Microsoft 365 is the best place to put your files. It delivers intelligent files experiences across apps – including SharePoint, Microsoft Teams, Outlook, Yammer, and Office – on the web, desktop, and mobile apps. Individuals, teams, and organizations share and work together from a single source of truth seamlessly, across applications and devices – turbocharged with AI and protected by industry-leading security and compliance.
We’re excited to announce numerous file experiences and sharing updates for Microsoft 365:
New file experiences in Microsoft Teams
New sharing experience in Microsoft Teams
New file experiences and sharing in Outlook (web and mobile)
The rich, new files experience now appears within Teams when working within the Files tab of a channel.
Across all locations you work with files, our focus is to bring consistent, intelligent file experiences and powerful content services.
Intelligent file experiences give people the ability to share and collaborate in real time, to find and discover files that matter to you – or have been shared with you, and to streamline processes across the flow of the day.
Intelligent content services provide AI-powered content processing agents, access control mechanisms like data loss protection (DLP), records and retention management, and industry-leading information protection with encryption at rest and in transit.
Let’s dive into the details…
New file experiences and sharing in Teams
Teams is a hub for teamwork where people collaborate on files, communicate, and streamline processes.
Teams benefits from interoperability with SharePoint content services. This means that when you work in the Files tabs across your teams and channels, you’re getting the full power of SharePoint file use and management right inside of Teams – without leaving Teams.
The new files experience in Teams (web and desktop)
We continue to bring the power of SharePoint into Teams – news, pages, lists – and now, a new files experience in the File tab of a channel. This includes the ability to sync files to your computer (PC or Mac), see rich previews across 320+ file types, create views and work with metadata, see document life-cycle signals, review on-hover file cards, pin files to the top, take actions like check in and check out, and much more*.
See rich file previews with the ability to manage file with actions like Check out.
*File experiences across Teams, SharePoint, OneDrive, and Outlook:
· Viewing all metadata/columns
· Open a file
· Open option drop-down (online/desktop)
· Upload file/folder
· Sync
· New menu
· Column header filters pane
· List views
· Files that need attention
· Pinned files
· Simple column settings
· On-hover file cards
· Lifecycle signals
· Check out / Check in
· Bulk approvals
· Column and row formatting
· Document sets
· Sticky headers
· Group-by view
· File handlers
· Column totals
Notes:
Each Teams channel gets a folder within the default shared library.
Files shared within a conversation are automatically added, and permissions and file security options set in SharePoint are automatically reflected and adhered to in Teams.
Known, requested file capabilities not yet showing in Teams new files experience: a) Edit metadata, b) add new columns, c) Microsoft Flow as a menu item and d) on-hover file cards.
The new file sharing experience in Microsoft Teams (desktop, web & mobile)
In addition to introducing full-featured file experiences directly into Teams, we are bringing the familiar file sharing experience already available across OneDrive, Office apps, SharePoint, Windows Explorer and Mac finder to Teams.
This means that no matter where you are throughout Microsoft 365, you will have the same control over how files are shared and accessed – with links that just work. Period.
Microsoft is bringing a consistent sharing experience wherever you share from. Today, this includes OneDrive, Office desktop and mobile apps, SharePoint document libraries, desktop Windows Explorer and Mac Finder – and now, Teams. As much as we are rationalizing the files experience across Microsoft 365, we, too, are working to ensure the sharing experience and rich set of sharing options are consistent across devices and platforms.
The new file sharing experience in Teams adheres to set policies and give people the flexibility to share the way they want to share.
The new file sharing experience in Teams adheres to set policies and give people the flexibility to share the way they want to share.
When typing in a chat, simply click the paperclip Attach icon, select from Recent, Browse Teams and Channels or OneDrive, choose the file you want to share, and click the Share a link button. You can also copy/paste a sharing link and Teams will properly format it to look nice within the discussion. The initial sharing settings adhere to the default of where you’re sharing from and you can change the sharing settings by clicking the arrow next to the file that now appears in your message. This brings up the Link settings card – the same, consistent sharing experience you use throughout Microsoft 365. And after you’ve shared a file, automatic sharing reminders are sent after seven days to help you and your colleagues stay on top of things even if you missed the original notification.
