About storage locations and access for shared files in Microsoft Teams
On this page:
- Overview
- Files shared during channel conversations
- Email messages sent to channels
- Files shared in direct messages (not "Team conversations")
- Meeting recordings
- Files shared during meetings
- Notes in Microsoft OneNote
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:
- Navigate to the tab.
- Within the Microsoft Teams application:
- Navigate to the tab.
- Click .
- In a browser:
- Log into Microsoft 365 at IU.
- Click .
- Navigate to the appropriate team.
- Navigate to the tab.
- Click .
- In a browser:
- Log into Microsoft 365 at IU.
- Click .
- Navigate to the appropriate team.
- In the navigation menu on the left, click .
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:
- Navigate to the tab.
- Open the folder.
- Within the Microsoft Teams application:
- Navigate to the tab.
- Click .
- Open the folder.
- In a browser:
- Log into Microsoft 365 at IU.
- Click .
- Navigate to the appropriate team.
- Open the tab.
- Click .
- Select the folder.
- In a browser:
- Log into Microsoft 365 at IU.
- Click .
- Navigate to the appropriate team.
- In the navigation menu on the left, click .
- Select the 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:
- Log into Microsoft 365 at IU.
- Click .
- Navigate to the 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.
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.
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:
- In a browser, log into Microsoft 365 at IU.
- Click .
- Click , and then .
- Team:
- In a browser, log into Microsoft 365 at IU.
- Click .
- Click , and navigate to the appropriate team.
- Click .
Learn more
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:
- Navigate to the tab.
- Within the Microsoft Teams application:
- Navigate to the tab.
- Click .
- In a browser:
- Log into Microsoft 365 at IU.
- Click , and navigate to the appropriate team.
- Open the tab, and then click .
- In a browser:
- Log into Microsoft 365 at IU.
- Click , and navigate to the appropriate team.
- In the navigation menu on the left, click .
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:
- Navigate to the tab.
- In a browser:
- Log into Microsoft 365 at IU.
- Click , and navigate to the appropriate team.
- Open the tab.
- In a browser:
- Log into Microsoft 365 at IU.
- Click , and navigate to the appropriate team.
- In the navigation menu on the left, click .
This is document bghf in the Knowledge Base.
Last modified on 2022-10-07 17:05:14.