The Relationship between Microsoft Teams and SharePoint: Understanding the Integration

g'day there everyone Daniel Anderson here welcome to this episode now this video is going to be on a topic that I reckon this question comes up over and over and over and over again and it is something that people have tried to explain before um but it's something that is really fundamental to Microsoft teams and how you interact and use and collaborate on your files inside of Microsoft teams so what we're going to have a look at here and walk through and have a talk about is the relationship with Microsoft teams and SharePoint alright so let's get the foundational things uh ingrained first some awareness some learning so that you've got an understanding of this concept and what the interaction what the relationship is and what the um the integration points are with Microsoft teams and SharePoint okay so the first thing we're going to talk about is the files tab so inside of of Microsoft teams every single channel has its own files tab now a lot of confusion is around where people are saying oh we store our files in Microsoft teams other files are in teams we access our files through teams and that's all uh true but underlying where the files are actually located is in a SharePoint site that is associated and linked to that Microsoft team so every single Microsoft team has an Associated and uh connected SharePoint site and the files tab of every single channel the files that are in there actually reside and get stored in the in that linked SharePoint site so it's not actually in Microsoft teams itself you're just accessing and you're surfacing and it's a window to those files that are living inside of SharePoint now while we're on that topic every single SharePoint site has a default documents library now a documents library is where all of the documents are stored inside of SharePoint now whenever a new channel is created inside of Microsoft teams a new folder is created inside of that SharePoint document library and it's the default document library of that SharePoint site so let's stop there and we're going to jump into a demo and have a look at how that all operates so we can see here I'm in Microsoft teams and I'm in this sales and marketing Microsoft team now behind the scenes and what I'm going to do is I'm going to jump into the general Channel and I'm going to hop into the files tab of this General channel so we can see here that there's no files in there right now okay but you will also notice that I can open this open this up in SharePoint now when I open in SharePoint it's going to open up that LinkedIn SharePoint site that is associated with that team so it's sitting in the background so Microsoft think of Microsoft teams as the as the front end whereas SharePoint is the content services so it's it's serving up those documents to your team now we can see here we're in a SharePoint team site left hand side here we've got the documents Library okay and you can see that this documents Library here is uh combined with some folders and we've got two um expandable options here we've got one that says in channels and you can see here that these are the folders here that are in uh that are associated to the channels in teams because we can have files and folders that aren't in a in a channel itself and they can live outside of those channels in that same document library because we can see here that we've got let's say product marketing so product marketing is a folder that's not in a Channel all right it's just living in that document library now if I jump back into sales and marketing here and I'll just um let's first of all let's create a new channel and let's see what happens so I'm going to click the three little dots and I'm going to add a channel and let's go for uh end of year reporting okay so we'll create a channel called end of year reporting we'll just leave it as a standard Channel and we'll add that to this team so that's now creating that channel now behind the scenes what that is actually doing is creating a new document Library sorry a new folder in that document Library so you can see here new folder end of year reporting in channels we'll now have a folder here called end of year reporting all right so if I add some files to this channel now so if I drag and drop some files I just grab some demo docs and if we drag and drop some files what you're going to notice is that they're going to upload first of all now they're going to upload into this interface which is Microsoft teams but remembering they're actually being uploaded and added to this SharePoint site so we'll jump into the SharePoint side of things for the sales and marketing team we'll go into end of year reporting and you can see here there's the documents that I've just uploaded through the Microsoft teams interface similarly if I upload documents here to through the SharePoint interface and I'm inside this end of year reporting folder we can see that those have now been added and uploaded if I go back to the end of year reporting Channel you can see that those files are also there all right so the Microsoft teams interface is the front end to that SharePoint document Library every single channel that we create in Microsoft teams create a folder that's a so that's linked to um the the channel itself and the files tab in that channel we can create new folders inside of here it's going to create new folders inside of the end of your reporting folder so it's like a sub folder so if I go folder inside end of year from teams all right so I've created it from teams it's a new folder it's inside the end of year reporting so if I jump back into here what we'll notice here is that this new folder has now been created all right so every single channel gets a new folder but you can create new folders that are outside of those channels so we've only got three that are a link to the channels in teams but I can create a new folder here um outside of teams out of teams it's not linked to any channel okay but it's still in the same document Library so if I jump back into interview reporting it's not in there it's