Updated OneDrive experience in Teams
You don’t have to leave Teams to access OneDrive files directly. Teams and OneDrive work better together, keeping you in context and productive.
In Teams, simply click Files > Cloud storage > OneDrive, to see all your files and folders right inside Teams – and with the same new files experience as you see across all apps – no compromises.
View your OneDrive files directly from within Microsoft Teams.
Note: files shared within private 1:1 chat are stored in the sender’s OneDrive in Microsoft 365, and permissions are automatically granted to all chat participants as part of the file sharing process.
New file experiences in Outlook for the web and mobile
People frequently rely on email to edit and share documents with their teams, and this new experience makes it easier to collaborate on documents in Outlook. The new files experience includes a powerful new way to work with file links in an email – no more attachments; sharing a OneDrive link lets group members see the latest changes and co-author in real time.
In Outlook, go to Groups, select a group name, and you’ll immediately see Recent files and all Documents. From there, you can create new Office documents (including Word, Excel, and PowerPoint), sync, view, edit, upload, and download files.
See your team files in Outlook on the web. Under “Groups,” select a group, and then click the “Go to group files” icon. (If you do not see the group listed, click “More”).
Common file sharing experience in Outlook web app (OWA) and selecting files in Outlook mobile. We are heavily invested in making the sharing experience consistent, reliable, intuitive and secure.
Instead of attaching files to an email, you can easily share a file or folder with your colleagues by sending them a link and enabling necessary access permissions. This also helps maintain one source of truth with everyone having access to the most updated version.
We want to make sure this file sharing experience is ubiquitous across platforms. With this latest feature release, when you copy/paste a link to a file stored in OneDrive, Outlook Web App (OWA) will reconcile the file name as a hyperlink instead of the pasting the full URL. You also have the control to then change the access permissions on the shared link.
Share files within Outlook Web App (OWA) with the same consistent experience and control.
New files experience in Outlook mobile
There is a new and improved file picking experience to Outlook mobile that lets you quickly and easily attach files you are working with across Microsoft 365. Now, when you “attach a file,” you navigate and browse through all files and folders across your OneDrive as well as frequently accessed and followed shared libraries. A list of "Recent Files" gives you easy access to the content you have been working on currently and provides a similar Recent experience to what you see when attaching a file in Outlook on your desktop. You also have the option to choose files from the various attachments that have been shared with you over email. And the best part is that you can choose to share as link, not a copied attachment. This is a best practice for governance and reducing management of tracking file copies/version. #singlesourceoftruth
Attach a file as a link from OneDrive and shared libraries right from within Outlook mobile.
Microsoft 365 empowers individuals, teams, and organizations to share and work together with files. As part of Microsoft 365, all files – no matter which app they’re accessed through – are protected from accidental loss and malicious attacks – backed by enterprise-level security, compliance, and manageability.
Share and work together on files throughout Microsoft 365 with consistent, intelligent file experiences and content services.
Microsoft Teams is the hub for teamwork where you and your team can collaborate on files, communicate, and streamline processes. SharePoint is the intelligent intranet with sites that let you communicate broadly and manage content across the organization. SharePoint also serves as the content service for all of Microsoft 365. And OneDrive is the intelligent files app for Microsoft 365 – where you can work with all your files—your individual work files and the files shared with you across Microsoft 365—on any device. You work seamlessly across applications and devices with coherent and powerful files experiences, turbocharged by AI.
As you collaborate throughout your day, across projects and people, know that there is a consistent files experience when viewing, editing and co-authoring, sharing internally and with guests, syncing across devices, and being productive on the go. You own your files in OneDrive – and can share them as needed; they are private until you share. In Teams, members own the files for group-connected scenarios (private or public groups); owners manage access via group membership. And broader enterprise content management (ECM) scenarios (record centers, document centers and knowledge management (KM)) are pure SharePoint-powered intelligent-workplace solutions.
Beyond files, SharePoint brings portals, sites, pages, news, lists, apps. Teams adds chat, meetings and calls, plus 1st and 3rd party app integration. And across all, MicrosoftSearch brings intelligent discovery alongside information protection with industry-leading security, compliance, and manageability.
