Teams - Understand and Secure Information Sharing in Instant Messaging Video

Protect your communications with best practices for understanding and securing information sharing in instant chats. Discover how Teams, SharePoint and OneDrive integrate to store and share files securely.

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Objectifs :

This document aims to provide a comprehensive overview of how to manage file sharing and access within Microsoft Teams and OneDrive, emphasizing the importance of collaboration and document management.

Chapitres :

  1. Introduction to File Sharing in Microsoft Teams
    Microsoft Teams serves as a collaborative tool that integrates seamlessly with SharePoint and OneDrive. This integration allows users to create links to SharePoint sites, which are particularly useful for storing documents shared during discussions. Understanding how to manage files shared in Teams is crucial for effective collaboration.
  2. Automatic File Storage in OneDrive
    When you share a file during an instant messaging conversation with colleagues, that file is automatically saved to your OneDrive. A dedicated folder is created in your personal storage space for each file shared in a conversation. This ensures that all files shared, regardless of the colleague involved, are easily accessible.
  3. Access Management for Shared Files
    To check who has access to a shared file, you can open the document's access management panel. This panel displays a list of individuals who have access to the document. You can share the document further by creating a sharing link or granting direct access, similar to any other document stored in your OneDrive.
  4. Sharing Files in Conversations
    When you share a file in a Teams conversation, the colleagues or group you share it with will have editing rights. It is important to note that sharing a document in this manner grants your colleagues unlimited access to it over time. As long as the document remains in your OneDrive and its access rights are unchanged, they can modify the document and share it with others.
  5. Best Practices for Document Sharing
    When sharing documents, be mindful of the information you are granting access to and ensure that you share the right documents with the appropriate individuals. If you finish discussing a document, do not hesitate to remove access or delete it from your OneDrive. This practice helps maintain control over document access and frees up storage space.
  6. Finding Shared Documents
    You can find a list of all documents shared in an instant messaging conversation with a colleague in the 'Files' tab of that conversation. However, it is important to note that file access management must be done through OneDrive.
  7. Conclusion
    Effective file sharing and management in Microsoft Teams and OneDrive are essential for collaboration. By understanding how to manage access and share documents responsibly, users can enhance their teamwork while ensuring the security of their information.

FAQ :

What is the purpose of SharePoint?

SharePoint is designed to facilitate collaboration and document management within organizations, allowing users to store, share, and access information efficiently.

How does OneDrive work with SharePoint?

OneDrive integrates with SharePoint to provide users with personal cloud storage where they can save and share documents created or managed in SharePoint.

What happens to files shared in instant messaging conversations?

Files shared in instant messaging conversations are automatically saved to a designated folder in your OneDrive, allowing easy access and management.

How can I manage access to a shared document?

You can manage access to a shared document through the Access Management Panel, where you can view who has access and modify permissions as needed.

What should I do if I no longer want to share a document?

If you no longer want to share a document, you can remove access for users or delete the document from your OneDrive storage.

Can I find a list of documents shared in conversations?

Yes, you can find a list of all documents shared in instant messaging conversations in the file tab of that conversation.

Quelques cas d'usages :

Collaborative Project Management

Teams can use SharePoint and OneDrive to manage project documents collaboratively. By sharing files in instant messaging, team members can edit and provide feedback in real-time, enhancing productivity and communication.

Document Review Process

When sharing documents for review, users can grant editing rights to colleagues through instant messaging. This allows for seamless collaboration and quick revisions, ensuring that feedback is incorporated efficiently.

Access Control in Document Sharing

In scenarios where sensitive information is shared, users can utilize the Access Management Panel to control who has access to documents, ensuring that only authorized personnel can view or edit the files.

Space Management in OneDrive

By regularly reviewing shared documents and removing access or deleting files that are no longer needed, users can effectively manage their OneDrive storage space, preventing unnecessary clutter.

Training and Onboarding

During training sessions, documents can be shared via instant messaging to new employees. This allows for immediate access to resources and facilitates a smoother onboarding process.

