In Microsoft Teams, files can be stored in different locations depending on the context in which they are shared, such as in Teams channels, private chats, or meetings. The primary storage services integrated with Teams for file storage are SharePoint Online and OneDrive for Business. These storage locations provide seamless collaboration and file sharing across different devices and apps while ensuring that permissions and access are managed appropriately.
Let’s explore the different storage locations for files in Teams and how they function in various contexts.
1. Files Shared in Teams Channels
Storage Location: SharePoint Online
- Description: Files shared in a Teams channel are automatically stored in SharePoint Online. Each Team created in Microsoft Teams gets its own SharePoint site collection, and each channel within the Team gets its own document library folder within that site.
- How It Works:
- Each Team has a SharePoint document library where all the files shared in the channels are stored.
- When a file is uploaded to a channel, it is saved in the corresponding folder within the SharePoint document library.
- Files are organized by folders based on the channel names.
- Access and Permissions:
- Access to the files stored in SharePoint is managed based on the Team’s membership. All Team members have access to the files shared in the channels.
- Files inherit the permissions of the Team, meaning if someone is a member of the Team, they will have access to all the files in that Team’s SharePoint site.
- Example:
- If a file is shared in the General channel of the “Marketing” Team, it will be saved in the “General” folder within the SharePoint document library for the Marketing Team’s site.
- Usage Example:
- The marketing team collaborates on a campaign by sharing files like design mockups and content drafts in the “Campaign Planning” channel. All these files are stored in the SharePoint document library for that channel, and every team member can access, edit, or comment on the files directly from Teams.
2. Files Shared in Private Chats or Group Chats
Storage Location: OneDrive for Business
- Description: Files shared in private one-on-one chats or group chats (outside of a channel) are stored in the OneDrive for Business of the person who shared the file. The file is uploaded to the sender’s OneDrive and a link to the file is shared with other participants.
- How It Works:
- When a file is shared in a private chat, it is uploaded to the OneDrive for Business account of the person who shares it.
- The file is stored in a special folder called “Microsoft Teams Chat Files” within the sharer’s OneDrive.
- A link to the file is then sent to other participants in the chat with appropriate sharing permissions.
- Access and Permissions:
- The file is stored in the sharer’s OneDrive, but permissions are automatically granted to other participants in the chat, allowing them to view or edit the file depending on the permissions set.
- The file remains under the control of the sharer, who can revoke or modify access at any time from OneDrive.
- Example:
- If two colleagues are discussing a document in a private chat and one shares the file, it will be uploaded to that colleague’s OneDrive for Business, and a link will be shared with the other participant.
- Usage Example:
- Two sales managers are chatting privately about a sales presentation. One manager shares the presentation file during the chat. The file is uploaded to the sharing manager’s OneDrive, and the link is shared with the other manager, allowing them to collaborate on the presentation in real time.
3. Files Shared in Meetings
Storage Location: SharePoint Online (for Channel Meetings) and OneDrive for Business (for Private Meetings)
- Channel Meetings:
- Description: If a meeting is held within a Teams channel, any files shared during the meeting will be stored in the corresponding SharePoint document library for that channel.
- How It Works: Files are treated like other files shared in the channel and are saved in the channel’s SharePoint folder.
- Example: During a scheduled weekly project meeting in the General channel of the “Product Development” Team, a PowerPoint presentation is shared. The file will be stored in the General folder of the “Product Development” Team’s SharePoint site.
- Usage Example: The project team can access the presentation after the meeting through the Files tab in the channel, which leads to the SharePoint location where all the channel’s meeting files are stored.
- Private Meetings:
- Description: For meetings that are not hosted in a channel, but are instead organized privately (like ad-hoc meetings or scheduled calendar meetings), any files shared are saved in the OneDrive for Business of the person who shared the file.
- How It Works: Files shared in private meetings are saved in the sharer’s OneDrive in the “Microsoft Teams Chat Files” folder, similar to how it works for private chats.
- Example: During a private meeting between three managers discussing quarterly targets, one manager shares a spreadsheet. The spreadsheet is uploaded to that manager’s OneDrive, and the link is shared with the other meeting participants.
- Usage Example: After the meeting, participants can go to the meeting chat and access the link to the file shared during the meeting. The file resides in the sharer’s OneDrive, but with access granted to other attendees.
4. Files Shared in Teams Tabs (Linked Applications)
Storage Location: SharePoint Online (or Integrated App Storage)
- Description: Teams allows users to add Tabs within channels or chats, where users can link to other Microsoft 365 applications or third-party apps like Planner, Excel, OneNote, or custom apps. Files created and edited within these apps are typically stored in SharePoint or their respective storage locations.
- How It Works: When an app like Excel or OneNote is added as a tab to a channel, the files associated with that app are stored in the SharePoint document library for that channel or Team. However, files associated with certain apps may be stored within the app’s own storage (for example, Planner tasks are stored within the Planner service).
- Example: A project team adds an Excel workbook as a tab in their Budget Planning channel. The Excel file is stored in the channel’s SharePoint document library.
- Usage Example: The finance team regularly updates a budget spreadsheet that is pinned as an Excel tab in their Teams channel. Every update to the spreadsheet is automatically saved in the corresponding SharePoint folder.
5. Files Shared via Email in Teams (Exchange Online Integration)
Storage Location: SharePoint Online or OneDrive for Business (Depending on the Context)
- Description: Teams integrates with Exchange Online to allow users to send emails directly into a Teams channel. When users send emails with attachments to a Teams channel, the attachments are stored in the SharePoint Online document library for that channel.
- How It Works: Emails sent to a Teams channel are treated as posts, and any attachments included in the email are stored in the corresponding SharePoint folder. Emails sent in private chats would follow the same rules as file sharing in chats (stored in OneDrive).
- Example: The legal department forwards a contract email to the Legal Team channel in Teams. The contract attachment is automatically stored in the Legal Team’s SharePoint document library.
- Usage Example: A project manager sends an email with an attached project plan to a Teams channel. The email’s attachment is automatically saved in the channel’s SharePoint folder, making it easy for all team members to access the document from within the channel.
Storage Relationships Across Microsoft 365 Services
- OneDrive for Business:
- Context: Used for personal file storage, files shared in private or group chats, and files shared during private meetings.
- Relationship: OneDrive files are automatically synchronized and accessible across other Microsoft 365 services, such as Outlook and SharePoint, with consistent permissions management.
- SharePoint Online:
- Context: Used for storing files shared in Teams channels and channel meetings. Acts as a centralized document management system for Team-based collaboration.
- Relationship: SharePoint libraries provide robust document management features such as version control, metadata tagging, and co-authoring, which are integrated seamlessly with Teams channels.
- Exchange Online:
- Context: Powers email and calendar functionalities for Teams, including meeting invites, emails sent to channels, and calendar synchronization.
- Relationship: Exchange Online handles all the backend email and calendar services for Microsoft Teams, ensuring that meeting invites, email notifications, and calendar entries are fully integrated across Microsoft 365.
Microsoft Teams integrates deeply with SharePoint Online, OneDrive for Business, and Exchange Online to provide flexible file sharing and storage capabilities across various collaboration contexts. Files shared in Teams channels are stored in SharePoint, while files shared in private chats or private meetings are stored in OneDrive for Business. This seamless integration across storage locations enables real-time collaboration, secure sharing, and
centralized document management. By understanding where files are stored in different contexts, users can effectively manage and access their files, ensuring that permissions and access are handled properly across their organization.