Resources
Hear our interview with the Microsoft Files team as they the design and development of consistent, powerful ‘File experience across Microsoft 365’ in The Intrazone “SharePoint Roadmap Pitstop: May 2019” episode.
Thanks, Mark Kashman, senior product manager - Microsoft
Frequently Asked Questions
Q: When is this all being released in Office 365?
A: The new files experience in Microsoft Teams begins Targeted Release roll out to customers in Office 365 today and will be available worldwide by end of November 2019 [update: January 2020]. The new sharing experience in Microsoft Teams will begin Targeted Release roll out by end of calendar year 2019, with worldwide completion targeted by end of Q1, calendar year 2020. All other technology mentions have been rolled out to Outlook or updated via updates to the OneDrive mobile app.
Q: Where should I store files in Microsoft 365?
A: If you’re working on a file by yourself, you should save it in your OneDrive. Your OneDrive is private by default, and you can share files with others, which is particularly useful if you haven’t created a team yet. If you’re already working as a team —in Microsoft Teams, SharePoint, or Outlook—you should save your files there, because OneDrive connects you to all your shared libraries too.
When you need a new shared location to store team files, create a shared library right from OneDrive, add members, and start working together. These libraries are accessible within Microsoft Teams, SharePoint, and Outlook. And it’s easy to copy and move files between your individual library and shared libraries.
Q: What’s the difference between OneDrive and SharePoint?
A: OneDrive is the intelligent files experience for Microsoft 365 giving you access to your individual work files as well as files shared with you directly by others or through team shared libraries you are working on. OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac.
SharePoint is the intelligent intranet with sites that let you communicate broadly and manage content across the organization. You can work seamlessly across applications and devices with coherent and powerful files experiences, turbocharged by AI. Beyond files and sites, SharePoint brings pages, news, lists, and a business platform for apps built with PowerApps and Microsoft Flow.
Behind the scenes, SharePoint provides content services and storage for all files in Microsoft 365, including files you work with in OneDrive, Teams, Yammer and Outlook. SharePoint is always there, helping manage and protect your files, and powering content collaboration across Microsoft 365.
Mark-Kashman - The message "The recipient does not have permission to access this file. Select the file to edit permissions" is really confusing our users when they add an attachment from OneDrive to a chat draft. The message is misleading, as no action needs to be taken to give the chat recipient View access to the file except hitting send.
Please consider changing this message tip language to, "The recipient will be given View rights on this file, once sent. Select file to edit permissions."
So the new file sharing experience was great. Consistent way of sharing through onedrive, sharepoint, teams etc as promised. So we updated all our training, educated users and told them how easy it was. And then suddenly....it's gone back to the old one. Apparently because people complained about it, so thanks stryqx !
This was the feedback from support:
The new Teams file sharing experience feature is still in the roll out stage,
The feature was reverted to the old version to be improved upon, due to complaints from other customers.
You would have the new feature once improved and it's fully rolled out.
Please put this feature back, it is so much better than the other one where you can't even share outside the team....
The only problem with this feature that's now been rolled out is that just about all the sharing links now point you to the SharePoint URL, rather than the Teams URL. Makes for unhappy users who like living inside Teams and are now being thrown out to their browser (or mobile app) to access these links.
Would be nice if the SharePoint URLs could be registered with the Teams app, to keep users in their Teams sandbox.
Mark-Kashman Am I missing something or the new sharing experience has not been rolled to Teams yet 1 year after this post? When i copy the link of a files in my OneDrive and paste it in Team it doesn't show me the sharing options as in the clip in this article
Mark-Kashman I also agree with earlier comments about needing the ability in Teams to edit metadata on files. I’m trying to move my colleagues over to using metadata instead of a folder structure but this would be so much simpler if they could do it within the Teams interface directly.
It's much valuable to get at least History version and sharing - sharing seems to be ok for next release. What about history - view / restore ... - is a feature frequently used
Small Things matter. Teams view and SharePoint view are not consistent.
SharePoint View is set to sort by name
Teams View is set to sort by latest change
Even, if I change the Teams view with the "change current view" feature to sort by name, it will ongoing sort by latest change if I open the teams view again!
Mark-KashmanStefaan De Vreese Couldn't agree more about the ability to edit metadata. Will be doing a requirements sessions with an engineering company who would like to move to Teams. But they need metadata and not being able to edit it in Teams but only to view is hard to explain and makes it unusable. Could work with default values for some columns but that won't fix it all. We need this!
