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Make SharePoint and OneDrive Work Better for Your Team

05 April, 2026

Keep Your SharePoint Site Clean, Organized, and Under Control

SharePoint works best when it stays organized. A few simple habits can help you manage access, avoid clutter, and keep your site running smoothly.

If you own or manage a SharePoint site, you are also responsible for how it is used.

That includes who has access, what gets stored, and how content is organized over time.

Good habits here make a big difference for your team and for the wider KAUST environment.

Start with the basics: SharePoint vs OneDrive

Understanding where things belong is half the battle.

SharePoint

Use SharePoint for team content. Files that need to be shared, collaborated on, or owned by a group belong here.

OneDrive

Use OneDrive for your personal workspace. It is best for drafts, working files, or content that does not need to be shared yet.

Simple rule:

If others need it, it belongs in SharePoint. If it is just you, keep it in OneDrive.

For a deeper look at how files work across Microsoft 365 at KAUST, read Working with files in Microsoft 365 at KAUST.

Review access regularly

Over time, people move roles, change teams, or leave projects.

It is important to review who has access to your site and remove people who no longer need it.

This helps protect sensitive information, keeps access clean and intentional, and reduces confusion about who can view or edit content.

Important note

Access is always controlled by the site owner. IT cannot grant or remove access without the owner’s approval.

Helpful related reading:

Keep your storage clean

Storage fills up faster than most people expect.

A quick cleanup every now and then can prevent bigger issues later and make it easier for your team to find what they actually need.

Focus on:

  • Deleting outdated or unnecessary files
  • Removing duplicate versions of the same document
  • Cleaning up large files that are no longer needed

For more practical tips, read 10 tips for organizing, sharing, and syncing files in Microsoft 365.

Avoid duplicates, use version history instead

One of the most common problems in SharePoint and OneDrive is keeping multiple copies of the same file, such as:

Final_v1

Final_v2

Final_v3

Final_final

You usually do not need this. SharePoint and OneDrive already keep version history for your files.

To view or restore an earlier version:

  1. Find the file
  2. Right-click it, or select the three dots next to the file name
  3. Choose Version history
  4. Review previous versions and restore one if needed

This keeps everything in one place, reduces confusion, and makes collaboration much easier.

Use the right level of sharing

Not everyone needs full editing rights.

When sharing files, folders, or sites:

  • Use view access when someone only needs to read or reference content
  • Use edit access only when someone needs to make changes

This helps protect content, supports better governance, and reduces accidental edits.

Store the right content in the right place

SharePoint and OneDrive are powerful collaboration tools, but they are not designed for every type of content.

Try to avoid storing the following in Microsoft 365 storage unless there is a clear business need:

  • Large video files, especially recordings that are not actively being used
  • Research data or large datasets, which are better suited to dedicated research storage platforms
  • Temporary exports, backups, or system-generated files that no longer serve a purpose
  • Multiple duplicate copies of the same content stored across different folders or personal drives

Better option for video

For large video content, consider using Microsoft Stream or Cisco Vidcast instead. Learn more in Lights, camera, collaboration: making the most of Vidcast and Stream at KAUST.

Plan for transitions

When people leave or change roles, important files can easily become hard to find or remain stored in the wrong place.

Shared team content should live in SharePoint, not in one person’s OneDrive.

For guidance, read Don’t lose important files: OneDrive handover tips for managers.

Work smarter with your files

There are better ways to work with files than downloading, re-uploading, or creating copies just to access content more easily.

For example, you can:

  • Sync libraries to your device when appropriate
  • Use shortcuts instead of duplicating content

Learn more in OneDrive and SharePoint libraries: syncing and shortcuts.

Good habits make everything easier

You do not need to manage everything every day.

But small, regular actions go a long way:

  • Review access from time to time
  • Clean up unused content
  • Keep files organized and easy to find

These habits save time, reduce confusion, and help your team collaborate more effectively.

Need help?

If you are not sure how to manage your site, review access, or clean up storage, KAUST IT can help.

You can start a chat with VITA or contact the IT Service Desk through the KAUST IT website.

Contact KAUST IT