Teams - Understand and Secure Information Sharing in Instant Messaging Tutorial

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
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instant messaging conversation with a colleague in
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the file tab of that conversation.
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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,
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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.
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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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