Which collaboration tool should I use?

Question

I want to collaborate with my colleagues. Which tool offered by the University of Oregon would best suit my needs?

Overview of each service

• Each of the service descriptions below will describe the chat tools and file storage tools available at UO.
• Each description will provide an overview of the features and where to find access and more information about the tool.

Chat tools

Microsoft Teams

Teams allows you to use audio and video chat, phone calls, and connects to the wider Microsoft suite of applications.

• Teams can be used to access files from both OneDrive and SharePoint. It is not a separate storage system and should only be seen as a means of access.
• Files shared through Teams will be housed either in your OneDrive or a connected SharePoint site depending upon whether the file was shared through an individual chat or call, or through a chat or call within a team channel.

For more information, please consult the Getting Started with Microsoft Teams article.

Zoom

Zoom is used for audio and video calls as well as real-time collaboration via chat. It is not connected to any of the Microsoft collaboration tools at UO.

• It is primarily used for instruction through Zoom or through Zoom in Canvas.
• A HIPAA-compliant version is available upon request.

For more information, please consult the Getting Started with Zoom article.

File storage tools

OneDrive

OneDrive is best suited for files stored by an individual that will either not be shared with others or temporarily shared and connects to the wider Microsoft suite of applications.

• OneDrive files will be deleted if your account is deleted, and this will affect others trying to collaborate.
• Note: Sharing with outside collaborators will grant them temporary access by default with a one-time passcode.
  • Therefore, we recommend using SharePoint.

For more information, please consult the Getting Started with OneDrive article.

Dropbox

Dropbox is best for collaboration with users outside of UO.

• Dropbox shared files can also be set to expire on a day of your choice, at 11:59 p.m. in your time zone.
• Dropbox is available by request only through your local IT support team.

For more information, please consult the Getting Started with Dropbox article.

SharePoint

SharePoint is best for teams or groups sharing information within UO, or publicly, and collaboration within UO, and connects to the wider Microsoft suite of applications.

• It is a great place to store files that for long-term sharing and collaboration.
• Files shared on SharePoint will not be deleted when your account is deleted.
• If you leave UO, any SharePoint sites owned by you will persist, including content on pages and your document library.

For more information, please consult the Getting Started with SharePoint article.

Department (or network) file shares (by request only)

Please contact your local IT support for availability and configuration requests.

• File shares require a service request involving manual configuration from IT staff to configure it and to manage user permissions.

Feature comparison table

Feature comparison table of available file storage tools

OneDrive	SharePoint	Dropbox	Department File Shares
Best for: Storing user files that will not be shared or temporarily shared with others Ideal for sharing drafts and brainstorming with colleagues Connecting with Microsoft products Note: OneDrive files will be deleted if your account is deleted	Best for: Sharing team/group information within our organization or publicly long-term storage and collaboration on files Ideal for sharing finalized documents with anyone Connecting with Microsoft products Files shared on SharePoint will not be deleted when your account is deleted.	Best for:  Collaboration with users outside of our organization Dropbox shared files can also be set to expire on a day of your choice, at 11:59PM in your time zone	Best for: Storing department-specific files Not good for: Collaboration Managing access easily