Glossaire :

SharePoint

A web-based collaboration platform that integrates with Microsoft Office, allowing users to store, organize, share, and access information from any device.

OneDrive

A cloud storage service from Microsoft that allows users to store files and data online securely and access them from any device.

Instant Messaging

A real-time communication method that allows users to send and receive messages instantly over the internet.

Access Management Panel

A feature that allows users to view and manage who has access to a specific document or file.

Editing Rights

Permissions granted to users that allow them to modify a document or file.

Storage Space

The amount of digital space allocated for storing files and documents in a cloud service like OneDrive.

Document Sharing

The process of allowing others to access and collaborate on a document or file.

résultat(s)
00:00:06
As we've previously discussed,
00:00:08
adding a new team in Teams automatically creates a linked SharePoint site,
00:00:13
which is particularly used to store documents shared within that team.
00:00:19
But what about the files you share during
00:00:22
your instant messaging discussions with your colleagues?
00:00:24
When you share a file in a conversation with a colleague or a group of colleagues,
00:00:28
it is added to your OneDrive.
00:00:31
A folder is automatically created in your personal storage space as soon
00:00:36
as you've shared at least one file in a team's conversation.
00:00:40
All files you've shared in your conversations will be found in this folder,
00:00:45
regardless of the colleague you've shared them with.
00:00:48
To find out who has access to a file,
00:00:50
open the Document Access Management panel.
00:00:53
You'll see a list of people who have access to it.
00:00:56
You can of course share this document with others again,
00:00:59
either by creating a sharing link or by giving direct access to it,
00:01:04
as you would with any document placed in your default OneDrive storage space.
00:01:09
Let's share a file in a team's conversation.
00:01:16
The colleague or group of colleagues we've shared it with
00:01:19
will have editing rights to it.
00:01:24
It's important to note
00:01:25
that when you share a document in an instant messaging conversation in Teams,
00:01:29
you grant your colleague unlimited access rights to it over time,
00:01:33
as long as you do not delete the document from
00:01:35
your OneDrive storage space or change its access rights.
00:01:39
They can thus modify your document but also transfer it to others.
00:01:44
As always,
00:01:45
when it comes to document sharing and collaboration,
00:01:48
be mindful of the information you're granting access to
00:01:51
and share the right documents with the right people.
00:01:54
Moreover,
00:01:55
if you've finished discussing a document,
00:01:57
do not hesitate to remove access to it or even delete
00:02:01
it from your OneDrive storage if you've also kept it elsewhere.
00:02:05
This prevents long-term access to documents and
00:02:08
also frees up space in your storage.
00:02:11
As a reminder,
00:02:12
you can find a list of all the documents you've shared in an
00:02:15
instant messaging conversation with a colleague in
00:02:18
the file tab of that conversation.
00:02:21
However,
00:02:21
be aware that you cannot manage file access from Teams.
00:02:25
You must go through OneDrive.

