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?
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.
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.
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.
Sharing Office 365 files with people outside of your organization sometimes can seem to be hit or miss.
For a while now, we’ve been in a situation where a Office 365 user could share a OneDrive file with
- a known (existing) user,
- a new user with a Microsoft Account (MSA) (or a Work or School Account), or
- an anonymous user.
the same user is able to share a SharePoint file with
- a known (existing) user,
- a new user with a Microsoft Account(MSA) (or a Work of School Account)
See anything missing there? It has been a source of frustration for users when they want to share a file that is stored in SharePoint with a business partner that doesn’t have a MSA account.
You are in a very large group of Office 365 users if you are familiar with the workaround to this – copy the SharePoint file into your OneDrive and share the file from there.
At Microsoft Ignite 2017, last month, Microsoft announced that they would be shipping the missing ability – bringing the simplified sharing feature (No MSA Account Required) to SharePoint.
This feature has been on the Office 365 roadmap for just a little while, but it was hard to determine when it might be available for testing.
At the Office 365 Saturday Redmond event this morning (Oct 28, 2017), it was announced that this feature is rolling into tenants for First Release users at the end of October 2017, and should be in General Release by the end of 2017.
This is great news – I know that it will reduce the amount of training and documentation I get to help clients write about sharing files with external users. This will be a great addition to the Office 365 service catalog.
If you want a great primer on OneDrive sharing to share with your site users, be sure to take a look at The OneDrive Family Tree, from IcanSharePoint.com
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.
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.