What Tool Should I Use when? Microsoft 365 Decision Tree
Never Waste Time Choosing the Wrong Microsoft Tool Again
A simple visual decision tree that tells you exactly which tool to use for any task—Teams, SharePoint, OneDrive, Planner, Lists, or something else.
You're about to start a project, share a file, or collaborate with your team—but which Microsoft 365 tool should you use? Teams? SharePoint? OneDrive? Planner? The confusion costs you time, creates duplicate work, and frustrates your team. This decision tree eliminates the guesswork. Answer a few simple questions, follow the flowchart, and get the right answer every single time. No more trial and error. No more switching tools halfway through. Just clarity, confidence, and the right choice from the start.
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What Tool Should I Use? Microsoft 365 Decision Tree
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What It Is
A 5-page visual quick guide that helps you instantly choose the right Microsoft 365 app for every task.
From collaboration and file storage to meetings and automation — stop guessing and start working smarter.
Inside you’ll find:
✅ A one-page decision tree showing exactly when to use each Microsoft 365 tool
🧩 A “What Each Tool Does” reference chart for quick comparisons
💡 8 real-world workflow examples (projects, onboarding, meetings, content creation & more)
⚙️ A Quick Reference Matrix so you can see the right tool at a glance
Perfect for teams, trainers, and anyone who wants clarity across Microsoft 365.
The Microsoft 365 Tool Confusion Problem
Microsoft 365 gives you incredible tools—but it also gives you too many choices. Should you share that document in Teams, OneDrive, or SharePoint? Should you track tasks in Planner, Lists, or a SharePoint list? Should you create a Team, a SharePoint site, or just a shared folder? Every day, you face these decisions. And every wrong choice means wasted time, confused teammates, and work that needs to be redone. The problem isn't the tools—it's knowing which tool to use when. That's exactly what this decision tree solves.
Common Scenarios Where People Get Stuck
"Should I use Teams or SharePoint?"
You need to collaborate on a project, but you're not sure whether to create a Team or a SharePoint site. You end up creating both, and now your team doesn't know where to go.
"Where should I save this file?"
You have a document that needs to be shared. OneDrive? SharePoint? Teams? You pick one, but then someone can't find it, so you share it three different ways.
"How do I track these tasks?"
Your project has tasks that need tracking. Should you use Planner, Lists, a SharePoint list, or just a shared Excel file? You're not sure, so you pick one and hope it works.
"Do I need a Team or just a channel?"
You're starting a new initiative. Does it need its own Team, or can it just be a channel in an existing Team? You create a new Team, and now you have 47 Teams and nobody knows which one to use.
Sound familiar? These decisions happen every single day—and every wrong choice costs time and creates confusion.