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résultat(s)
00:00:02
O Teams é uma ferramenta colaborativa ligada ao SharePoint e ao OneDrive.
00:00:06
Como já discutimos anteriormente,
00:00:08
adicionar uma nova equipa no Teams cria automaticamente um site do SharePoint ligado,
00:00:13
que é particularmente utilizado para armazenar documentos partilhados dentro dessa equipa.
00:00:19
Mas e os ficheiros que partilha durante?
00:00:22
as suas conversas por mensagens instantâneas com os seus colegas?
00:00:24
Quando partilha um ficheiro numa conversa com um colega ou um grupo de colegas,
00:00:28
é adicionado ao seu OneDrive.
00:00:31
Uma pasta é criada automaticamente no seu espaço de armazenamento pessoal assim que
00:00:36
uma vez que partilhou pelo menos um ficheiro na conversa de uma equipa.
00:00:40
Todos os ficheiros que partilhou nas suas conversas serão encontrados nesta pasta,
00:00:45
independentemente do colega com quem os partilhou.
00:00:48
Para saber quem tem acesso a um ficheiro,
00:00:50
abra o painel Gestão de Acesso a Documentos.
00:00:53
Vais ver uma lista de pessoas que têm acesso a ela.
00:00:56
Pode, evidentemente, partilhar este documento com outras pessoas,
00:00:59
quer através da criação de uma ligação de partilha ou através da concessão de acesso directo a ela,
00:01:04
como faria com qualquer documento colocado no seu espaço de armazenamento padrão do OneDrive.
00:01:09
Vamos partilhar um ficheiro na conversa de uma equipa.
00:01:16
O colega ou grupo de colegas com quem partilhámos
00:01:19
terá direitos de edição.
00:01:24
É importante notar
00:01:25
que quando partilha um documento numa conversa de mensagens instantâneas no Teams,
00:01:29
concede ao seu colega direitos de acesso ilimitados ao mesmo ao longo do tempo,
00:01:33
desde que não elimine o documento de
00:01:35
o seu espaço de armazenamento no OneDrive ou altere os seus direitos de acesso.
00:01:39
Podem assim modificar o seu documento mas também transferi-lo para outros.
00:01:44
Como sempre,
00:01:45
quando se trata de partilha de documentos e colaboração,
00:01:48
estar atento às informações às quais está a conceder acesso
00:01:51
e partilhar os documentos certos com as pessoas certas.
00:01:54
Além disso,
00:01:55
se tiver terminado de discutir um documento,
00:01:57
não hesite em remover o acesso ao mesmo ou mesmo apagar
00:02:01
a partir do armazenamento do OneDrive se também o tiver mantido noutro local.
00:02:05
Isso impede o acesso a longo prazo aos documentos e
00:02:08
também libera espaço no seu armazenamento.
00:02:11
A título de lembrete,
00:02:12
pode encontrar uma lista de todos os documentos que partilhou num
00:02:15
conversa por mensagens instantâneas com um colega em
00:02:18
o separador do ficheiro dessa conversa.
00:02:21
No entanto,
00:02:21
esteja ciente de que não é possível gerir o acesso aos ficheiros a partir do Teams.
00:02:25
Tem de passar pelo OneDrive.

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résultat(s)
00:00:02
Teams è uno strumento collaborativo collegato a SharePoint e OneDrive.
00:00:06
Come abbiamo discusso in precedenza,
00:00:08
l'aggiunta di un nuovo team in Teams crea automaticamente un sito SharePoint collegato,
00:00:13
che viene utilizzato in particolare per archiviare i documenti condivisi all'interno di quel team.
00:00:19
Ma che dire dei file che condividi durante
00:00:22
le tue discussioni di messaggistica istantanea con i tuoi colleghi?
00:00:24
Quando condividi un file in una conversazione con un collega o un gruppo di colleghi,
00:00:28
viene aggiunto a OneDrive.
00:00:31
Una cartella viene creata automaticamente nel tuo spazio di archiviazione personale non appena
00:00:36
poiché hai condiviso almeno un file nella conversazione di un team.
00:00:40
Tutti i file che hai condiviso nelle tue conversazioni si trovano in questa cartella,
00:00:45
indipendentemente dal collega con cui li hai condivisi.
00:00:48
Per scoprire chi ha accesso a un file,
00:00:50
apri il pannello di gestione dell'accesso ai documenti.
00:00:53
Vedrai un elenco di persone che vi hanno accesso.
00:00:56
Ovviamente puoi condividere nuovamente questo documento con altri,
00:00:59
creando un link di condivisione o dandovi accesso diretto,
00:01:04
come faresti con qualsiasi documento inserito nello spazio di archiviazione predefinito di OneDrive.
00:01:09
Condividiamo un file nella conversazione di un team.
00:01:16
Il collega o il gruppo di colleghi con cui lo abbiamo condiviso
00:01:19
avrà i diritti di modifica.
00:01:24
È importante notare
00:01:25
che quando condividi un documento in una conversazione di messaggistica istantanea in Teams,
00:01:29
concedi al tuo collega diritti di accesso illimitati nel tempo,
00:01:33
purché non si elimini il documento da
00:01:35
il tuo spazio di archiviazione di OneDrive o ne modifichi i diritti di accesso.
00:01:39
Possono quindi modificare il tuo documento ma anche trasferirlo ad altri.
00:01:44
Come sempre,
00:01:45
quando si tratta di condivisione e collaborazione di documenti,
00:01:48
fai attenzione alle informazioni a cui stai concedendo l'accesso
00:01:51
e condividi i documenti giusti con le persone giuste.
00:01:54
Inoltre,
00:01:55
se hai finito di discutere di un documento,
00:01:57
non esitate a rimuoverne l'accesso o addirittura a cancellarlo
00:02:01
dallo spazio di archiviazione di OneDrive se l'hai conservato anche altrove.
00:02:05
Ciò impedisce l'accesso a lungo termine ai documenti e
00:02:08
inoltre libera spazio nel tuo spazio di archiviazione.
00:02:11
Come promemoria,
00:02:12
puoi trovare un elenco di tutti i documenti che hai condiviso in un
00:02:15
conversazione di messaggistica istantanea con un collega in
00:02:18
la scheda del file di quella conversazione.
00:02:21
Tuttavia,
00:02:21
tieni presente che non puoi gestire l'accesso ai file da Teams.
00:02:25
Devi utilizzare OneDrive.

