The Relationship between Microsoft Teams and SharePoint: Understanding the Integration

Summary

This video by Daniel Anderson explores the relationship between Microsoft Teams and SharePoint, clarifying the common misconception that files are stored within Teams. It explains that every Team has an associated SharePoint site, where files are actually stored. The video demonstrates how files are accessed through Teams but reside in SharePoint, and how creating a new channel in Teams automatically creates a corresponding folder in SharePoint's document library. It also covers how to add additional document libraries as tabs within Teams for easier access to the entire document structure.

Takeaways

• 📚 Microsoft Teams channels have a 'Files' tab where files are accessed and managed.
• 🔗 The files in Microsoft Teams are actually stored in a linked SharePoint site, not within Teams itself.
• 🏢 Every Microsoft Team is connected to a SharePoint site, which serves as the backend for file storage.
• 📁 Each channel in Teams has a corresponding folder in the SharePoint document library, created automatically when a channel is made.
• 🖥️ Users can open the Files tab in SharePoint to see the underlying files and folders associated with a Teams channel.
• 🔄 When a new channel is created in Teams, a new folder is automatically created in the SharePoint document library.
• 📂 Users can create folders in Teams that are not linked to any channel, which exist in the SharePoint document library but not in the channel structure.
• 🔄 Renaming a channel in Teams will also rename the corresponding folder in the SharePoint document library.
• 🗂️ SharePoint sites have a default document library, but users can create additional document libraries as needed.
• 📝 The additional document libraries in SharePoint can be added as tabs in Teams for easier access.
• 🌐 The Files tab in the General channel of Teams provides a way to navigate through the entire document library structure of the SharePoint site.

Q & A

What is the primary topic of the video?

The primary topic of the video is the relationship between Microsoft Teams and SharePoint, specifically how files are integrated and managed within Microsoft Teams.

Where are the files in Microsoft Teams actually stored?

The files in Microsoft Teams are actually stored in a SharePoint site that is associated and linked to the Microsoft Team.

What is the default library in every SharePoint site?

Every SharePoint site has a default document library where all the documents are stored.

What happens when a new channel is created in Microsoft Teams?

When a new channel is created in Microsoft Teams, a new folder is automatically created inside the SharePoint document library associated with that team.

Can you access the SharePoint site directly from the Files tab in Microsoft Teams?

Yes, you can open the Files tab in Microsoft Teams to access the linked SharePoint site directly.

How does the creation of a new channel in Microsoft Teams affect the SharePoint document library?

Creating a new channel in Microsoft Teams creates a new folder in the SharePoint document library, which is linked to that channel.

What is the difference between a folder in a channel and a folder outside of channels in SharePoint?

A folder in a channel is linked to a specific channel in Microsoft Teams, while a folder outside of channels is part of the SharePoint document library but not directly linked to any channel.

Can you upload files directly to the SharePoint site instead of through Microsoft Teams?

Yes, you can upload files directly to the SharePoint site, and they will also appear in the corresponding channel in Microsoft Teams if the folder is linked.

What happens when you rename a channel in Microsoft Teams?

When you rename a channel in Microsoft Teams, the linked folder in the SharePoint document library is also renamed to reflect the new channel name.

Can you add multiple document libraries to a SharePoint site?

Yes, you can create multiple document libraries within a SharePoint site, each serving different purposes or containing different types of documents.

How can you bring a document library into a channel in Microsoft Teams if it's not linked by default?

You can add a tab to a channel in Microsoft Teams and link it to a document library by using the SharePoint link feature, which allows you to navigate to the desired document library.

What is the purpose of the Files tab in Microsoft Teams?

The Files tab in Microsoft Teams acts as a front end to the SharePoint document library, allowing users to access, upload, and manage files that are stored in the linked SharePoint site.

Outlines

00:00

🔗 Understanding Microsoft Teams and SharePoint Integration

This paragraph introduces the topic of the video, which is the relationship between Microsoft Teams and SharePoint. The speaker, Daniel Anderson, aims to clarify the confusion around file storage and interaction within Microsoft Teams. He explains that every channel in Microsoft Teams has a 'files' tab, and the files within these tabs are actually stored in a linked SharePoint site. The paragraph sets the stage for a deeper dive into the integration points and the foundational understanding of how Microsoft Teams and SharePoint work together.

05:02

📚 Exploring the Files Tab and SharePoint Document Libraries

In this paragraph, the video script delves into the specifics of the 'files' tab in Microsoft Teams and how it relates to SharePoint's document libraries. The script explains that each channel in Teams is associated with a folder in the SharePoint document library, and that creating a new channel automatically creates a new folder in the library. The speaker demonstrates this by creating a new channel called 'end of year reporting' and showing how files uploaded through Teams appear in the corresponding SharePoint folder. The paragraph also touches on the ability to create new folders within the document library that are not linked to any specific channel.

