{"id":25405,"date":"2025-08-07T03:25:36","date_gmt":"2025-08-07T03:25:36","guid":{"rendered":"https:\/\/www.insentragroup.com\/au\/?p=25405"},"modified":"2025-08-07T03:46:27","modified_gmt":"2025-08-07T03:46:27","slug":"sharepoint-online-using-sharepoint-with-teams","status":"publish","type":"post","link":"https:\/\/www.insentragroup.com\/au\/insights\/geek-speak\/modern-workplace\/sharepoint-online-using-sharepoint-with-teams\/","title":{"rendered":"SharePoint Online &#8211; Using Sharepoint with Teams"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Introduction<\/h2>\n\n\n\n<p>If you are new to SharePoint Online and Microsoft Teams, you might be wondering how they connect, and why it matters. The short answer is\u2026 they\u2019re better together!&nbsp;&nbsp;<\/p>\n\n\n\n<p>Behind every Microsoft Team is a SharePoint site working quietly in the background, storing your files and making collaboration easier and more organised.&nbsp;<\/p>\n\n\n\n<p>This guide will explain the essential ways in which SharePoint and Teams complement each other, enabling you to fully utilise both tools efficiently and without confusion.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How SharePoint and Teams work together<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>When you create a Team, a SharePoint site is automatically created with it<\/li>\n\n\n\n<li>Every channel in Teams has a folder in the linked SharePoint document library<\/li>\n\n\n\n<li>Files shared in Posts or in the Files tab of a channel are stored in SharePoint, not just in Teams<\/li>\n\n\n\n<li>It means everything you share is kept safely in one place, and your team can access it from either app\u00a0<\/li>\n<\/ul>\n\n\n\n<p>Here\u2019s an example: Your team is working together on a report:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Someone uploads the reports into the channel\u2019s Files tab<\/li>\n\n\n\n<li>Everyone opens it (<em>in their own time<\/em>) to make edits and leave comments<\/li>\n\n\n\n<li>You open it in SharePoint to check an older version or tag it for review<\/li>\n\n\n\n<li>The team uses chat to ask questions while they edit in real time<\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Why does this matter?<\/strong>&nbsp;<\/td><td>Your documents are stored securely in the cloud with powerful features like version history and metadata &#8211; they always stay in sync with Teams&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Where are my files stored?<\/h2>\n\n\n\n<p><strong>Team Channel Files<\/strong>: Stored in SharePoint (<em>Files tab &gt; linked library<\/em>)&nbsp;<\/p>\n\n\n\n<p><strong>Private Channel Files<\/strong>: Stored in a separate SharePoint site, specific to the private channel&nbsp;<\/p>\n\n\n\n<p><strong>Chat File Shares<\/strong>: Stored in OneDrive, not SharePoint (\u2018<em>Microsoft Teams Chat Files<\/em>\u2019 folder)&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Open your <strong>Team<\/strong>\u00a0<\/li>\n\n\n\n<li>Go to any <strong>Channel<\/strong> (<em>e.g., \u2018General\u2019<\/em>)<\/li>\n\n\n\n<li>Click the <strong>Files<\/strong> tab at the top<\/li>\n\n\n\n<li>That is where all files shared in that Channel live<\/li>\n\n\n\n<li>Click any file to open and edit it<\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td colspan=\"2\"><strong>\ud83d\udca1<\/strong><strong> <\/strong><strong>Tip: If you are not sure where something is stored, click \u2018Open in SharePoint\u2019 from the Files tab to see the full path<\/strong>&nbsp;<\/td><\/tr><tr><td><strong>Why use\/open SharePoint directly?<\/strong>&nbsp;&nbsp;&nbsp;Set up custom views&nbsp;Use filters and columns&nbsp;Use metadata and tags&nbsp;Access full document libraries and lists&nbsp;Access full version history&nbsp;Manage permissions more easily&nbsp;Search with filters&nbsp;<\/td><td>\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2025\/08\/image.png\" alt=\"\" title=\"\"><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Working with Files in Teams and SharePoint<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Open documents directly from Teams in the browser or desktop apps\n<ul class=\"wp-block-list\">\n<li>Just click on a file to open it<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Any edits you make in Teams will show in SharePoint &#8211; and vice versa\n<ul class=\"wp-block-list\">\n<li>All edits with be saved automatically<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Co-author with colleagues in real-time using Word, Excel, or PowerPoint\n<ul class=\"wp-block-list\">\n<li>No more emailing versions around &#8211; Great for comments, reviews and everyone\u2019s always up to date<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Pinning Files and Libraries in Teams<\/h2>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Pin a file:<\/strong>&nbsp;&nbsp;&nbsp;In the files tab, locate the file you want&nbsp;&nbsp;&nbsp;Click the three dots <strong>(&#8230;)<\/strong><strong> <\/strong>next to a file&nbsp;&nbsp;<strong>&nbsp;<\/strong>&nbsp;Select \u2018<strong>P<\/strong><strong>in to top<\/strong>\u2019&nbsp;<\/td><td>\u00a0\u00a0<img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2025\/08\/image-1.png\" alt=\"\" title=\"\"><br><br><img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2025\/08\/image-2.png\" alt=\"\" title=\"\"><br><br><img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2025\/08\/image-3.png\" alt=\"\" title=\"\"><br><\/td><\/tr><tr><td><strong>Add SharePoint Content to Teams:&nbsp;<\/strong>&nbsp;&nbsp;&nbsp;Use the \u2795 icon at the top of the Channel&nbsp;<strong>&nbsp;<\/strong>&nbsp;Select \u2018<strong>See all<\/strong>\u2019 to expand the list of apps&nbsp;<strong>&nbsp;<\/strong>&nbsp;Add a document library, list (<em>via the lists app<\/em>), or page as a tab&nbsp;<strong>&nbsp;<\/strong>&nbsp;<\/td><td><img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2025\/08\/image-5.png\" alt=\"\" title=\"\"><br><br><img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2025\/08\/image-6.png\" alt=\"\" title=\"\"><br>\u00a0<\/td><\/tr><tr><td colspan=\"2\"><strong>\ud83d\udca1<\/strong><strong> Tip: Keeps important content Directly accessible for your team<\/strong>&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Tips for Organising Files and Folders for Teams<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Create folders within the Files tab of a channel (this creates folders in SharePoint)<\/li>\n\n\n\n<li>Use consistent folder names across channels for easier navigation\n<ul class=\"wp-block-list\">\n<li>A little structure up front saves a lot of searching later<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Avoid deep nesting of folders &#8211; keep it simple!\n<ul class=\"wp-block-list\">\n<li>A tidy space helps everyone find what they need faster<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Pin your key items\u00a0<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Permissions &#8211; Who can see what?<\/h2>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Everyone in a team<\/strong>&nbsp;<\/td><td>Can see and edit files in the Team\u2019s SharePoint site&nbsp;<\/td><\/tr><tr><td><strong>Private Channels<\/strong>&nbsp;<\/td><td>Are only for the people in that channel (invited\/selected members)&nbsp;<\/td><\/tr><tr><td><strong>Chat Files<\/strong>&nbsp;<\/td><td>Are only for the people in the chat&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><strong>TIP: ALWAYS DOUBLE-CHECK or ask before SHARING SENSITIVE data<\/strong>&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Best Practices &amp; Tips for New Users\u00a0<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use <strong>Teams<\/strong> for chat and day-to-day collaboration\u00a0<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use <strong>SharePoint<\/strong> for document structure, storage, and advanced features\u00a0\u00a0<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Pin key SharePoint pages and open libraries in tabs inside Teams\u00a0<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Stick to naming conventions for folders and files\u00a0<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Don\u2019t be afraid to explore &#8211; both tools are designed for teamwork!\u00a0<\/li>\n<\/ul>\n\n\n\n<p><strong>\ud83d\udca1<\/strong><strong> TIP: DON\u2019T WORRY ABOUT LEARNING IT ALL AT ONCE<\/strong>&nbsp;<\/p>\n\n\n\n<p><strong>START WITH WHAT YOU NEED, AND EXPLORE A LITTLE MORE AS YOU GO<\/strong>&nbsp;<\/p>\n\n\n\n<p>Whether you&#8217;re just getting started or looking to optimise how your organisation collaborates, we&#8217;re here to help.&nbsp;<\/p>\n\n\n\n<p><a href=\"https:\/\/www.insentragroup.com\/au\/contact\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Contact us<\/strong><\/a> to speak with our experts and unlock the full potential of Microsoft 365.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Learn how SharePoint and Teams work together to boost collaboration, manage files and improve productivity across your organisation.<\/p>\n","protected":false},"author":230,"featured_media":25413,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[19],"tags":[],"class_list":["post-25405","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-modern-workplace","entry"],"_links":{"self":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts\/25405","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/users\/230"}],"replies":[{"embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/comments?post=25405"}],"version-history":[{"count":4,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts\/25405\/revisions"}],"predecessor-version":[{"id":25418,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts\/25405\/revisions\/25418"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/media\/25413"}],"wp:attachment":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/media?parent=25405"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/categories?post=25405"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/tags?post=25405"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}