not in general and it's not in reports so that's living outside of the channel structure all right even though I've created a new folder it doesn't associate that or it doesn't create a new channel so it's when you create a new channel it creates a new folder but not when you create a new folder does it create a new channel from the other way all right now what happens if we rename a folder so I rename a channel sorry well if I think this is too long or I need to change it uh let's rename so we'll edit this channel we'll go end of year reports instead of reporting so we'll go into view reports and we'll save that now previously this channel was linked to that folder name now what happens in the background here is we've still got this end of year reporting if I refresh this what we're going to notice is that that folder is going to be renamed as well and that reflects the new um the new name of the channel so it's it links in that way okay now we can also now that's just a single document Library so inside of SharePoint this documents Library always comes with a brand new SharePoint site it's the default one now what if we want to add new document libraries because one of the parts of SharePoint is the fact that one of the features is the fact that we can create multiple document libraries so we can say new document Library let's call this policies now it's in the same site so we're still in the sales and marketing site this site is still connected to Microsoft teams so the sales and marketing team here but that new document Library isn't Associated to or isn't linked to any channel or anything like that it's just separate it's in the SharePoint site but it's separate now we can bring that into a channel if we wanted to so I'll jump onto the general Channel and if we hit the plus button here we can add a tab all right so we don't have to go out to SharePoint we can actually add a tab inside of this same team now it's not linked to any channel though so I can say let's bring in an additional document Library here all right so user SharePoint link all right let's um let's go use a SharePoint link we'll type we'll grab the URL of this Library which is policies so we'll copy this and then what we can do here is we can paste that actually we don't even need that so we can go the name of the site and then click next and then we can choose the document library to add as this tab so I'm going to turn this off and let's click policies and let's click next and let's go our policies and we'll save that like so okay so what that's doing now is now linking or bringing in that document Library as a tab inside of teams all right so same thing here is I can drag and drop inside here it's going to upload those files although it looks like I'm in teams I'm interacting with the SharePoint document Library that's in the background you can see here it's a little bit of a different view right I don't get the entire functionality like we do with with the files tab here all right but we do have that additional library in there now we can also if I jump back into files what you might see here is this breadcrumbs view so I can go back to the top level of documents so that the high level and to the what we call commonly known as the root level of the document Library so now I can actually navigate through my document Library go up and down inside and outside any additional folders because we can see here there's a folder that's outside of teams so I can still get to those folders even though they're not associated to a channel you also may have noticed the ability here to be able to move between if I refresh this like so and we'll wait for that to reload which it has done right now we can navigate additional document libraries directly from this files tab so we can see here in this new drop down I can go straight to my policies whereas before I actually added that document Library as a tab inside of teams inside of this channel but we can in actual fact navigate and use just this files tab to actually navigate our way through our entire document library or additional document libraries that we have had or we have provisioned or we have created inside the SharePoint site that is uh sitting in the background and serving up all of our documents all right so not only in that files tab e are the documents that are um that are part of that channel we can actually navigate our way through the entire um uh SharePoint site sites document libraries from within the files tab and that's to that that's any files tab as well so if I jump back into the end of year reports jump into files okay remembering the default view here we're entering in that folder called end of year reports okay so inside of this channel where we're directed directly to that folder and you'll also notice that we can't navigate our way through all right that is only available in that General channel so we enter in the general Channel and we go to the files tab and what we'll see here is the ability for us to now go through our entire um our entire uh Library structures inside the SharePoint site behind Microsoft teams Okay so there's a high level overview of the relationship between your Microsoft team its channels and also with us the files are stored uh that are part of that that Microsoft team and quite often people think that they're actually storing their files inside of Microsoft teams where in actual fact the linked and integrated SharePoint site and it's a full-blown Microsoft uh SharePoint team site that sits in the background is serving up the documents to the Microsoft team so the team acts as the front end and you're just accessing and surfacing those documents from the back end of the sharepoints experience so I hope that brings you some value and I hope that explains that that files relationship between Microsoft teams uh your channels and also SharePoint in the background thanks for watching I hope that brings us some value and I'll see you next time

Channel: Daniel Anderson

Views: 23,736

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Id: yctGl8ZiW9E

Length: 14min 22sec (862 seconds)

Published: Sat Jan 28 2023