Do you really know where files are when sharing them in Microsoft Teams ?

Knowing how to work with files in Microsoft Teams might sound really simple. Many organizations are sold on the idea that when you roll out Microsoft Teams we can just store our files there, share with team members in conversations, with project teams, functional groups or departments in channels and we are good to go. No file duplication, version problems all of that is eliminated when we migrate to Microsoft Teams...

This can be true, and should be true....

If you understand the machinations and the relationship between where files are stored and what happens when to take certain actions with files. It fascinates me that these, what I consider fundamental aspects of Microsoft 365 and document management in general are not given higher priority. This is not specific to small organizations either. I am talking big companies with plenty of budget for technology projects. They invest heavily in "digital transformation", yet the vision that they were sold "just use Microsoft Teams, it will solve all your problems" does not eventuate.

Let's start with the sharing of files in the context of Microsoft Teams. A core concept to understand.

So you are in a conversation with a colleague and you share a file. First of all you have 2 options. Upload from my computer or OneDrive. When you upload from your computer where does that file go ? Do you know ? Is it SharePoint is it Microsoft Teams is it OneDrive ?

Well, both options use OneDrive as the storage location but in different locations...may be confusing but important to understand.

Here is a little video that will provide some clarity for you:

One of the options as mentioned above is to use OneDrive. Now when you choose this option and select a file from OneDrive, what happens to the file ?

Here is another short little video that will provide clarity on that option ??

Now for a files gotcha. I created this video so that you don't get yourself frustrated and potentially worse....although there are two options as noted above. Something that you need to be aware of is when syncing your files with the OneDrive Sync Client. I have seen this over and over again where users choose the Upload from my Computer option and select a file that is "technically" stored in their OneDrive....

So thinking you are doing the right thing, but in actual fact you are creating another copy of that document in that special folder called "Microsoft Teams Chat Files" and the original stays where it is...????

Check it out....

These are things that will make your life so much easier when working with files in Microsoft Teams and hopefully alleviate any issues and will certainly reduce the frustration.