10:04

📁 Navigating Document Libraries and Channels in Teams

This paragraph continues the exploration of the relationship between Microsoft Teams and SharePoint, focusing on how to navigate and interact with document libraries and channels. The script describes how files uploaded through the Teams interface are actually stored in SharePoint, and how the Teams interface serves as a front end to the SharePoint document library. The speaker also discusses the ability to create new folders in SharePoint that are not linked to any channel, and how to bring additional document libraries into Teams as tabs. The paragraph concludes with a demonstration of navigating through the entire document library structure from within Teams, emphasizing the seamless integration between the two platforms.

Keywords

💡Microsoft Teams

Microsoft Teams is a platform that combines workplace chat, video meetings, file storage, and application integration. It is central to the video's discussion as it is the interface through which users interact with files and collaborate. The script explains that every channel in Microsoft Teams has a 'files tab', which is where users access and manage their documents, though the actual storage happens in a linked SharePoint site.

💡SharePoint

SharePoint is a web-based collaborative platform that integrates with Microsoft Office. It is used for document management, storage, and collaboration. In the context of the video, SharePoint is the backend system where files accessed through Microsoft Teams are actually stored. The script clarifies that each Microsoft Team is associated with a SharePoint site, and files in Teams' channels are stored in SharePoint document libraries.

💡Files Tab

The 'files tab' in Microsoft Teams is a feature that allows users to access and manage files within a specific channel. The video emphasizes that while users interact with files through this tab in Teams, the files are physically stored in a SharePoint site associated with the team. This tab serves as a window to the files stored in SharePoint.

💡Document Library

A document library in SharePoint is a central repository for storing, organizing, and managing documents. The video script mentions that every SharePoint site has a default document library where documents are stored. When a new channel is created in Microsoft Teams, a new folder is created in the SharePoint document library, linking the channel's files to the library.

💡Channels

Channels in Microsoft Teams are dedicated spaces where teams can have focused conversations and collaborate on specific topics. The script explains that each channel in a Microsoft Team has a corresponding folder in the SharePoint document library, which stores the files associated with that channel.

💡Folders

Folders in the context of the video refer to the organizational units within SharePoint document libraries and Microsoft Teams channels. The script demonstrates that new folders can be created in SharePoint, which can then be linked to specific channels in Teams, or exist independently of any channel, providing a way to organize and manage files.

💡Integration

Integration in this video refers to the seamless connection between Microsoft Teams and SharePoint, allowing users to manage files through Teams while they are stored in SharePoint. The script illustrates how this integration works, showing that actions in Teams, such as creating a new channel or renaming a folder, reflect in the associated SharePoint document library.

💡Tabs

Tabs in Microsoft Teams are customizable components that can be added to a team to provide quick access to frequently used tools and information. The video shows how a SharePoint document library can be added as a tab in a team, providing a direct link to the library and making it easier for team members to access and manage documents.

💡Document Management

Document management is the process of organizing, storing, and retrieving documents in an efficient and secure manner. The video script discusses how Microsoft Teams and SharePoint work together for document management, with Teams providing the interface and SharePoint handling the storage and organization of documents.

💡Collaboration

Collaboration in the video is about how teams work together using Microsoft Teams and SharePoint. The script highlights that the integration of these platforms facilitates collaborative work by providing a unified platform for accessing, sharing, and editing documents, which is crucial for team productivity.

💡Navigation

Navigation in the context of the video refers to how users can move through the document libraries and folders in SharePoint from within Microsoft Teams. The script demonstrates that users can navigate the entire structure of the SharePoint site, including additional document libraries, directly from the files tab in Teams, enhancing the user experience in accessing and managing files.

Highlights

The video discusses the fundamental relationship between Microsoft Teams and SharePoint, focusing on file collaboration.

Microsoft Teams channels have a 'Files' tab, which is linked to a SharePoint site.

Files stored in Teams are actually located in a SharePoint site associated with the Team.

Every SharePoint site has a default document library where documents are stored.

Creating a new channel in Teams creates a new folder in the SharePoint document library.

Files in Teams are accessed through a window to those files stored in SharePoint.

Microsoft Teams serves as the front end, while SharePoint provides the content services.

Demonstration of uploading files through Teams and their appearance in the linked SharePoint site.

Files uploaded to SharePoint are also visible in the corresponding Teams channel.

Creating subfolders in Teams creates corresponding folders in SharePoint.

Renaming a channel in Teams also renames the associated folder in SharePoint.

A new document library can be created in SharePoint and added as a tab in Teams.

The 'Files' tab in Teams allows navigation through the entire SharePoint document library.

