File Sharing Service Comparison

IT Services provisions three distinct services for secure file storage and sharing. How can you tell which is the right service for you? Consult the information below and service pages for guidance.


OneDrive for Business

OneDrive for Business (ODB) is part of Microsoft Office 365. It is a secure cloud-based service that can be accessed anytime, anywhere you have a network connection, and across multiple devices (desktops, laptops, tablets, phones). It offers easy permissions management for file sharing and is seamlessly integrated with Microsoft 365 applications and services.. Files can be shared with Queen's and non-Queen's users. With the File Restore feature, OneDrive for Business files can be restored to an entire point in time for up to 30 days.

Learn more about OneDrive for Business at Queen's

SharePoint Online

SharePoint Online (SPO) is offered through Microsoft Office 365. SharePoint Online is a secure cloud-based collaboration platform that integrates seamlessly with a variety of Microsoft Office 365 applications and services, such as Outlook, Microsoft Teams, and Viva Engage (Yammer). With SPO modern sites and document libraries, you can easily create, store, collaborate and share content inside and outside of the University, access internal sites, documents, and other information from anywhere. With the Files Restore feature, SharePoint files can be restored to an entire point in time for up to 30 days. Unlike OneDrive for Business, it is not intended for individual usage. SharePoint is intended for team collaboration and communication.

Learn more about SharePoint Online at Queen's

Windows File Service

Windows File Service (WFS) is a secure way for departments to store work-related files. Access is controlled via file permissions that are managed by IT Services. Windows File Service can only be accessed off-campus by using the Campus VPN Client or IT Service's terminal server. Base storage is allocated at 25 GB per departmental full-time employee (FTE), with additional storage available for a fee. Windows File Service is backed up. Restores are available for up to 30 days via self-restore.

Learn more about Windows File Service

Please consult the table below for at-a-glance information about which file storage solution is right for you.

Feature Individual Groups Departmental
Base Storage Allocation Varies* 10 GB 25 GB/FTE 10 GB
Additional storage available 1,2
Off-campus access 3
Anytime, anywhere from any device
Users can synchronize files across multiple devices
Concurrent editing of files by multiple users
Document versioning 4
Users can manage file and folder permissions
Sharing with External (Non-Queen's) users 5

1 Requests for SPO storage quota increase can be made, refer to the SharePoint Online Service page.
2 For fee storage is available, refer to the Windows File Service page.
3 WFS can be accessed from off-campus through Campus VPN
4 WFS automatically saves a daily version at 2am, but each revision of a file is not saved (versioning). Versions are only kept for 30 days.
5 External sharing can be disabled on OneDrive for Business and SharePoint Online.
OneDrive for Business storage varies by user. For instructions on how to check your OneDrive for Business storage allocation, please refer to the OneDrive for Business FAQs.