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Working with Files in Microsoft 365 at KAUST

14 January, 2026

Microsoft 365 at KAUST

Working with Files in Microsoft 365 at KAUST

A quick, plain-language guide to choosing between OneDrive and SharePoint.

OneDrive and SharePoint explained

The most important thing to know

  • OneDrive is for your own individual working files
  • SharePoint is for files shared with others (team, project, or department)

If a file is needed by more than one person, it should usually be stored in SharePoint.

☁️

Use OneDrive for personal work

Use OneDrive when you are working on files mainly for yourself.

  • Drafts and work-in-progress documents
  • Personal notes and working files
  • Files not ready to share yet
  • Temporary sharing with a small number of people
Tip
OneDrive is tied to you as an individual, so it is best for personal working files.
🏛️

Use SharePoint for shared work

Use SharePoint when files are shared and need to remain available to a team, project, or department.

  • Team, project, and departmental documents
  • Files needed by more than one person
  • Ongoing work that needs continuity
  • Reference material and shared documentation
Why SharePoint
SharePoint supports collaboration, shared ownership, and continuity beyond one individual.

A simple question to help you decide

“If I left KAUST tomorrow, would someone else still need this file?”
Yes → Store it in SharePoint
No → OneDrive is usually appropriate

Choosing the right storage location at KAUST

If your files are…Use thisWhy
For your own work, drafts, or personal notesOneDriveBest for individual working files tied to you
Shared with a team, project, or departmentSharePointSupports collaboration, shared ownership, and continuity
Research data, large datasets, or sensitive contentDataWaha
Learn more 		Designed for research data storage, protection, and compliance
Needs to be kept long-term or beyond one individualSharePoint or DataWahaEnsures continuity and appropriate governance

If you are unsure, start with the simple question above. KAUST IT will provide additional guidance where needed.

A recommended way of working

  1. Start working on a file in OneDrive
  2. Move it to SharePoint once it needs to be shared or kept long-term
  3. Continue collaborating from SharePoint

This keeps personal storage manageable and ensures shared work is stored in the right place.

What should I do now?

No immediate action is required, but taking a little time to review how your files are stored will make upcoming Microsoft 365 storage changes easier to manage.

  • Review your OneDrive files: identify files you actively use and older files you no longer need
  • Move shared files to SharePoint: if a file is shared with a team, project, or department, it likely belongs in SharePoint
  • Clean up duplicates and outdated content: remove duplicates and older versions that are no longer required
  • Think about ownership: if others rely on a file, store it in SharePoint rather than OneDrive
  • Get familiar with where shared work lives: know which SharePoint sites you collaborate in and where key documents are stored

KAUST IT will continue to share step-by-step guidance and practical tips to support you as changes are introduced.

Frequently Asked Questions

Will my files be deleted?
No. Files will not be deleted without notice. Any changes to storage will be communicated in advance, with guidance shared before anything takes effect.
Do I need to move all my files right now?
No. There is no immediate action required. The goal right now is to help you understand where files should live and to prepare gradually.
What happens if I do nothing?
Nothing will happen immediately. Over time, clearer storage limits will be introduced, and people who are already using OneDrive and SharePoint as intended will find the transition much easier.
Why should shared files be in SharePoint instead of OneDrive?
OneDrive is tied to an individual, while SharePoint is designed for teams and shared work. Storing shared files in SharePoint supports continued access for collaborators, clear ownership, and better continuity.
Can I still share files from OneDrive?
Yes. OneDrive can still be used to share files, especially for short-term or limited collaboration. For ongoing or long-term shared work, SharePoint is the recommended location.
Who can see my files if I move them to SharePoint?
Only people who are given access to the SharePoint site or document library can see the files. Access is managed through site membership and permissions.
What about research or project data?
Research and project data that is shared, sensitive, large in size, or needs long-term retention should be stored in approved KAUST research data platforms rather than personal OneDrive storage. For many research use cases, this includes DataWaha.

Learn more about DataWaha
Where can I get help?
Use the resources linked below, and KAUST IT will continue to share practical guidance as changes are introduced.

Why this matters

Microsoft 365 storage at KAUST is changing, and storage will no longer be treated as unlimited. Using OneDrive and SharePoint as intended will make these changes easier to manage and reduce the need for last-minute cleanup.

KAUST IT
it.kaust.edu.sa