Chat Files Are Stored in OneDrive

Overview

Files shared in Microsoft Teams chats—whether one-on-one or group chats—are stored in the sender’s OneDrive rather than SharePoint. This storage method affects permissions, file lifecycle, and long‑term access.

Where Chat Files Are Stored

When you upload or share a file in a Teams chat, it is automatically placed in a folder within your OneDrive called “Microsoft Teams Chat Files.”
• A sharing link is created.
• Permissions are applied so only people in the chat can access the file.
• This ensures privacy for chat-based file exchanges.

How Permissions Work for Chat Files

Because the file lives in the sender’s OneDrive:
• The sender is the file owner.
• Access is granted only to chat participants.
• If the sender removes or changes permissions, others may lose access.
This makes chat-sharing ideal for small, temporary exchanges—not for long-term collaboration.

Risks of Chat-Based File Storage

Using Chat for important files can create problems:
• If the sender leaves Berry, their OneDrive may be archived or deleted.
• Other chat members could lose access to files they rely on.
• Chat files are not organized within Team channels, making them hard to find later.

When to Use Chat for File Sharing

Chat file sharing is appropriate when:
• The file is temporary or informal.
• Only one or two people need access.
• The content is not official or long-term.

When NOT to Use Chat for File Sharing

Avoid sharing files via Chat when:
• The file needs to be accessible to a group or department.
• The file is important, official, or permanent.
• Multiple people need to collaborate over time.
Instead, upload these files to a Team channel so they are stored in SharePoint.

Best Practices

• Use Chat for quick, simple file exchanges.
• For any file that will matter later, upload it to a Teams channel.
• Remind coworkers not to store department files in Chat.
• If a file was mistakenly shared in Chat, move it into the proper Team folder in SharePoint.