About storage locations and access for shared files in Microsoft Teams

On this page:

Overview

When a file is shared in Microsoft Teams, its storage location depends on how the file was uploaded and how it was shared with you. See below for information about where such files are stored, and how to access them.

Files shared during channel conversations

Storage location

A Microsoft SharePoint Online site is created for each team, within which a document library is created for each channel. Files are stored in the appropriate document library.

Ways to get there

To view files shared during channel conversations:

Within the Microsoft Teams application:
1. Navigate to the Files tab.
Within the Microsoft Teams application:
1. Navigate to the Files tab.
2. Click Open in SharePoint.
In a browser:
1. Log into Microsoft 365 at IU.
2. Click Teams.
3. Navigate to the appropriate team.
4. Navigate to the Files tab.
5. Click Open in SharePoint.
In a browser:
1. Log into Microsoft 365 at IU.
2. Click SharePoint.
3. Navigate to the appropriate team.
4. In the navigation menu on the left, click Documents.

Email messages sent to channels

Storage location

Email messages sent to channels are stored in the team's SharePoint Online site.

Ways to get there

To view email messages sent to channels:

Within the Microsoft Teams application:
1. Navigate to the Files tab.
2. Open the Email Messages folder.
Within the Microsoft Teams application:
1. Navigate to the Files tab.
2. Click Open in SharePoint.
3. Open the Email Messages folder.
In a browser:
1. Log into Microsoft 365 at IU.
2. Click Teams.
3. Navigate to the appropriate team.
4. Open the Files tab.
5. Click Open in SharePoint.
6. Select the Email Messages folder.
In a browser:
1. Log into Microsoft 365 at IU.
2. Click SharePoint.
3. Navigate to the appropriate team.
4. In the navigation menu on the left, click Documents.
5. Select the Email Messages folder.

Files shared in direct messages (not "Team conversations")

Storage location

Direct messages sent outside of a team (that is, not through a channel within a team) are not associated with a team, even if the sender and receiver are part of the same team. As a result, files shared in direct messages are stored in the user's Microsoft OneDrive at IU, in the Microsoft Teams Chat Files folder (not in Microsoft Teams).

Ways to get there

To view files shared in direct messages:

In a browser:
1. Log into Microsoft 365 at IU.
2. Click OneDrive.
3. Navigate to the Microsoft Teams Chat Files folder.

Meeting recordings

Storage location

Recordings of meetings are stored in the meeting organizer's Microsoft Stream account. The content is automatically shared with everyone invited.

Note:

As a result of a Microsoft change to how recordings are stored, Microsoft Stream recordings no longer appear directly within the Stream application, with the ability to be captioned, downloaded, or shared from within that space.

On December 20, 2020, IU rolled out a new update, which allows recordings to be shared outside of IU; this was not possible previously.

Video recordings are stored within either Microsoft OneDrive at IU or Microsoft Teams at IU, depending on where the recording is made, and on who selects the recording button.

Important:

Microsoft OneDrive is not approved for storage of Critical or Restricted data, including the recordings of meetings that discuss PHI and other PII. Make sure that sensitive recorded meetings occur within secure Microsoft Teams channels, or that the recordings are migrated to secure storage locations if recorded elsewhere.

Within Microsoft Teams at IU, recordings now state "Open in OneDrive" rather than "Open in Microsoft Stream". The opened file will play in browsers, and has a top menu to directly share, download, and copy, as well as other functions.

Use OneDrive for Business and SharePoint or Stream for meeting recordings details who can access recordings by default, though permissions can be extended or restricted as needed.

Videos recorded within Microsoft Teams before December 20, 2020, will remain in the Stream application for some period of time, but Microsoft eventually will move those recordings into Microsoft Teams or OneDrive.

Ways to get there

To view a recording of a meeting:

Meeting organizer and attendees:
1. In a browser, log into Microsoft 365 at IU.
2. Click Stream.
3. Click My content, and then Videos.
Team:
1. In a browser, log into Microsoft 365 at IU.
2. Click Stream.
3. Click Groups, and navigate to the appropriate team.
4. Click Videos.

Learn more

Record a meeting in Teams

Files shared during meetings

Storage location

Files shared during meetings are stored in the team's SharePoint Online site.

Ways to get there

To view files shared during meetings:

Within the Microsoft Teams application:
1. Navigate to the Files tab.
Within the Microsoft Teams application:
1. Navigate to the Files tab.
2. Click Open in SharePoint.
In a browser:
1. Log into Microsoft 365 at IU.
2. Click Teams, and navigate to the appropriate team.
3. Open the Files tab, and then click Open in SharePoint.
In a browser:
1. Log into Microsoft 365 at IU.
2. Click SharePoint, and navigate to the appropriate team.
3. In the navigation menu on the left, click Documents.

Notes in Microsoft OneNote

Storage location

Notes in Microsoft OneNote are stored in the team's SharePoint Online site.

Ways to get there

To view Microsoft OneNote notes:

Within the Microsoft Teams application:
1. Navigate to the Notes tab.
In a browser:
1. Log into Microsoft 365 at IU.
2. Click Teams, and navigate to the appropriate team.
3. Open the Notes tab.
In a browser:
1. Log into Microsoft 365 at IU.
2. Click SharePoint, and navigate to the appropriate team.
3. In the navigation menu on the left, click Notebook.