Files and folders not in a channel can exist in the SharePoint document library outside of Teams.

The video clarifies that files are not stored in Teams itself, but in the integrated SharePoint site.

The Teams interface provides access to SharePoint's document management capabilities.

The video concludes by reinforcing the collaborative nature of file management between Teams and SharePoint.

Transcripts

g'day there everyone Daniel Anderson

here welcome to this episode now this

video is going to be on a topic that I

reckon this question comes up over and

over and over and over again and it is

something that people have tried to

explain before

um but it's something that is really

fundamental to Microsoft teams and how

you interact and use and collaborate on

your files inside of Microsoft teams so

what we're going to have a look at here

and walk through and have a talk about

is the relationship with Microsoft teams

and SharePoint alright so let's get the

foundational things uh ingrained first

some awareness some learning so that

you've got an understanding of this

concept and what the interaction what

the relationship is and what the

um the integration points are with

Microsoft teams and SharePoint okay so

the first thing we're going to talk

about is the files tab so inside of of

Microsoft teams every single channel has

its own files tab now a lot of confusion

is around where people are saying oh we

store our files in Microsoft teams other

files are in teams we access our files

through teams and that's all uh true but

underlying where the files are actually

located is in a SharePoint site that is

associated and linked to that Microsoft

team so every single Microsoft team has

an Associated and uh connected

SharePoint site and the files tab of

every single channel the files that are

in there actually reside and get stored

in the in that linked SharePoint site so

it's not actually in Microsoft teams

itself you're just accessing and you're

surfacing and it's a window to those

files that are living inside of

SharePoint now while we're on that topic

every single SharePoint site has a

default documents library now a

documents library is where all of the

documents are stored inside of

SharePoint now whenever a new channel is

created inside of Microsoft teams a new

folder is created inside of that

SharePoint document library and it's the

default document library of that

SharePoint site so let's stop there and

we're going to jump into a demo and have

a look at how that all operates so we

can see here I'm in Microsoft teams and

I'm in this sales and marketing

Microsoft team now behind the scenes and

what I'm going to do is I'm going to

jump into the general Channel and I'm

going to hop into the files tab of this

General channel so we can see here that

there's no files in there right now okay

but you will also notice that I can open

this open this up in SharePoint now when

I open in SharePoint it's going to open

up that LinkedIn SharePoint site that is

associated with that team so it's

sitting in the background so Microsoft

think of Microsoft teams as the as the

front end whereas SharePoint is the

content services so it's it's serving up

those documents to your team now we can

see here we're in a SharePoint team site

left hand side here we've got the

documents Library okay and you can see

that this documents Library here is uh

combined with some folders and we've got

two

um expandable options here we've got one

that says in channels and you can see

here that these are the folders here

that are in uh that are associated to

the channels in teams because we can

have files and folders that aren't in a

in a channel itself and they can live

outside of those channels in that same

document library because we can see here

that we've got let's say product

marketing so product marketing is a

folder that's not in a Channel all right

it's just living in that document

library now if I jump back into sales

and marketing here and I'll just

um let's first of all let's create a new

channel and let's see what happens

so I'm going to click the three little

dots and I'm going to add a channel and

let's go for uh end of year reporting

okay so we'll create a channel called

end of year reporting we'll just leave

it as a standard Channel and we'll add

that to this team so that's now creating

that channel now behind the scenes what

that is actually doing is creating a new

document Library sorry a new folder in

that document Library so you can see

here new folder end of year reporting in

channels we'll now have a folder here

called end of year reporting all right

so if I add some files to this channel

now so if I drag and drop some files I

just grab some demo docs and if we drag

and drop some files what you're going to

notice is that they're going to upload

first of all now they're going to upload

into this interface which is Microsoft

teams but remembering they're actually

being uploaded and added to this

SharePoint site so we'll jump into the

SharePoint side of things for the sales

and marketing team we'll go into end of

year reporting and you can see here

there's the documents that I've just

uploaded through the Microsoft teams

interface

similarly if I upload documents here to

through the SharePoint interface and I'm

inside this end of year reporting folder

we can see that those have now been

added and uploaded if I go back to the

end of year reporting Channel you can

see that those files are also there all

right so the Microsoft teams interface

is the front end to that SharePoint

document Library every single channel

that we create in Microsoft teams create

a folder that's a so that's linked to

um the the channel itself and the files

tab in that channel we can create new

folders inside of here it's going to

create new folders inside of the end of

your reporting folder so it's like a sub

folder so if I go folder

inside end of year from teams all right

so I've created it from teams it's a new

folder it's inside the end of year

reporting so if I jump back into here

what we'll notice here is that this new

folder has now been created all right so

every single channel gets a new folder

but you can create new folders that are

outside of those channels so we've only

got three that are a link to the

