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Teams - Understand and Secure Information Sharing in Chats Tutorial

Understand and secure information sharing in chats explains how files shared in Teams chats link to OneDrive and how access is managed. The guide shows automatic creation of a team’s SharePoint site, and a personal OneDrive folder collecting all chat-shared files, including who can access them. It demonstrates viewing and adjusting access via the document access management panel, sharing through links or direct access, and emphasizes removing or deleting access after collaboration ends to protect information.

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Available in Microsoft365

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When you add a new team to Teams,

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a SharePoint site that is linked to it is automatically created.

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It will be used in particular to store the documents shared within this team.

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But what about the files you share in private chats?

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When you share a file in a chat with a collaborator or group of collaborators,

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it's added to your OneDrive.

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A folder is automatically created in your personal storage

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if you've shared at least one file in a team's chat.

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All the files you've shared in your conversations will be in this folder

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regardless of who you shared them to.

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To see who has access to a file,

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open the document access management panel.

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You will find the list of people who have access to it.

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You can of course share this document with others again

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either by creating a share link or by giving direct access to it

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as you would any document placed in your default OneDrive storage.

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Let's share a file in a team's chat.

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The collaborator or group of collaborators to whom we shared it

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will have edit rights to it.

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It's important to note that when you share a document in a chat in Teams,

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you're giving your collaborator unlimited access rights to them over time

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as long as you don't delete the document from your OneDrive storage

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or change their access rights

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they can therefore modify your document

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but also transfer it to other people.

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As always when it comes to document sharing and collaboration,

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be mindful of the information you're giving access to

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and share the right documents with the right people.

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Also,

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if you're done exchanging on a document,

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don't hesitate to remove access to it

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or even delete it from your OneDrive storage if you also kept it in another place.

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This avoids leaving long term access to documents

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and also frees up space on your storage space

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as a reminder,

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you can find a list of all the documents you've shared in a chat

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with a collaborator in the shared tab of the conversation.

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however,

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be aware that you can't manage access to your files from Teams.

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You must go through OneDrive.

Mandarine AI: WHAT YOU SHOULD KNOW

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