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Teams - Manage Storage in Teams Tutorial

Access and manage storage in Teams by exploring channel files, personal OneDrive, and SharePoint libraries. Learn how each channel has a dedicated files location with actions like filtering, adding, managing access, sharing, opening in desktop, browser, or Teams, renaming, downloading, and viewing version history. Then switch to OneDrive in Teams to see Home, My files, Shared, Favorites, and Recycle Bin, plus how chats store files in the sender's OneDrive. Understand the channel versus chat file locations and navigation between OneDrive and SharePoint.

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Available in Microsoft365

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your files don't all live in one place.

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Some belong to a channel,

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others to your conversations,

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and still others to your personal space.

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Understanding where each document is and how

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these spaces are connected to each other

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allows you to better organize your work and quickly find any file.

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In this tutorial

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we'll take a look at the different storage spaces that can be accessed from Teams.

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Let's start with channel specific storage.

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Each channel has a dedicated location for its files

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which can be accessed from the shared tab.

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This is where all the documents necessary

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for the channel and the project are gathered

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here several actions on this space are available,

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such as filtering views,

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adding a file,

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or managing permissions by right clicking on an item

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and then choosing manage access,

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but this context menu offers many other options.

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You can share the document.

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Open it in the desktop app,

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in the browser or in Microsoft Teams

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rename it or download it.

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You'll also find version history,

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which is especially useful for reviewing changes made

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and comparing a file with previous versions.

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Beyond this channel space,

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Teams also gives you access to your personal OneDrive storage.

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To do this,

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click OneDrive in the navigation pane.

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On the left you can access all your OneDrive files directly in Teams

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without having to open the app separately.

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This OneDrive space is organized into several sections.

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The first home is a collection of documents that

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you've recently opened or edited across all locations.

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My files is your personal OneDrive storage.

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This is also where the files you exchange in Teams chats are kept.

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They're automatically stored in a folder named Microsoft Teams chat files.

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Indeed when a file is shared in a chat,

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it is not stored in the channel

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but in the one drive of the person who sent it.

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It is therefore in this folder that you will be able to find and manage them.

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Then comes the shared section.

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It brings together all the files concerned by sharing

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in two directions

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the documents that other people have shared with you

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and those that you yourself have shared with others.

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It's the perfect place to quickly find a document received from a colleague

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without having to dig through your files.

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The favorite section is a group of files that you have starred.

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It's a kind of personal shortcut.

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By adding your most viewed documents to your favorites,

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you can access them in one click

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without having to search for them each time.

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The recycle bin section is the trash in your OneDrive.

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It includes the files that you have deleted from your personal space,

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which includes the files of your team's conversations,

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since these are stored in your OneDrive.

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However,

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a file deleted from the shared tab of a channel does not arrive here.

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It is sent to the recycle bin of the team's SharePoint site.

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Good to know

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a deleted item is not lost immediately.

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It remains recoverable in the recycle bin for 93 days by default.

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Teams also allows you to browse your files along different axes.

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For example,

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you can explore them by person

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so you can see at a glance the documents created by each person.

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The second ranking is particularly practical.

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For each meeting you can instantly find all the files that

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have been shared without having to go through the entire conversation.

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A media section is also dedicated to videos and images.

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Finally,

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a little further down,

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you have quick access to all the Microsoft teams and groups to which you belong.

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Let's take the example of the marketing team group.

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If you click on it,

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you are taken directly to its document library.

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Be careful,

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however,

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that you are no longer in OneDrive

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but in SharePoint.

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It is important to understand the articulation between these two spaces.

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OneDrive is your personal space.

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This is where your private files and those of your conversations live.

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SharePoint on the other hand,

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is the collaborative space for teams.

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In reality,

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each team's team relies on its own SharePoint site,

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and the shared tab of each channel is nothing more

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than a library of documents hosted on that SharePoint site.

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That is,

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the files in a channel are collective

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and stored on SharePoint

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while the files in your chats are personal and stored on your OneDrive.

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By keeping in mind this distinction between personal files and team files,

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you'll always know where to look,

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where to store,

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and how to find your documents with confidence.

Mandarine AI: WHAT YOU SHOULD KNOW

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