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résultat(s)
00:00:02
Teams — это инструмент для совместной работы, связанный с SharePoint и OneDrive.
00:00:06
Как мы уже говорили,
00:00:08
добавление новой команды в Teams автоматически создает связанный сайт SharePoint,
00:00:13
который, в частности, используется для хранения документов, предоставленных этой группе.
00:00:19
Но как насчет файлов, которыми вы делитесь во время
00:00:22
ваши обсуждения в сфере обмена мгновенными сообщениями с коллегами?
00:00:24
Когда вы делитесь файлом в разговоре с коллегой или группой коллег,
00:00:28
он добавляется в ваш OneDrive.
00:00:31
Папка автоматически создается в вашем личном хранилище, как только
00:00:36
если вы поделились хотя бы одним файлом в разговоре рабочей группы.
00:00:40
Все файлы, которыми вы поделились в беседах, будут найдены в этой папке,
00:00:45
независимо от того, с каким коллегой вы ими поделились.
00:00:48
Чтобы узнать, у кого есть доступ к файлу,
00:00:50
откройте панель управления доступом к документам.
00:00:53
Вы увидите список людей, имеющих к ней доступ.
00:00:56
Конечно, вы можете снова поделиться этим документом с другими,
00:00:59
создав ссылку для совместного использования или предоставив прямой доступ к ней,
00:01:04
как и в случае с любым документом, помещенным в стандартное хранилище OneDrive.
00:01:09
Давайте поделимся файлом в беседе в команде.
00:01:16
Коллега или группа коллег, с которыми мы им поделились
00:01:19
будет иметь права на его редактирование.
00:01:24
Важно отметить
00:01:25
что когда вы делитесь документом в чате обмена мгновенными сообщениями в Teams,
00:01:29
со временем вы предоставляете коллеге неограниченный доступ к нему,
00:01:33
до тех пор, пока вы не удалите документ из
00:01:35
ваше хранилище OneDrive или измените права доступа к нему.
00:01:39
Таким образом, они могут изменить ваш документ, а также передать его другим.
00:01:44
Как всегда,
00:01:45
когда речь идет об обмене документами и совместной работе,
00:01:48
внимательно относитесь к информации, к которой вы предоставляете доступ
00:01:51
и делитесь нужными документами с нужными людьми.
00:01:54
Более того,
00:01:55
если вы закончили обсуждение документа,
00:01:57
не стесняйтесь закрыть доступ к нему или даже удалить
00:02:01
его из хранилища OneDrive, если вы также сохранили его в другом месте.
00:02:05
Это предотвращает долгосрочный доступ к документам и
00:02:08
также освобождает место в хранилище.
00:02:11
Напоминаем,
00:02:12
вы можете найти список всех документов, которыми вы поделились, в
00:02:15
обмен мгновенными сообщениями, беседа с коллегой в
00:02:18
вкладка «Файл» этой беседы.
00:02:21
Однако
00:02:21
Имейте в виду, что вы не можете управлять доступом к файлам из Teams.
00:02:25
Вы должны пройти через OneDrive.

