The Relationship between Microsoft Teams and SharePoint: Understanding the Integration
Summary
TLDRThis 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
🔗 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.
📚 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.
📁 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.
Mindmap
Keywords
💡Microsoft Teams
💡SharePoint
💡Files Tab
💡Document Library
💡Channels
💡Folders
💡Integration
💡Tabs
💡Document Management
💡Collaboration
💡Navigation
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
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