If you are working in files by yourself, or sharing only a few files with others that are not part of your team, you should use OneDrive.
If you are sharing files and folders as part of your department or working groups, SharePoint Document Libraries would be the better option.

Always refer to MSU's Data Standards and Procedures to ensure the storage location is appropriate for the data you are storing. 

Currently, any MSU faculty, staff, or student with a valid
MSU-UPN (NetID@msu.montana.edu or NetID@student.montana.edu) can create a SharePoint site.

Most commonly, a SharePoint site is created when someone creates a Microsoft Team or directly through the Build tab on the main SharePoint dashboard.

Create a site in SharePoint | Microsoft Support

SharePoint Online is a cloud file storage service and collaboration tool offering 1TB of space per SharePoint site, for Group Shared Data and MSU Owned Data that needs to stay at MSU if you separated from MSU, that does not contain sensitive data. SharePoint Online is available to all MSU faculty, staff, and students. 

It is valuable to use for shared work files such as: 

  • Files being edited by a team
  • Files stored in a Microsoft Teams, Team
  • Shared research

Public vs Private sites provide specialized permissions for who in an organization (MSU in this case) can access a site.

Depending on whether you create a Communication site, or a Team site, different Microsoft 365 applications become available.

Team Site Communication Site

Best for:

  • Departments
  • Committees
  • Project teams
  • Working groups
  • Collaborative document management

Team Sites are designed for collaboration among a defined group of people and support Public or Private privacy settings.

Best for:

  • Department websites
  • Resource hubs
  • Documentation sites
  • Announcements
  • Information intended for a broader audience

Communication Sites do not provide the same Public/Private setting found on Team Sites. Access is managed through SharePoint permissions.

Some questions to think about:

  • Is this primarily for collaboration or communication?
    Team Site Communication Site

    Best for:

    • Departments
    • Committees
    • Project teams
    • Working groups
    • Collaborative document management

    Team Sites are designed for collaboration among a defined group of people and support Public or Private privacy settings.

    Best for:

    • Department websites
    • Resource hubs
    • Documentation sites
    • Announcements
    • Information intended for a broader audience

    Communication Sites do not provide the same Public/Private setting found on Team Sites. Access is managed through SharePoint permissions.
  • Should this be a Private or Public Teams site?
    • Public vs Private sites provide specialized permissions for who in an organization (MSU in this case) can access a site.
  • Should I be using OneDrive or SharePoint for this data?

    • If you are working in files by yourself, or sharing only a few files with others that are not part of your team, you should use OneDrive.

    • If you are sharing files and folders as part of your department or working groups, SharePoint Document Libraries would be the better option.

      Always refer to MSU's Data Standards and Procedures to ensure the storage location is appropriate for the data you are storing. 

Website: What is a SharePoint team site?

Website: What is a SharePoint communication site?

Always refer to MSU's Data Standards and Procedures to ensure the storage location is appropriate for the data you are storing.

2️⃣ ➕ : Have a second owner for backup.

🤔 Think about the name.

Is this a public 🔓 (any user within MSU) or does it need to be private 🔐 (invited/listed members only)

Always refer to MSU's Data Standards and Procedures to ensure the storage location is appropriate for the data you are storing.

Public vs Private sites in SharePoint.