---
title: "Which Microsoft 365 app should I use?"
canonical: "https://kb.uconn.edu/space/IKB/27682275335/Which%20Microsoft%20365%20app%20should%20I%20use%3F"
format: markdown
---
Students, faculty, and staff have access to many different apps and tools within the Microsoft 365 product suite. Many of these apps' functionality overlap with other apps. Readers can follow this guide to learn how the apps interconnect and when to use certain apps and tools.

> ✅ SharePoint is the backbone of the Microsoft 365 cloud. Many apps utilize SharePoint to store data.

| **Function** | **App** |
| --- | --- |
| Document creation and editing | Word |
| Spreadsheets, calculations, graphing | Excel |
| Presentations | PowerPoint |
| Email | [Outlook](http://s.uconn.edu/outlook) |
| Communication and Collaboration | [Teams](https://uconn.atlassian.net/wiki/spaces/IKB/pages/10749247599), See below table |
| File Storage | See below table |
| Forms | [Microsoft Forms](https://uconn.atlassian.net/wiki/spaces/IKB/pages/10803053563) |
| Notes | [OneNote](https://uconn.atlassian.net/wiki/spaces/IKB/pages/10819764998) |
| Automation | [PowerAutomate](https://uconn.atlassian.net/wiki/spaces/IKB/pages/10802103772) |

## Data Storage

In terms of raw data storage, OneDrive and SharePoint are your daily data repositories. These are the files you find in your File Explorer (Windows) and Finder (macOS) window. Clicking on these files opens their respective app in order to be edited or viewed. 

- OneDrive is used for <u>personal storage</u>: work-related files that you create and work on yourself and *sometimes *share with others.  
When you leave UConn, these files are deleted. If you move to a new department, these files move with you.
- SharePoint is used for <u>shared storage</u>: work-related files that are meant to be collaborated on, or viewed, by your group upon the file’s creation.  
It is best practice to put all of your departmental, or group, work in a SharePoint site because the files are owned by the site rather than individuals. If you leave the department or university, the files are <u>unaffected</u>.

Learn more here: [https://uconn.atlassian.net/wiki/spaces/IKB/pages/26474643506](https://uconn.atlassian.net/wiki/spaces/IKB/pages/26474643506) 

## Email

### Individual Email

Students, faculty, and staff use [Outlook](http://s.uconn.edu/outlook) for an email service. Visit these help guides to learn more: [https://uconn.atlassian.net/wiki/spaces/IKB/pages/10726900301](https://uconn.atlassian.net/wiki/spaces/IKB/pages/10726900301) 

### Group Inbox

- A Group inbox is created and maintained by your department or group. Changes do not need to be made through ITS.
- Receive mail at a shared mailbox (e.g. [mylabgroup@uconn.onmicrosoft.com](mailto:mylabgroup@uconn.onmicrosoft.com)), but responses are sent from your individual @uconn.edu email addresses.
- Includes a SharePoint site to collaborate on files.

:check_mark: Upon creation, a Group also creates a SharePoint to hold its files.

### Shared mailbox

- Mailbox is created and maintained by ITS. Membership changes are made by request to the Technology Support Center.
- Send and receive from a shared @uconn.edu mailbox (e.g. [mylabgroup@uconn.edu](mailto:mylabgroup@uconn.edu).)
- Does not include any data storage.
- For groups that need to receive *and* send mail from a single shared address.

## Non-email Communication

Beyond email, there are multiple ways to communicate in Microsoft 365. Teams is the main app for communicating in real-time and for asynchronous conversations. This section covers real-time, and near real-time, communication; please continue to the next section to learn about email.

### Instant Messaging

Using Teams, you can send instant messages, sometimes called Direct Messages or “DMs”, to anyone in the university. You can also create blog-style conversations where people can post questions or statements, and users can reply to specific posts.

- [https://uconn.atlassian.net/wiki/spaces/IKB/pages/10749248089](https://uconn.atlassian.net/wiki/spaces/IKB/pages/10749248089)
- [https://uconn.atlassian.net/wiki/spaces/IKB/pages/26264043728](https://uconn.atlassian.net/wiki/spaces/IKB/pages/26264043728)

### Create a team in Teams

For an ongoing project, you may create a team in Teams. A team creates a central location for conversations and files related to a specific task or project. Within a team, you can have real-time conversations, share files, and assign tasks.

:check_mark: Upon creation, a team also creates a SharePoint to hold its files.