Microsoft OneDrive for Business

How files reach the people who work with them: desktop clients for Windows, macOS and Linux, files on demand (virtual drive) and selective sync, offline access, mobile apps with camera upload and offline folders, a web interface, block-level or delta sync for large files, sync of folders outside the main folder, file size limits, preview of common formats, full-text search, and access through open protocols (WebDAV, SFTP, S3) or a mounted network drive.

0 — Not a file storage or sync product; files cannot be stored and synced with it.

3 — A web interface and apps for some platforms to upload and download files; desktop sync, files on demand, offline access and limits are basic or not described.

5 — Desktop sync clients for Windows and macOS, files on demand or selective sync, mobile apps with offline files and camera upload, a web interface with previews, file size limits stated, and search by file name.

8 — Clients for Windows, macOS and Linux, a virtual drive with files on demand, block-level or delta sync documented, full-text search inside documents, access via WebDAV, SFTP or S3, large-file handling stated, and LAN sync or a performance figure for big folders.

10 — File access that a whole organisation runs on: every platform covered with feature parity stated, sync conflicts and their resolution documented, open protocols and a mountable drive on every desktop, search across content and metadata with OCR, and sync behaviour and limits published in technical documentation.

How files are shared inside the team and with people outside it: shared team folders or spaces, share links with password, expiry, download limits and view-only or no-download mode, upload links (file requests) for customers, guest or external user accounts, link and access reports, notifications, watermarking, comments and file locking, editing of office documents in the browser together, large-file transfer, and an Outlook or Teams add-in for sending links instead of attachments.

0 — Files cannot be shared with anyone else.

3 — Folders and files can be shared with other users and by public link; link controls, upload links and external accounts are basic or not described.

5 — Shared team folders, share links with password and expiry, view-only links, upload links for external people, permissions per folder (view, edit), notifications on changes, and office documents opened and edited in the browser.

8 — Link policies the administrator sets (forced expiry, passwords, domains allowed), download limits and no-download view, watermarking, guest accounts with their own permissions, an access log per share, file locking and comments, co-editing documented with the editor named, and an Outlook or Teams add-in.

10 — External collaboration at the level of a data room: granular rights including print and download control on shared files, revocation that also reaches copies already opened, recipient identity verification, a complete record of who opened and downloaded what, and end-to-end encryption kept intact when sharing externally and when editing.

How the files are protected and restored: encryption in transit and at rest, client-side or end-to-end encryption and whether it covers all folders, sharing and office editing, who holds the keys and what happens when a user loses theirs, customer-managed keys, two-factor authentication and single sign-on, version history and its length, a recycle bin, restore of a whole folder or account to a point in time after ransomware, ransomware detection, malware scanning, an independent security audit or penetration test, a bug bounty, and certifications (ISO 27001, SOC 2, BSI C5) with their scope. Where the data is stored is scored under sovereignty.

0 — Files are stored without any stated encryption and no account protection beyond a password.

3 — Encryption is mentioned and a recycle bin or version history exists; key custody, two-factor, restore after ransomware and audits are basic or not described.

5 — TLS in transit and AES encryption at rest stated, two-factor authentication, version history with its length stated, a recycle bin, the restore of deleted or overwritten files, and a security page naming at least one certification or audit.

8 — Client-side or end-to-end encryption documented with who holds the keys (or customer-managed keys), a whitepaper describing the scheme, single sign-on (SAML), restore of a folder or account to a point in time, ransomware detection or recovery documented, an independent audit or penetration test named, and ISO 27001, SOC 2 or BSI C5 stated with scope.

10 — Security that can be verified: zero-knowledge end-to-end encryption by default that stays on for sharing and editing, the cryptography published and externally audited with the report available, key recovery for organisations documented without the provider gaining access, open-source clients or a public bug bounty, and certifications published with their scope and date.

What an administrator controls: an admin console with users, groups and roles, provisioning through Entra ID, Google or LDAP with SCIM, quotas per user or team, an audit log of logins, shares and file actions with export, retention policies and legal hold, data loss prevention or classification, device management with remote wipe and unlinking, policies for external sharing, account transfer when someone leaves, team folders that belong to the company rather than to a user, and reports on storage and sharing.

0 — No administration: every account is independent and nobody can manage the team's users or files.

3 — A team plan with an administrator who can invite and remove users; roles, audit log, retention and device controls are basic or not described.

