SharePoint/Teams: Understanding the Relationship Between SharePoint and Teams

Summary

When using Microsoft Teams and SharePoint together, it’s important to understand how these platforms are integrated and the roles they play in collaboration and file management.

You can watch a brief video from Microsoft that illustrates this integration here. 
 

Key Takeaways

Relationship Between a Team, Channels, and SharePoint

• Each time a team is created in Teams, an accompanying SharePoint site is automatically created. Any files/folders added to the Team are actually stored in SharePoint – Teams acts as a window into SharePoint. When you move, open, rename, etc. these files, you’re manipulating them inside of SharePoint.
   
• You can have independent SharePoint sites used for broader organizational purposes without being linked to Teams, but all Teams-related files will always be stored in SharePoint.
   
• If you create a private channel in your Team, those files are stored on a separate SharePoint site created specifically for that channel. Private channels should be used sparingly and are not generally recommended for this reason.
   

• Each channel you create in a Team gets a folder within the SharePoint site's default document library. Files shared in channels and channel conversations are stored in these folders. Note – these are not duplicates of the file in Teams and SharePoint - they are the same file. (see Figures 1 & 2 below) 

                  Figure 1: How your Team appears in the Teams application

                    Figure 2: How your Team appears in the associated SharePoint site's Document library

Adding and Viewing Files

• If you add a file or folder in SharePoint outside of the folders associated with your Team's channels, then those files and folders will not automatically surface in Teams. If you want that content to show in Teams, you should add it to a channel folder. (see Figure 2)
   
• Files shared within a conversation are automatically added to the document library in the folder associated with the Teams channel where it was shared. Files stored in a Teams group or private chat are stored in OneDrive.
   
• Not all file and file storage options are displayed in Teams. To access certain options, you may have to open the Team's SharePoint site.
   

Full Details

Teams and SharePoint Integration:

• Every time a new Microsoft Team is created, a corresponding SharePoint site is automatically generated.
• This SharePoint site serves as the primary location for storing and managing all files related to that Team.
• Each channel within a Team is represented by a folder in the SharePoint site’s document library.
• Files shared in the Team are stored in these folders, enabling document collaboration within SharePoint without leaving Teams.
• Note – these are not duplicates of the file in Teams and SharePoint. They are the same file.

File Management

• Files shared in a Teams channel are stored in the corresponding SharePoint document library for that specific Team. Each channel in a Team has a folder in the document library where files shared in the channel are saved. While basic file management tasks (like viewing, uploading, or downloading) can be handled within Teams, more advanced document management tasks, such as setting file permissions or managing versions, are done directly through SharePoint.
   
• Files shared in a Teams chat (one-on-one or group chats) are stored in the OneDrive for Business of the person who shared the file. These files are stored in a folder called “Microsoft Teams Chat Files” in the user’s OneDrive, and permissions are automatically set to share with the participants in the chat.

Private Channels* and SharePoint

• When a private channel is created within a Team, a separate SharePoint site is also created specifically for that channel. This ensures that the privacy of the files in the private channel is maintained, as they are stored separately from the main Team's document library. Only those with access to the private channel can access them (not the whole team).

Collaboration Benefits

• This integration allows users to collaborate seamlessly on files within Teams while leveraging SharePoint’s powerful document management capabilities, such as metadata tagging, version control, and advanced sharing permissions.

 Things To Consider

1. File Accessibility: While files stored in Teams channels are easily accessible from within the Teams interface, they are fully stored in the associated SharePoint document library.
    
2. Permission Management: Teams uses Microsoft 365 Groups to manage membership and permissions. However, for more granular control over file and folder permissions, users need to adjust these directly in SharePoint
    
3. Using SharePoint Independently: Not every SharePoint site has to be tied to a Team. You can have independent SharePoint sites used for broader organizational purposes without being linked to Teams, but all Teams-related files will always be stored in SharePoint.
    
4. Enhanced Collaboration Tools: SharePoint offers deeper integration with other Microsoft 365 tools like OneDrive, Planner, and Power BI, expanding the functionality and collaboration opportunities within Teams.

While these tools are tightly integrated, both platforms serve distinct purposes: SharePoint is the backbone for file storage and document management, while Teams acts as a communication hub. Together, they offer a robust solution for collaboration across various teams, projects, and organizational units.

For more information about the Microsoft Teams and SharePoint integration, please see the Microsoft Learn page: Teams and SharePoint integration - SharePoint in Microsoft 365 | Microsoft Learn

Further Readings

Teams and SharePoint integration - SharePoint in Microsoft 365 | Microsoft Learn  

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

• USNH M365 Learning Pathways: On-Demand Online Walk-throughs, Tutorials, & Guides for M365 Products
  https://universitysystemnh.sharepoint.com/sites/M365LP/
• SharePoint Success Site: Learn How to Plan, Build, Launch, Share, & Manage Your Sites
  https://universitysystemnh.sharepoint.com/sites/SharePointSuccessSite/

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.