What Is OneDrive for Business & It's Features [2024] - SharePoint & Microsoft Power Platform Tutorials

This tutorial explains everything related to OneDrive For Business, like what is OneDrive for Business, the benefits of OneDrive for Business, and the Difference between OneDrive and OneDrive for Business.

Additionally, we will cover the below-related topics to OneDrive For Business:

OneDrive for Business Pricing
Install OneDrive to Your PC
How to Sign in to OneDrive in Microsoft 365?
Where does OneDrive for Business store files?
Latest OneDrive for Business version
What is the difference between onedrive for Business and SharePoint?
What is the difference between onedrive for Business and Personal?
OneDrive for Business Features

Table of Contents

What is OneDrive for Business?

OneDrive for Business is like a digital storage locker for your files provided by Microsoft. It’s a place in the cloud where businesses can save their documents and access them from anywhere with an internet connection.

Let’s say it is a virtual USB drive that is accessible from any device and is intended only for business-related documents and internal collaboration.

You can access it by using this link: OneDrive For Business

Once you’ve logged in to OneDrive for Business, you can save documents, pictures, and other types of files in the cloud, giving you access to them from any location and device. Also, you can share it with your friends or colleagues.

Benefits of OneDrive for Business

The table below represents some of the main benefits of OneDrive for Business:

Benefit	Description
Cloud-Based Storage	Save files online, making them accessible from anywhere and reducing the need for physical storage solutions.
Easy Collaboration	Multiple users can work on the same document simultaneously, reducing redundancy and improving productivity.
Secure Data Management	Advanced security features like encryption, multi-factor authentication, and compliance standards protect data.
Integration with Microsoft 365	Seamless connection with apps like Word, Excel, and PowerPoint allows for smooth editing and collaboration.
File Versioning	Keep track of and revert to previous versions of a document, reducing the risk of accidental data loss.
Offline Access	Synchronize files for offline access, so you can work without an internet connection and sync when you’re back online.
Selective Sync	Choose which folders or files to sync with your device, saving local storage space.
Robust Search Features	Quickly locate files using advanced search tools, streamlining workflows and reducing time spent searching.
Mobile Access	Use mobile apps to access, edit, and share files on the go, ensuring work can be done from anywhere.
Data Loss Prevention	Built-in tools help prevent sensitive data from being shared unintentionally, ensuring company data protection.

These are the important benefits of OneDrive for Business.

OneDrive Vs. OneDrive for Business

Refer to the table below to learn the difference between OneDrive and OneDrive for Business.

Features	OneDrive	OneDrive for Business
Primary User	Individual consumers	Organizations and business users
Purpose	Personal file storage & sharing	Business file storage, sharing & collaboration
Storage Capacity	Typically up to 5GB free; paid plans available	Starting at 1TB; more for premium plans
Integration	Integrated with Windows 10 and 11	Integrated with Microsoft 365
Sharing	Share with friends & family	Share with colleagues and external partners
Security	Standard encryption	Advanced security and compliance features
Backup	Basic backup features	Advanced backup & data loss prevention
Collaboration Tools	Basic collaboration in Office Online	Advanced with SharePoint & Microsoft Teams
Admin Controls	Limited	Advanced management & auditing tools
Sync Client	OneDrive sync client	Same client but with business functionalities
Mobile Access	OneDrive mobile app	OneDrive mobile app with business features
Price	Free & paid tiers based on storage	Part of Microsoft 365 Subscriptions
Support	Standard Microsoft support	Business-level support & service-level agreement
Offline Access	Yes	Yes
File On-Demand	Yes	Yes
File Restore	Up to 30 days	Extended, based on subscription level

These are all about OneDrive versus OneDrive for Business.

OneDrive for Business Pricing

The table below represents all the plans and pricing of the OneDrive for Business:

Plan Name	Storage	Price	Features
OneDrive for Business Plan 1	1 TB per user	~$5 user/month	– 1 TB of OneDrive storage – Advanced security – File sharing, collaboration features
OneDrive for Business Plan 2	Unlimited*	~$10 user/month	– All features of Plan 1 – Advanced data protection – eDiscovery
Microsoft 365 Business Basic	1 TB per user	~$6 user/month	– Word, Excel, PowerPoint, Outlook, OneDrive, Teams, SharePoint – Web versions of Microsoft apps – Anytime phone and web support
Microsoft 365 Business Standard	1 TB per user	~$12.50 user/month	– Desktop versions of Microsoft 365 apps with premium features – Attendee registration and reporting tools – Easily host webinars – Manage customer appointments – Apps and services included (Word, Excel, PowerPoint, Outlook, OneDrive, Teams, SharePoint, Exchange, Access [PC only], Publisher [PC only])

These are all the details of OneDrive for Business plans and pricing.