ChrisWebbTech changing the metadata in Teams is high on my wishlist! this would be a huge game changer. I'm a big advocate for metadata in the information architecture, but when Teams doesnt allow this, it's pretty useless if the customer doesnt want to use yet another tool just to change some fields...
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Microsoft 365 is the best place to put your files. It delivers intelligent files experiences across apps – including SharePoint, Microsoft Teams, Outlook, Yammer, and Office – on the web, desktop, and mobile apps. Individuals, teams, and organizations share and work together from a single source of truth seamlessly, across applications and devices – turbocharged with AI and protected by industry-leading security and compliance. We’re excited to announce numerous file experiences and sharing updates for Microsoft 365: new file experiences in Microsoft Teams, new sharing experience in Microsoft Teams, and new file experiences and sharing in Outlook (web and mobile).
","body":"
Microsoft 365 is the best place to put your files. It delivers intelligent files experiences across apps – including SharePoint, Microsoft Teams, Outlook, Yammer, and Office – on the web, desktop, and mobile apps. Individuals, teams, and organizations share and work together from a single source of truth seamlessly, across applications and devices – turbocharged with AI and protected by industry-leading security and compliance.
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We’re excited to announce numerous file experiences and sharing updates for Microsoft 365:
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New file experiences in Microsoft Teams
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New sharing experience in Microsoft Teams
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New file experiences and sharing in Outlook (web and mobile)
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The rich, new files experience now appears within Teams when working within the Files tab of a channel.
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Across all locations you work with files, our focus is to bring consistent, intelligent file experiences and powerful content services.
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Intelligent file experiences give people the ability to share and collaborate in real time, to find and discover files that matter to you – or have been shared with you, and to streamline processes across the flow of the day.
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Intelligent content services provide AI-powered content processing agents, access control mechanisms like data loss protection (DLP), records and retention management, and industry-leading information protection with encryption at rest and in transit.
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Let’s dive into the details…
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New file experiences and sharing in Teams
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Teams is a hub for teamwork where people collaborate on files, communicate, and streamline processes.
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Teams benefits from interoperability with SharePoint content services. This means that when you work in the Files tabs across your teams and channels, you’re getting the full power of SharePoint file use and management right inside of Teams – without leaving Teams.
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The new files experience in Teams (web and desktop)
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We continue to bring the power of SharePoint into Teams – news, pages, lists – and now, a new files experience in the File tab of a channel. This includes the ability to sync files to your computer (PC or Mac), see rich previews across 320+ file types, create views and work with metadata, see document life-cycle signals, review on-hover file cards, pin files to the top, take actions like check in and check out, and much more*.
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See rich file previews with the ability to manage file with actions like Check out.
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*File experiences across Teams, SharePoint, OneDrive, and Outlook:
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· Viewing all metadata/columns
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· Open a file
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· Open option drop-down (online/desktop)
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· Upload file/folder
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· Sync
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· New menu
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· Column header filters pane
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· List views
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· Files that need attention
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· Pinned files
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· Simple column settings
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· On-hover file cards
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· Lifecycle signals
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· Check out / Check in
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· Bulk approvals
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· Column and row formatting
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· Document sets
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· Sticky headers
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· Group-by view
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· File handlers
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· Column totals
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Notes:
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Each Teams channel gets a folder within the default shared library.
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Files shared within a conversation are automatically added, and permissions and file security options set in SharePoint are automatically reflected and adhered to in Teams.
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Known, requested file capabilities not yet showing in Teams new files experience: a) Edit metadata, b) add new columns, c) Microsoft Flow as a menu item and d) on-hover file cards.
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The new file sharing experience in Microsoft Teams (desktop, web & mobile)
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In addition to introducing full-featured file experiences directly into Teams, we are bringing the familiar file sharing experience already available across OneDrive, Office apps, SharePoint, Windows Explorer and Mac finder to Teams.
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\n
This means that no matter where you are throughout Microsoft 365, you will have the same control over how files are shared and accessed – with links that just work. Period.
