create a team in Teams, a SharePoint site is automatically set up to handle file management in the background.
| Feature | SharePoint | Teams |
|---|---|---|
| Storage Location | Dedicated document libraries | Channel-based folders |
| Organization Method | Custom folders and metadata | Channel-specific structure |
| File Access | Direct through libraries | Via channel conversations |
| Customization | Advanced site and library options | Basic folder setup |
Both platforms utilize SharePoint's versioning system for tracking changes. This system is automatically enabled when creating new libraries in SharePoint, recording every save made to a document.
"There is literally no difference between storing your files in Microsoft Teams or in SharePoint. They are, in reality, just two views of the same file store. You can access, create, edit or otherwise interact with them in either place." - Veronique Lengelle, MVP
This versioning system helps users:
SharePoint shines when it comes to document discovery, offering a range of tools to locate files efficiently:
Teams, on the other hand, focuses on quick searches within channel-specific content, making it a straightforward option for accessing recently shared files.
SharePoint provides detailed control over who can access what, while Teams simplifies permissions by linking them to team membership. Both platforms rely on SharePoint's security system at their core.
| Permission Aspect | SharePoint | Teams |
|---|---|---|
| Access Levels | Site Owner, Member, Visitor, Custom | Team Owner, Member, Guest |
| Granularity | File and folder-specific | Channel-specific |
| Management | Detailed access control | Simplified team-based permissions |
| External Sharing | Multiple sharing options | Restricted to guest access |
Next, let’s explore how these platforms support collaborative document editing.
Both SharePoint and Teams make it easy for multiple users to collaborate on documents in real time, thanks to Microsoft 365's features.
| Feature | Real-Time Collaboration Features |
|---|---|
| Live Co-authoring | Instantly see others' cursors and updates as they happen |
| Edit Tracking | Automatically highlights recent changes |
| Presence Indicator | Displays who is currently viewing or editing the document |
| Auto-save | Ensures changes are saved immediately for all users |
SharePoint offers detailed file-sharing options, while Teams simplifies the process with channel-based sharing. Together, they create a seamless experience for sharing files across different scenarios.
"Microsoft 365 - including Teams, SharePoint, and OneDrive - is designed to be a universal toolkit to give your team members integrated and flexible ways to work for their projects and tasks." - Microsoft Support
SharePoint's advanced permission settings allow for precise control over file access:
| Sharing Level | SharePoint | Teams |
|---|---|---|
| Internal Team | Site-based permissions | Channel-specific access |
| Organization-wide | Customizable access levels | Public team membership options |
| External Partners | Guest access with restrictions | Limited guest user capabilities |
| Individual Files | Shareable via direct links | Shared through chat or channels |
The integration of SharePoint and Teams within Microsoft 365 ensures a smooth connection between communication and document management. This unified system improves workflows and keeps everything in sync.
Here are a few examples of how teams benefit from this integration:
1. Software Development Teams
Developers use Teams for focused discussions while storing their codebase and documentation in SharePoint. This setup allows them to switch effortlessly between conversations and document management.
2. HR Departments
HR teams run live training sessions on Teams, while SharePoint serves as the central hub for all training materials. This ensures smooth coordination between live interactions and resource storage.
3. Project Management
Project managers use Teams for quick communication about deliverables and SharePoint for structured document organization. This combination keeps conversations and files easily accessible.
SharePoint stands out in managing structured documents and ensuring organization and compliance. Its flexible settings and strong security make it ideal for:
| Use Case | Key Benefits |
|---|---|
| Regulated Industries | Policies for document retention, audit trails, compliance tracking |
| Knowledge Management | Centralized libraries, metadata tagging, advanced search functionality |
| Large-scale Storage | Organized hierarchy, version control, automated workflows |
| Company-wide Intranets | Content governance, controlled access, custom templates |
With features like check-out protocols, audit trails, and retention policies, SharePoint ensures controlled document handling.
Teams is perfect for fast collaboration and quick file access, thanks to its chat-based interface. It works best for:
| Scenario | Collaboration Features |
|---|---|
| Project-based Work | Instant file sharing, real-time discussions, integrated meetings |
| Small to Mid-sized Teams | Organized channels, immediate file access |
| Cross-department Collaboration | Guest access, threaded conversations, co-authoring files |
| Remote Teams | Video calls, persistent chat, shared workspaces |
Each platform has its strengths, but combining them can significantly boost productivity.
Bringing SharePoint’s structured management together with Teams’ dynamic collaboration creates a well-rounded document workflow.
1. Finance Departments
Finance teams can store sensitive documents in SharePoint while using Teams for daily reporting discussions.
2. Legal Teams
Legal teams manage contracts and apply retention policies in SharePoint, while Teams facilitates case discussions.
3. Marketing Teams
Marketing teams maintain their asset libraries in SharePoint and coordinate campaigns through Teams channels.
"SharePoint is primarily a document management system, while Teams is focused on real-time communication and collaboration." - sprobot.io
Understanding the roles of each platform is crucial for success:
| Activity | Primary Platform | Supporting Platform |
|---|---|---|
| Document Storage | SharePoint | Teams for quick access |
| File Sharing | Teams | SharePoint for better organization |
| Compliance Management | SharePoint | Teams for discussions |
| Project Coordination | Teams | SharePoint for documentation |
| Knowledge Base | SharePoint | Teams for updates |
Deciding between SharePoint and Teams comes down to your business's specific needs. SharePoint shines when it comes to managing documents with advanced version control, secure access, and workflow automation - perfect for organizations requiring detailed document management.
On the other hand, Teams integrates SharePoint storage with a user-friendly interface, making it ideal for fast collaboration and real-time file sharing. This makes it a strong choice for remote teams and project-based tasks.
In many cases, businesses benefit from using both platforms together. Here's a quick guide to help you decide based on your priorities:
| Business Need | Recommended Platform | Key Consideration |
|---|---|---|
| Managing Documents | SharePoint | Best when compliance and structured workflows are essential |
| Fast Collaboration | Teams | Great for projects requiring frequent communication |
| Handling Large File Libraries | SharePoint | Ideal for managing extensive document collections |
| Daily Team Interactions | Teams | Perfect for routine file sharing and discussions |
| Broad Company Access | SharePoint | Works well when wide accessibility is required |
To get the most out of these platforms, a tailored implementation strategy is key. Tech NoCo offers services to optimize your SharePoint and Teams setup through a three-step process: Evaluation, Diagnosis, and Customization. Their expertise ensures your document management aligns with your business needs, enhances security, and boosts efficiency.
We're here to help you reach your goals.
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