Install OneDrive to Your PC

To install OneDrive on your PC, follow the instructions below:

Step – 1:

Navigate OneDrive.com from your browser.
Click on Download from the top navigation bar.

Step – 2:

Click on Download to download OneDrive.

Step – 3:

Then, it will pop up like the image below. Provide the File name and click on Save.
The Setup file will be downloaded and ready to configure. Click on the top right Download icon to get the setup file. The file will be ready once you tap on it.

Step – 4:

It’s time to set up OneDrive while the installation is finishing. Open OneDrive to do it.
The screen below will open, requiring you to sign in by providing your email address and password.

Step – 5:

The screen below will appear once your OneDrive sign-in is complete. You can use the Change location option to modify the OneDrive location on your local computer; otherwise, there is no need to do so. Select Next.
Also, if you want to back up folders on your PC, then enable the options and click on Start backup. Else, click on I’ll do it later. Click on Next.

Step – 6:

Under the Share files and folders, click on Next.
Under the All your files, ready and on-demand window, click on Next.
If you want to get the mobile app, click on Get the mobile app, or else click on Later, as shown below.

Step – 7:

Now, your OneDrive is ready for you. Once you tap on Open my OneDrive folder, it will redirect to your OneDrive for PC, i.e., OneDrive – [YourTenantName], as shown below.

onedrive for business download windows 11

Step – 8:

If you need a folder, it will be on this computer and accessible online and offline. In this situation, open the notification area on your PC and look for the new white or blue cloud icon.
When you hover the mouse over your blue cloud icon, OneDrive – [YourTenantName] will appear -> Click on the gear or settings icon -> Settings.
Go to the Account tab -> Select Choose folders.
Select the folders and click on OK.

These are the steps to install OneDrive to Your PC.

How to Sign in OneDrive in Microsoft 365

To Sign in to OneDrive.com, follow the steps below:

Navigate OneDrive.com from your browser.
Click on Sign in from the top right navigation bar.
Click Next after entering your email address for your Microsoft account.
After providing your password, click Sign In.

Access OneDrive for business in Microsoft 365

Go to the App launcher and click on OneDrive like below.

How to Sign in to OneDrive in Microsoft 365

This is how we can sign-in to OneDrive in Microsoft 365.

Where does OneDrive for Business Store Files?

Refer to the table below of where and how OneDrive for Business stores files:

Factors	Descriptions
Storage Type
Cloud Storage	Files are primarily stored in Microsoft’s data centers.
Local Synchronization	Files can be synchronized to a user’s local computer. Typically in: C:\Users\[YourUsername]\OneDrive – [YourOrganizationName]
Backend Infrastructure
Platform	Built on SharePoint Online.
Data Residency & Compliance
Geolocation	Data is stored based on the user’s location and Microsoft’s data center locations.
Compliance	Microsoft 365 complies with international, regional, and industry-specific regulations.
File Sharing & Collaboration
Internal Sharing	Enables real-time collaboration on documents among users within the same organization.
External Sharing	Capable of sharing files with external users if enabled by the organization’s IT administrators.
Security
Encryption	Data is encrypted both in transit and at rest.

These are all the details of OneDrive for Business Store Files.

Latest OneDrive for Business Version

The most recent OneDrive releases for Windows, Mac, Android, iOS, the web, and the Windows Store app are listed here.

	Production ring	Deferred ring
Last released build	23.174.0820.0003	23.101.0514.0004
Rolling out	23.180.0828.0001	23.174.0820.0003 Target Date: October 30, 2023

These are the latest OneDrive for Business Versions.

What is the difference between OneDrive for Business and SharePoint?

The below table represents some of the main differences between OneDrive for Business and SharePoint:

Factors	OneDrive for Business	SharePoint
Primary Purpose	Personal cloud storage service for individual users within an organization.	Completely integrated with Microsoft 365 apps like Word, Excel, and PowerPoint for individual use.
Storage Focus	Designed for individual file storage and personal work.	Designed for team-based file storage, websites, lists, and workflows.
Interface	Simplified user interface primarily for file storage and sharing.	Robust interface that includes team sites, libraries, lists, and more.
Integration	Strongly integrated with Microsoft 365 apps like Word, Excel, and PowerPoint for individual use.	Integrated with Microsoft 365 apps for collaborative team use, web parts, workflows, and more.
File Sharing	Primarily for individual users to share files with both internal and external users.	Enables broader content sharing, site creation, and collaboration for teams and departments.
Backend	Built on SharePoint Online, so it’s a specialized instance of SharePoint.	Is the foundational platform; OneDrive for Business is technically a part of SharePoint.
Sync Client	OneDrive sync client allows syncing personal library files to local devices.	The same OneDrive sync client can also sync SharePoint libraries, but SharePoint has broader web capabilities beyond just file libraries.
Access Control	User-centric. An individual controls access to their OneDrive files.	More granular permission settings for sites, libraries, lists, and individual items. Often managed by team leads or IT administrators.
Customization	Limited customization. Mainly folder structures and shared file permissions.	Highly customizable with options for site design, web parts, apps, and workflows.
Storage Quota	Individual storage quotas (usually 1TB or more per user in Microsoft 365 plans).	Shared storage quota for sites, which is pooled across the organization.
Lifecycle	Tied to the user’s lifecycle in the organization. If a user leaves, the organization has to decide about the data’s retention.	Typically tied to a project, department, or team’s lifecycle. More persistent than individual OneDrive accounts.