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résultat(s)
00:00:02
Teams es una herramienta colaborativa vinculada a SharePoint y OneDrive.
00:00:06
Como ya comentamos anteriormente,
00:00:08
agregar un nuevo equipo a Teams crea automáticamente un sitio de SharePoint vinculado,
00:00:13
que se usa especialmente para almacenar documentos compartidos dentro de ese equipo.
00:00:19
Pero, ¿qué pasa con los archivos que compartes durante
00:00:22
¿sus conversaciones de mensajería instantánea con sus colegas?
00:00:24
Cuando compartes un archivo en una conversación con un colega o un grupo de colegas,
00:00:28
se agrega a tu OneDrive.
00:00:31
Una carpeta se crea automáticamente en tu espacio de almacenamiento personal tan pronto
00:00:36
ya que has compartido al menos un archivo en la conversación de un equipo.
00:00:40
Todos los archivos que hayas compartido en tus conversaciones se encontrarán en esta carpeta,
00:00:45
independientemente del compañero con el que los hayas compartido.
00:00:48
Para saber quién tiene acceso a un archivo,
00:00:50
abra el panel de gestión del acceso a los documentos.
00:00:53
Verás una lista de las personas que tienen acceso a él.
00:00:56
Por supuesto, puedes volver a compartir este documento con otras personas,
00:00:59
ya sea creando un enlace para compartir o dando acceso directo a él,
00:01:04
como lo harías con cualquier documento colocado en tu espacio de almacenamiento predeterminado de OneDrive.
00:01:09
Vamos a compartir un archivo en la conversación de un equipo.
00:01:16
El colega o grupo de colegas con los que lo hemos compartido
00:01:19
tendrá derechos de edición sobre él.
00:01:24
Es importante tener en cuenta
00:01:25
que cuando compartes un documento en una conversación de mensajería instantánea en Teams,
00:01:29
concedes a tu colega derechos de acceso ilimitados a él a lo largo del tiempo,
00:01:33
siempre y cuando no elimines el documento de
00:01:35
su espacio de almacenamiento de OneDrive o cambie sus derechos de acceso.
00:01:39
De este modo, pueden modificar su documento, pero también transferirlo a otros.
00:01:44
Como siempre,
00:01:45
cuando se trata de compartir documentos y colaborar,
00:01:48
tenga en cuenta la información a la que está concediendo acceso
00:01:51
y comparte los documentos correctos con las personas adecuadas.
00:01:54
Además,
00:01:55
si ha terminado de discutir un documento,
00:01:57
no dudes en eliminar el acceso a él o incluso en eliminarlo
00:02:01
lo guardaste de tu almacenamiento de OneDrive si también lo has guardado en otro lugar.
00:02:05
Esto impide el acceso a largo plazo a los documentos y
00:02:08
también libera espacio en tu almacenamiento.
00:02:11
Como recordatorio,
00:02:12
puedes encontrar una lista de todos los documentos que has compartido en un
00:02:15
conversación de mensajería instantánea con un colega en
00:02:18
la pestaña de archivos de esa conversación.
00:02:21
Sin embargo,
00:02:21
ten en cuenta que no puedes gestionar el acceso a los archivos desde Teams.
00:02:25
Debes pasar por OneDrive.

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