channels in teams but I can create a new

folder here

um outside of teams

out of teams it's not linked to any

channel okay but it's still in the same

document Library so if I jump back into

interview reporting it's not in there

it's not in general and it's not in

reports so that's living outside of the

channel structure all right even though

I've created a new folder it doesn't

associate that or it doesn't create a

new channel so it's when you create a

new channel it creates a new folder but

not when you create a new folder does it

create a new channel from the other way

all right now what happens if we rename

a folder so I rename a channel sorry

well if I think this is too long or I

need to change it uh let's rename so

we'll edit this channel

we'll go end of year reports instead of

reporting so we'll go into view reports

and we'll save that now

previously this channel was linked to

that folder name now what happens in the

background here is we've still got this

end of year reporting if I refresh this

what we're going to notice is that that

folder is going to be renamed as well

and that reflects the new

um the new name of the channel so it's

it links in that way okay now we can

also now that's just a single document

Library so inside of SharePoint this

documents Library always comes with a

brand new SharePoint site it's the

default one now what if we want to add

new document libraries because one of

the parts of SharePoint is the fact that

one of the features is the fact that we

can create multiple document libraries

so we can say new document Library let's

call this policies

now it's in the same site so we're still

in the sales and marketing site this

site is still connected to Microsoft

teams so the sales and marketing team

here but that new document Library isn't

Associated to or isn't linked to any

channel or anything like that it's just

separate it's in the SharePoint site but

it's separate now we can bring that into

a channel if we wanted to so I'll jump

onto the general Channel and if we hit

the plus button here we can add a tab

all right so we don't have to go out to

SharePoint we can actually add a tab

inside of this same team now it's not

linked to any channel though so I can

say let's bring in an additional

document Library here all right so user

SharePoint link all right let's

um

let's go use a SharePoint link we'll

type we'll grab the URL of this Library

which is policies so we'll copy this

and then what we can do here is we can

paste that

actually we don't even need that so we

can go the name of the site and then

click

next and then we can choose the document

library to add as this tab so I'm going

to turn this off and let's click

policies and let's click next and let's

go our

policies

and we'll save that like so

okay so what that's doing now is now

linking or bringing in that document

Library as a tab inside of teams all

right so same thing here is I can drag

and drop

inside here it's going to upload those

files although it looks like I'm in

teams I'm interacting with the

SharePoint document Library that's in

the background you can see here it's a

little bit of a different view right I

don't get the entire functionality like

we do with with the files tab here all

right but we do have that additional

library in there now we can also if I

jump back into files what you might see

here is this breadcrumbs view so I can

go back to the top level of documents so

that the high level and to the what we

call commonly known as the root level of

the document Library so now I can

actually navigate through my document

Library go up and down inside and

outside any additional folders because

we can see here there's a folder that's

outside of teams so I can still get to

those folders even though they're not

associated to a channel you also may

have noticed the ability here

to be able to move between if I refresh

this

like so

and we'll wait for that to reload

which it has done right now we can

navigate additional document libraries

directly from this files tab so we can

see here in this new drop down I can go

straight to my policies whereas before I

actually added that document Library as

a tab inside of teams inside of this

channel but we can in actual fact

navigate and use just this files tab to

actually navigate our way through our

entire document library or additional

document libraries that we have had or

we have provisioned or we have created

inside the SharePoint site that is uh

sitting in the background and serving up

all of our documents all right so not

only in that files tab e are the

documents that are um that are part of

that channel

we can actually navigate our way through

the entire

um uh SharePoint site sites document

libraries from within the files tab and

that's to that that's any files tab as

well so if I jump back into the end of

year reports jump into files okay

remembering the default view here we're

entering in that folder called end of

year reports okay so inside of this

channel where we're directed directly to

that folder and you'll also notice that

we can't navigate our way through all

right that is only available in that

General channel so we enter in the

general Channel and we go to the files

tab and what we'll see here is the

ability for us to now go through our

entire

um our entire uh Library structures

inside the SharePoint site behind

Microsoft teams

Okay so

there's a high level overview of the

relationship between your Microsoft team

its channels and also with us the files

are stored uh that are part of that that

Microsoft team and quite often people

think that they're actually storing

their files inside of Microsoft teams

where in actual fact the linked and

integrated SharePoint site and it's a

full-blown Microsoft uh SharePoint team

site that sits in the background is

serving up the documents to the

Microsoft team so the team acts as the

front end and you're just accessing and

surfacing those documents from the back

end of the sharepoints experience so I

hope that brings you some value and I

hope that explains that that files

relationship between Microsoft teams uh

your channels and also SharePoint in the

background thanks for watching I hope

that brings us some value and I'll see

you next time