These are the differences between OneDrive for Business and SharePoint.

What is the difference between OneDrive for Business and Personal?

Refer to the table below to learn the difference between OneDrive for Business and Personal.

Factors	OneDrive for Business	OneDrive Personal
Primary Purpose	Cloud storage for employees within an organization as part of the Microsoft 365 suite.	Cloud storage for individual personal use.
Target Audience	Enterprises, businesses, schools, and organizations.	Individuals for personal data storage.
Storage Quota	Typically, it starts with 1TB, which can be increased based on the Microsoft 365 plan.	Free accounts start with 5GB, with paid options available for more storage.
Backend Infrastructure	Built on SharePoint Online.	Built on OneDrive’s standalone platform.
Integration	Tightly integrated with Microsoft 365 apps for business use (e.g., Word, Excel, Teams).	Supports advanced collaboration tools and features within the Microsoft 365 suite.
Access Control	Managed by IT administrators. Can implement organization-wide policies and restrictions.	Managed by individual users. More freedom but fewer controls than the Business version.
Collaboration Features	Supports advanced collaboration tools and features within the Microsoft 365 suite.	Basic sharing and collaboration features for personal use.
Security & Compliance	Advanced security and compliance features, with potential for auditing, data loss prevention, and more.	Standard security features. Less advanced than the Business version but still secure.
Pricing	Part of Microsoft 365 business plans; cost depends on the plan chosen.	Free for basic, with paid options like Microsoft 365 Personal for additional storage and features.
Account Dependency	Linked to an organizational account. If a user leaves the organization, access and data retention are decided by organizational policies.	Linked to a personal Microsoft account. Independent of any organization.
Domain	URLs typically follow a pattern like domain-my.sharepoint.com.	URLs are standardized on the onedrive.live.com domain.
Customization	Limited customization options geared towards organizational use.	Limited customization options focused on personal use.

The above table represents all the important points between OneDrive for Business and Personal.

OneDrive for Business Features

The table below represents all the main key features of OneDrive for Business.

Feature	Description
Cloud Storage	Provides each user with a significant amount of cloud storage (typically starting at 1TB).
File Synchronization	Allows users to sync their files across devices using the OneDrive sync client.
Real-time Collaboration	Supports real-time collaboration on Office documents, enabling multiple users to edit simultaneously.
Versioning	Maintains versions of files, allowing users to restore previous versions if needed.
File Sharing	Enables sharing of files and folders both internally and externally with controlled permissions.
Integration with Microsoft 365	Seamlessly integrates with Microsoft 365 apps like Word, Excel, PowerPoint, and Teams.
Advanced Search	Provides powerful search capabilities to find documents easily across OneDrive.
Offline Access	Files can be made available for offline access on devices.
Mobile Access	IT admins can track user activities and file interactions for compliance and security.
Data Loss Prevention (DLP)	Helps to monitor and protect sensitive information from being inadvertently shared or leaked.
Advanced Security	Provides features like Multi-Factor Authentication (MFA), encryption in transit and at rest, and SSO integration.
Auditing & Reporting	Deleted files are retained in the Recycle Bin for a specific period, allowing recovery.
Retention & Deletion Policies	IT admins can set policies for data retention and automatic deletion.
Recycle Bin	IT admins can control whether users can share files externally and what permissions can be granted.
External Sharing Control	OneDrive for Business is built upon SharePoint, allowing easy personal and team storage interaction.
Seamless Integration with SharePoint	OneDrive for Business is built upon SharePoint, allowing easy interaction between personal and team storage.

These are the features of OneDrive for Business.

Conclusion

In this OneDrive for Business tutorial, we covered all there is to know about OneDrive for Business, including what it is, how it works, and how it differs from OneDrive for Personal Use.

Moreover, we learned what is the OneDrive for Business plans, Pricing, and many more like:

How to install OneDrive to Your PC?
How to Sign in to OneDrive in Microsoft 365?
Where does OneDrive for Business store files?
The latest OneDrive for Business version
Difference between onedrive for Business and SharePoint
Difference between onedrive for Business and Personal
OneDrive for Business Features