Ownership and Permissions in Teams vs Chat Files

Overview

Ownership and permissions differ significantly between files shared in Teams channels and files shared in private/group chats. Understanding these differences ensures that files remain accessible, secure, and correctly managed throughout their lifecycle.

Ownership of Teams Channel Files

Files uploaded to Teams channels are stored in SharePoint and are owned collectively by the Team.
• No single individual “owns” channel files.
• Permissions are inherited from the Team’s Microsoft 365 Group.
• Access is maintained even if members leave the Team or the organization.

Ownership of Chat Files

Files shared in Teams Chats are stored in the sender’s OneDrive.
• The sender is the file’s owner.
• Permissions are granted only to chat participants.
• If the sender leaves Berry and their OneDrive is removed, access to these files may be lost.

Permission Behavior Explained

Permissions in Teams and Chat differ due to storage back-end:
• Teams (SharePoint): Permissions update automatically as users join or leave the Team.
• Chat (OneDrive): Permissions do NOT update automatically—only the sender controls them.
• Revoking access in OneDrive immediately prevents chat members from opening shared files.

Implications for Collaboration

Understanding ownership avoids disruption:
• Department or project files should always live in Teams channels.
• Chat should never be used for long-term or official documents.
• File ownership determines who can modify permissions, move files, or delete them.

Best Practices

• Always upload shared work files to a Teams channel, not Chat.
• Chat files are best for temporary or informal sharing.
• Avoid storing departmental documents in personal OneDrive.
• Educate team members on where to upload official files to avoid future access issues.