Teams - share files - Kunnskapsbasen

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Teams - share files

On this page you will find information on how to share files in Teams as well as information about Security and Privacy in regard to file sharing in Teams.

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Norwegian version – Teams – Fildeling

Topic page on Teams|Topic page on Microsoft 365

In Teams, you can share files with the entire team, with defined groups, or with individual people. Files can be upload to and shared from the team's SharePoint site or directly within Teams.

Files shred in a channel are available to all team members (unless the channel is set to private) and are stored in the team's SharePoint folder.
Files shared in a chat are stored in a dedicated OneDrive folder, where only the chat participants have access.

SharePoint is a cloud storage service for groups, where everyone in the group automatically has access to everything that is shared. This contrasts with OneDrive, where only you personally have access (although you can share files with others if you wish).

Each team in Teams is such a group with its own SharePoint site. Everything uploaded to the team is stored in this SharePoint site and is therefore automatically available to all members.

You can find your team's SharePoint site by going to the Files tab and selecting Open in SharePoint.

One single file in Teams, SharePoint and OneDrive cannot be bigger than 250 GB.

All attachments added directly in conversations can be found under the channel’s Files section. (If you attach files from other Teams, channels, or from OneDrive, a copy of that file is created in the Files area of the current channel.

Files shared as attachments in a conversation are automatically placed in the root folder, which over time may cause the Files section to become cluttered and disorganised.

A good practice is therefore to first upload the files to the appropriate folder in Files, and then share a link to the file in Posts.

Files that have been uploaded can only be deleted by you or by a Team/Channel administrator.

Click the Teams menu button (1) on the left side of Teams and select the channel where you want to share the file (2). In the channel, you’ll find a tab showing all the team’s conversations (3). Start a new conversation and click the paperclip icon (4).

You can then choose from where you want to upload the file. You can copy files from other Teams or channels, from your NTNU OneDrive or from your personal computer.

Each channel has its own storage area called Files. Here, you can also create folders to organise your files in a custom structure.

If you want to share a file with others in the team, it’s recommended to first upload the file to the appropriate folder in the Files area before sharing a link to it in a conversation.

To store a file in the channel's storage, click on the Teams menu button (1) and then choose the channel you want to upload the file in (2). Navigate to the tab Files (3).

Go to the folder where you want to upload your file (1), then click the upload button (2). A dialogue box will appear, where you can choose which files you want to upload from your computer.

To share the file you uploaded within a conversation you need to copy the link to the file. Click on More options(1) and choose Copy link (2) to copy the link. Go to the conversation where you want to share the file and paste the link into the text input field.

To share a file with a limited group, you need to create a private chat. Each chat has its own files area, where only the participants in that chat have access.

Create a new chat, or find an existing one, under Chat in the left-hand menu. You can also find people and start new chats by using the search bar at the top of Teams (1).
Click the paperclip icon to upload and share the file (2). A copy of the file is stored in the sender’s OneDrive, and this copy is what is shared with the recipient.

All information processed at NTNU must be classified according to confidentiality requirements, so that it is clear where and how the information can be handled. Teams, SharePoint, and OneDrive are suitable for information classified as Open, Internal, and Confidential.

Note: Information classified as Confidential must be encrypted.

Read more on the Data Storage Guide and Classification of files and information pages.

Oracle support services can help you if you run into issues.

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