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Teams - Understand and Secure Information Sharing in Instant Messaging Tutorial

Protect your communications with best practices for understanding and securing information sharing in instant chats. Discover how Teams, SharePoint and OneDrive integrate to store and share files securely.

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As we've previously discussed,

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adding a new team in Teams automatically creates a linked SharePoint site,

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which is particularly used to store documents shared within that team.

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But what about the files you share during

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your instant messaging discussions with your colleagues?

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When you share a file in a conversation with a colleague or a group of colleagues,

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it is added to your OneDrive.

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A folder is automatically created in your personal storage space as soon

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as you've shared at least one file in a team's conversation.

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

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regardless of the colleague you've shared them with.

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To find out who has access to a file,

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open the Document Access Management panel.

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You'll see a 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 sharing link or by giving direct access to it,

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

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

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The colleague or group of colleagues we've shared it with

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will have editing rights to it.

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It's important to note

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that when you share a document in an instant messaging conversation in Teams,

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you grant your colleague unlimited access rights to it over time,

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as long as you do not delete the document from

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your OneDrive storage space or change its access rights.

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They can thus modify your document but also transfer it to others.

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As always,

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when it comes to document sharing and collaboration,

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be mindful of the information you're granting access to

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and share the right documents with the right people.

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Moreover,

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if you've finished discussing a document,

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do not hesitate to remove access to it or even delete

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it from your OneDrive storage if you've also kept it elsewhere.

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This prevents long-term access to documents and

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also frees up space in your storage.

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As a reminder,

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

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instant messaging conversation with a colleague in

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the file tab of that conversation.

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However,

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be aware that you cannot manage file access from Teams.

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You must go through OneDrive.

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