Category: SharePoint Online

File Storage in Teams and SharePoint

Have you ever asked yourself where to store a file? Should you store it in Microsoft Teams? Should you store it in SharePoint? When should you choose one or the other?

Data storage. Laptop and file cabinet with ring binders.Here’s the Pro Tip: Files that you store in Teams *are* stored in SharePoint automatically. You really don’t have to (or get to) choose.

If you are working in a channel inside of a Microsoft Team (and you can’t be working in Teams unless you are working in a channel – go ahead and try it – I’ll be right here when you get back), then there are a couple of things that you can rely on automatically.

The first item that you can rely on to be there is a Files tab in that channel, where you can store things.

The second item is that there is a SharePoint site that is backing up the Team you are working in. The knowledge that there is a SharePoint site behind every Team that is created leads you to an entire set of other assumptions. For example, there is a Document library in that SharePoint site that is called Shared Documents.

and the magic is that for every channel that you create within a Microsoft Team, a folder with that channel name is created within the Shared Documents document library.

This is where the Files that you place into the channel files tab are stored.

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(I am borrowing this image from: https://docs.microsoft.com/en-us/MicrosoftTeams/sharepoint-onedrive-interact – Thanks, Microsoft!)

This means you can:

  • synchronize those files to your devices using Microsoft OneDrive for Business.
  • find those files using SharePoint search and other applications, such as Office 365 Delve, that leverage the Microsoft Graph, because your files are being indexed.
  • Quickly find and open recently used documents from your Office 365 Home page because the Microsoft Graph.
  • Refer to and share those files in SharePoint News articles on the SharePoint side,
  • or refer to and share those files with other members of your organization using Microsoft Teams on the Teams side.
  • Trust that SharePoint and Team permissions are being respected when guest users are invited into your Team or into your SharePoint site.
  • etc.

Store your files in Teams or in SharePoint. You may only have to save them once!

It is easy to find the SharePoint site that is associated with your Team — from the ‘3-dot menu’ in any channel title bar, select “Open in SharePoint” and the associated SharePoint site will open in another tab.

Enjoy your Office 365 Tools.Man holding blue helmet close up

Cloud Hybrid Search Preview

If you are using SharePoint Server 2010 or SharePoint Server 2013 on-premises in conjunction with Office 365 and SharePoint Online, then you probably have started to tire of having a search center for your on-premises content and a separate search center for your cloud-based content.

At Microsoft Ignite (Chicago, May 2015), it was announced that a Hybrid Search Application would be shipped that would build content search indexes for your on-premises data and ship them up to SharePoint Online so that you could rely on the one search center in SharePoint Online to be the search center source of truth for all of your content.

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This was released a couple of months ago, in two ways. You can find it in the cumulative updates for SharePoint Server 2013 starting in September 2015, or in the Preview release of SharePoint Server 2016.

Download link for SharePoint Server 2016 Beta 2

Start link for Cloud hybrid search capability in SharePoint Server 2013

If you are running SharePoint 2010 search today, there were a few SharePoint 2010 search features that were replaced with different features in SharePoint 2013 search and others that may have been modified for SharePoint Online search. Please check the documentation in the Cloud hybrid search download for the list of unsupported search features.