5 — An admin console with users, groups and admin roles, quotas, an activity or audit log, policies for external sharing, file transfer when a user leaves, company-owned team folders, and remote unlinking of lost devices.

8 — Provisioning via SCIM or a directory (Entra ID, Google, LDAP), an exportable audit log covering logins, shares and file actions, retention policies and legal hold, remote wipe, IP or device restrictions, data classification or DLP, and integration with a SIEM.

10 — Governance a regulated organisation can sign off: granular delegated administration per department or tenant, retention and legal hold with eDiscovery export, DLP with content inspection, every admin and user action logged and streamed to a SIEM, and the audit log retention and completeness stated.

Whether the files and their structure can leave and connect: a bulk export or download of all data with folders and versions, open protocols (WebDAV, S3, SFTP) usable for migration, a documented REST API and SDKs, webhooks, migration tools from Dropbox, Google Drive, OneDrive or a file server, integrations with office suites, Microsoft 365 and Teams, Slack, CRM and project tools, an app marketplace, open-source code, a self-hosted or on-premise edition, and deletion of data on termination.

0 — Files can only be downloaded one by one; no export, API or migration path.

3 — Files can be downloaded in bulk or as an archive; an API, migration tools, integrations and self-hosting are basic or not described.

5 — A documented API, bulk download of all files with the folder structure, a migration path from at least one named provider, integrations with named office and collaboration tools, and what happens to data after cancellation stated.

8 — A REST API with SDKs and webhooks, open-protocol access (WebDAV, S3 or SFTP) that makes migration tool-independent, migration tools in both directions or a supported migration service, an app marketplace, a self-hosted or on-premise edition, and deletion on termination under stated terms.

10 — The customer owns the data end to end: open-source code under a named licence that runs fully self-hosted with feature parity stated, a complete export including versions, shares and permissions in a documented format, and the deletion of every copy and backup on termination documented.

Who the contracting entity and the parent company are, where files, metadata and backups are stored and processed, and who the subprocessors are (data centres, CDN, email that carries share notifications, support desk, payment, office editing). Independently sourced by the sovereignty pipeline; files hold the company's documents and personal data, so the whole chain counts, not only the storage. End-to-end encryption with keys only the customer holds reduces what a foreign provider could hand over but does not change who the provider is. A self-hosted edition the customer runs on its own European servers counts as the customer's chain, whatever the vendor's seat.

0 — Non-EU vendor and contracting entity, storage location unstated, subprocessors unnamed, and no data processing agreement offered.

3 — A privacy policy and a data processing agreement exist, but the storage location is unstated or non-EU and the subprocessors are not listed.

5 — EU storage available and an EU contracting entity or EU representative, but parts of the chain (account data, metadata, notifications, support, office editing, payment) run through non-EU providers without a stated safeguard, or the parent company is subject to non-EU disclosure laws.

8 — EU storage on named data centres, EU or EEA or Swiss contracting entity, subprocessors listed with their locations, a data processing agreement published, and security certifications (ISO 27001, BSI C5, SOC 2) stated — or a self-hosted edition documented that keeps every file on the customer's own servers.

10 — Sovereign end to end and evidenced: European ownership, entity, storage and every subprocessor, or a self-hosted open-source edition with no call home, data export and deletion documented, and certifications published with their scope rather than implied.

Whether a buyer can compute the real annual cost from public pages alone: price per user or per plan, storage included per user or pooled, the minimum number of users, what extra storage costs, which features (end-to-end encryption, SSO, audit log, longer version history, data residency, advanced admin) need a higher tier or an add-on, the free tier and its limits, lifetime offers and their terms, the self-hosted edition's licence and support, minimum term and VAT.

0 — No public prices at all; every customer is a sales call.

3 — A starting price or a free tier exists, but how cost scales with users, storage or features is unclear.

5 — Business tiers are public with their price per user and storage included, but at least one commonly needed piece (extra storage, SSO, audit log, data residency, minimum users) is unpriced or "on request".

8 — Every tier priced publicly with its scaling rule (users, storage), extra storage and add-ons priced, minimum users and term stated, the self-hosted edition's licence and support cost stated, and VAT treatment stated.

10 — Complete price computability: annual cost derivable for a given team size, storage need and feature set, with every add-on, migration, support and overage fee and the cancellation and data-return terms published.