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.

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