An important role for Teams is file management so let’s make sure you understand files in Microsoft Teams. Teams is not just for chatting, or remote meetings. Teams lets you share files, and work together on stuff. In this blog, we’re going to break down how Teams handles files. We’ll keep it simple and compare Teams to other Microsoft file management apps like, SharePoint and OneDrive. You decide what filing system works best for you, and where that system should be.
Microsoft Teams does an amazing job of storing your files for you. Keep all your important documents, presentations, and other work-related stuff neatly organized in one place. It’s like having a digital filing cabinet within Teams. This feature simplifies access for you and your team, making it easy to find and collaborate on files whenever you need them. Let’s explore how this file storage feature in Teams can enhance your workflow and keep your work well-organized.
Saving files in Teams is very convenient because of these two main factors:
Take a look at the chart below to see how files are stored in different Microsoft 365 apps like Teams, SharePoint, OneDrive, and other cloud tools. This comparison will help you understand the unique ways each app handles file storage. By checking out the chart, you’ll get a clear picture of which option suits your needs best when it comes to managing files in your teamwork.
As the Chart above shows, Teams looks like it saves files for you but in actuality the files are being stored somewhere else.
In Microsoft Teams, we’ve got three main areas for files: Teams Channels, Teams Chats, and the special Files section. Each area has its own job in helping us work together.
Let’s check out what each of these areas does and how they make things easier for us when we’re dealing with files in Teams.
Teams Channels serve as a great space for team members to gather and work on specific projects or topics. Within these Channels, files are shared, edited, and stored collectively, providing a centralized hub for collaborative efforts.
When you are in a Teams Channel, the files are saved in a SharePoint Site. These files are shared with everyone in that Teams Channel. Navigating through Teams Channels allows you to access project-specific or topic-specific files quickly.
Teams Chats act like your personal meeting rooms. Here, sharing files is simple, promoting effortless collaboration and enhancing the way your group communicates.
When you are in a Chat, Files are saved in OneDrive (belonging to the person that uploaded the file). These files are shared with everyone in that Teams Chat.
When you are in the Files area (button on left side of Teams), you will see a lot of different sources for files. What you see here is based on what you have worked on recently and what you have connected to your Teams app.
Cloud file storage systems/apps such as Dropbox or iCloud or Google Drive are not being shared with anyone on any Team. They are for you only.
We have focused on 3 main places in Microsoft Teams that you can look to for your files but please note that you can create more locations for files if you wish.
Working in Teams and saving information, does require a plan.
You want to know that what you save will be easily accessible by those that need the information.
But you also need to be thinking of the permissions that are granted in that environment (Teams vs SharePoint vs OneDrive). Each application comes with its own system of permissions.
Create a shared filing system that makes sense for everyone involved. Take the time to make it work right.
Need to learn more about how to implement Teams, read our blog on this topic here.
Check out the video below where I explain the difference between Microsoft Teams, SharePoint and OneDrive. This will help you understand files better, in each of these locations.
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