Notebook / Microsoft 365

Teams, SharePoint or OneDrive: where each file belongs.

“It is in Teams” does not identify the original or explain who can open it. Before reorganising documents, distinguish where the conversation happens, where the file is stored and how access is granted.

By Kenea · Published and reviewed: 9 September 2026.

Choose according to who needs to maintain the document

OneDrive provides an individual library for work files. SharePoint provides shared libraries. Teams brings the conversation and access to those documents together; it is not a third, independent store for channel files. Microsoft Learn: file storage and collaboration requirements.

This Kenea decision aid helps you choose a location without creating a new folder for every conversation:

The application name does not settle ownership. Agree who updates the document, who covers their absence and where the team will find the current version when it needs to make a decision.

A chat attachment is different from a channel document

Files uploaded to individual or group chats are stored in the OneDrive of the person sharing them. Microsoft documents this distinction from channel files. Microsoft Learn: where Teams content is stored.

That can be convenient for a quick discussion. If an attachment becomes a procedure used by several people, agree on a stable shared location. Before moving it, identify the original, the versions you need and the links the team already uses. Uploading another copy does not settle those questions or tell colleagues which version to trust.

Standard channels share a site

A team's standard channels use the same SharePoint site, with a folder for each channel in its document library. Opening a file through Teams or SharePoint can mean accessing the same document. Team members have access to the associated site. Microsoft Learn: Teams and SharePoint integration.

Creating another standard channel therefore does not, on its own, establish a restricted access group. Decide whether you are changing the conversation topic, the audience or both before choosing the space.

Private and shared channels change the access boundary

A private channel brings together a subset of the team and has its own SharePoint site. Site membership follows the channel; it is not managed as an independent group in SharePoint. Sharing individual items still depends on the sharing configuration. Microsoft Learn: private channels.

A shared channel also has its own site and can include people outside the team. External collaboration requires configuration between organisations. Direct permission to a file can also remain after someone is removed from the channel. Check channel membership and document access separately. Microsoft Learn: shared channels and file access.

Check one document workflow before moving everything

Use a non-sensitive document and authorised test accounts. This short review is a suggested working method, not an automatic migration:

1. Locate the original and record its library or OneDrive, its owner and its purpose.
2. Identify who needs to read, edit or approve; avoid treating “the whole team” as the automatic answer.
3. Check the space's members and the existing links or permissions attached to the file.
4. Open it with each test account and confirm both permitted access and access that should remain restricted.
5. Agree where the reference link will be published and what must be reviewed when the team changes.

The useful outcome is a rule that people can apply to the next document. KeneaPoint can help review Microsoft 365 documents, permissions and approvals within an agreed scope. To map the work first, try the free process assessment tool.

Sources and scope

Microsoft Learn pages linked beside each explanation were consulted on 9 September 2026. The table and review are Kenea's editorial proposals. Available options depend on your organisation's configuration; this guide does not describe client results or claim Microsoft accreditation.