By Julie A. Bays

Most lawyers use Microsoft 365 (MS 365); however, between Microsoft’s propensity to rename its products frequently and the rapid pace of upgrades and improvements, many lawyers are unclear about which MS 365 subscription is best for their practice and the best way to take advantage of dozens of features they may have never tried. For law firms, selecting the right subscription plan is crucial to meeting their productivity, security and compliance needs. Additionally, understanding the differences between OneDrive and SharePoint can help firms manage documents more effectively.

Microsoft 365 Subscription Plans

In the modern legal landscape, technology is integral to productivity, data security and collaboration. MS 365 offers various subscription plans suited for small law firms, each with distinct features and benefits.

Business Basic Plan

The MS 365 Business Basic plan is the most affordable option, providing web and mobile versions of Microsoft Office applications. It includes Microsoft Teams, OneDrive and SharePoint for file storage and collaboration. However, it does not include desktop versions of Office apps, making it unsuitable for intensive document work. This plan also does not have the important security measures offered by other plans.

Business Standard Plan

The MS 365 Business Standard plan offers desktop versions of Office applications – like Word, Excel and Outlook – along with all the features of the Business Basic plan. This plan provides 1 terabyte (1 TB) of OneDrive storage per user, which is crucial for document management and collaboration. It also includes Microsoft Teams for communication, SharePoint for team collaboration and Exchange for email hosting. The Business Standard plan is useful for small firms that require comprehensive tools for productivity, but it lacks the advanced security features found in the higher-tier plans.

Business Premium Plan

The MS 365 Business Premium plan is highly recommended for most lawyers. For less than $10 more per month compared to the Business Standard plan, it includes not only the desktop versions of key Office applications – such as Word, Excel and Outlook, along with 1 TB of OneDrive storage – but also advanced security features and device management. Enhanced features, like MS Defender for Office 365 and MS Intune, ensure robust data security, which is crucial for law firms handling sensitive client information. This plan is ideal for small firms seeking comprehensive tools and enhanced security.

E3 Plan

The MS 365 E3 plan is suitable for firms with stringent compliance and security needs. It builds on the Business Premium plan by adding additional compliance tools, advanced security features and device management capabilities meant for larger businesses with over 300 employees. It requires more IT knowledge or IT specialists to set up and manage compared to lower-tier plans.

Personal and Family Plans

The MS 365 Personal and Family plans are not suitable for law firms. These plans are designed for individual and family use, offering basic features that do not meet the professional requirements of a law firm. They lack the advanced security measures, business services and compliance tools that are essential for legal practices.

The choice of an MS 365 subscription should be based on the specific needs of the law firm. For most small firms, the Business Premium plan offers a comprehensive set of tools and enhanced security at a reasonable cost. Solo attorneys may find the Business Standard plan sufficient for their needs. Firms with higher security and compliance demands may find the E3 plan a more appropriate option, while the Personal and Family plans should be avoided for professional use.

OneDrive vs. SharePoint: Key Differences and Use Cases

For legal professionals, understanding the differences between OneDrive and SharePoint is key to effective document management and collaboration.

Ownership and Accessibility

OneDrive is designed for personal storage and file sharing, functioning as each user’s personal online filing cabinet. Files in OneDrive are owned by the individual user and can be shared with others for specific tasks. In contrast, SharePoint stores files in a shared document library that is accessible to a group, a department or the entire firm, with ownership belonging to the organization rather than an individual.

OneDrive is ideal for individual workspaces, where drafts, notes and personal documents are saved before they are finalized and shared. This platform allows easy file access across multiple devices, supporting a mobile and flexible work style. When a document is ready to be reviewed or collaborated on, it can be shared with specific individuals who can then edit or comment on the file.

SharePoint, on the other hand, is built to manage and organize files in a collaborative environment. It provides structured storage by categorizing documents according to specific cases, clients or projects, ensuring everyone on the team has access to the most up-to-date information. SharePoint supports document storage and integrates workflows that help automate processes, track progress and manage tasks within the legal team.

SharePoint offers advanced document management features – such as metadata tagging, custom views and access permissions – which help organize large volumes of documents. This is useful for law firms that deal with extensive documentation and require robust search functionalities to retrieve information quickly and efficiently.

Integrating SharePoint with Microsoft Teams enhances its collaborative capabilities, allowing teams to communicate in real time, schedule meetings and manage projects without switching platforms. This seamless integration streamlines workflow and boosts productivity by providing a centralized hub for all communication and document management needs.

While OneDrive serves as an excellent tool for personal document management and initial drafting, SharePoint stands out as the preferred solution for collaborative efforts, sophisticated document organization and enhanced team productivity within legal practices. 

Sharing Scope

OneDrive is most suitable for storing personal work files, drafting documents before sharing them with a team or client and securely sharing a single document or requesting a file from someone. SharePoint excels in matter-centric storage by organizing documents according to cases, clients or legal projects, facilitating team collaboration on shared documents like court filings, contracts and pleadings. 

Collaboration Style

OneDrive is ideal for one-to-one or small-group collaboration, while SharePoint supports large-scale collaboration. SharePoint enables firms to create intranet sites for document management, making collaboration between attorneys, paralegals and administrative staff more efficient. 

Document Versioning and Co-Authoring

Both OneDrive and SharePoint offer document versioning, allowing users to track changes and restore previous versions. However, SharePoint provides more advanced controls. Additionally, both platforms support co-authoring in Word, Excel and PowerPoint, with SharePoint offering deeper integration with Teams. 

Integration With Teams

While OneDrive has limited integration with Teams, SharePoint is integrated, allowing seamless transitions between tasks and reducing the need for multiple applications. This integration also extends to Outlook, enabling streamlined scheduling and email communication.

WHEN TO USE ONEDRIVE VS. SHAREPOINT FOR LEGAL WORK

• Drafting a contract before sharing: OneDrive
• Collaborating on a case folder with colleagues: SharePoint
• Securely requesting a file from a client: OneDrive (file request feature)
• Storing firm-wide templates (g., engagement letters): SharePoint
• Maintaining a central repository of legal research: SharePoint
• Sharing a single document with an expert witness: OneDrive
• Providing clients with access to case-related documents: SharePoint (via a client portal) 

Conclusion

Selecting the right Microsoft 365 plan and mastering document management is essential for any law firm. Whether you choose the Business Standard plan for its tools, the Business Premium plan for its enhanced security features or the E3 plan for its large law firm capabilities, making an informed choice will ensure your firm’s productivity and security. Use OneDrive for personal storage and SharePoint for collaborative efforts to keep your documents organized and accessible. By doing so, you can ensure that your firm’s digital infrastructure is both efficient and secure.

Ms. Bays is the OBA practice management advisor, aiding attorneys in using technology and other tools to efficiently manage their offices.

Originally published in the Oklahoma Bar Journal — April, 2025 — Vol. 96, No. 4