A Guide to Using Office 365 Content Management and Collaboration Tools

Use this table to get an overview of content management services offered in your Office 365 account. Choose the most appropriate service or services based on your requirements.


OneDrive for Business                   




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

​A collaboration tool that provides shared conversation spaces to help teams coordinate and communicate information.   Teams includes:
  • Team Sites
  • Group Inbox
  • Calendar
  • Chat
  • Alerts
  • OneNote Notebook
  • Channels
​Highly configurable collaboration and document management tool, can be customized based on business needs.

Content Duration/Retention Period

Short or long term​Short or long term ​Long term

​Document Permission level

  • ​Public
  • Internal
  • Personal
  • ​Public
  • Internal
  • Personal
  • ​​Public
  • Internal
  • Personal

​When to Use

  • ​Storing personal files and documents.
  • Documents and files that need to be shared individually
  • Temporary content, such as creating drafts, notes, presentations, etc. 
  • ​For chat-based collaboration.
  • Collaborating with other departments in the college. 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  (metadata, versioning, check-in/out, approvals, audit trails, workflows).
  • The content needs to be administered with permission level based on an individual's role.