\n
\n
Microsoft is bringing a consistent sharing experience wherever you share from. Today, this includes OneDrive, Office desktop and mobile apps, SharePoint document libraries, desktop Windows Explorer and Mac Finder – and now, Teams. As much as we are rationalizing the files experience across Microsoft 365, we, too, are working to ensure the sharing experience and rich set of sharing options are consistent across devices and platforms.
\n
\n
The new file sharing experience in Teams adheres to set policies and give people the flexibility to share the way they want to share.
\n
The new file sharing experience in Teams adheres to set policies and give people the flexibility to share the way they want to share.
\n
\n
When typing in a chat, simply click the paperclip Attach icon, select from Recent, Browse Teams and Channels or OneDrive, choose the file you want to share, and click the Share a link button. You can also copy/paste a sharing link and Teams will properly format it to look nice within the discussion. The initial sharing settings adhere to the default of where you’re sharing from and you can change the sharing settings by clicking the arrow next to the file that now appears in your message. This brings up the Link settings card – the same, consistent sharing experience you use throughout Microsoft 365. And after you’ve shared a file, automatic sharing reminders are sent after seven days to help you and your colleagues stay on top of things even if you missed the original notification.
\n
\n
Updated OneDrive experience in Teams
\n
You don’t have to leave Teams to access OneDrive files directly. Teams and OneDrive work better together, keeping you in context and productive.
\n
\n
In Teams, simply click Files > Cloud storage > OneDrive, to see all your files and folders right inside Teams – and with the same new files experience as you see across all apps – no compromises.
\n
\n
View your OneDrive files directly from within Microsoft Teams.
\n
Note: files shared within private 1:1 chat are stored in the sender’s OneDrive in Microsoft 365, and permissions are automatically granted to all chat participants as part of the file sharing process.
New file experiences in Outlook for the web and mobile
\n
People frequently rely on email to edit and share documents with their teams, and this new experience makes it easier to collaborate on documents in Outlook. The new files experience includes a powerful new way to work with file links in an email – no more attachments; sharing a OneDrive link lets group members see the latest changes and co-author in real time.
\n
\n
In Outlook, go to Groups, select a group name, and you’ll immediately see Recent files and all Documents. From there, you can create new Office documents (including Word, Excel, and PowerPoint), sync, view, edit, upload, and download files.
\n
\n
See your team files in Outlook on the web. Under “Groups,” select a group, and then click the “Go to group files” icon. (If you do not see the group listed, click “More”).
\n
Common file sharing experience in Outlook web app (OWA) and selecting files in Outlook mobile. We are heavily invested in making the sharing experience consistent, reliable, intuitive and secure.
\n
\n
Instead of attaching files to an email, you can easily share a file or folder with your colleagues by sending them a link and enabling necessary access permissions. This also helps maintain one source of truth with everyone having access to the most updated version.
\n
\n
We want to make sure this file sharing experience is ubiquitous across platforms. With this latest feature release, when you copy/paste a link to a file stored in OneDrive, Outlook Web App (OWA) will reconcile the file name as a hyperlink instead of the pasting the full URL. You also have the control to then change the access permissions on the shared link.
\n
\n
Share files within Outlook Web App (OWA) with the same consistent experience and control.
\n
New files experience in Outlook mobile
\n
There is a new and improved file picking experience to Outlook mobile that lets you quickly and easily attach files you are working with across Microsoft 365. Now, when you “attach a file,” you navigate and browse through all files and folders across your OneDrive as well as frequently accessed and followed shared libraries. A list of \"Recent Files\" gives you easy access to the content you have been working on currently and provides a similar Recent experience to what you see when attaching a file in Outlook on your desktop. You also have the option to choose files from the various attachments that have been shared with you over email. And the best part is that you can choose to share as link, not a copied attachment. This is a best practice for governance and reducing management of tracking file copies/version. #singlesourceoftruth
\n
\n
Attach a file as a link from OneDrive and shared libraries right from within Outlook mobile.
Microsoft 365 empowers individuals, teams, and organizations to share and work together with files. As part of Microsoft 365, all files – no matter which app they’re accessed through – are protected from accidental loss and malicious attacks – backed by enterprise-level security, compliance, and manageability.
\n
\n
Share and work together on files throughout Microsoft 365 with consistent, intelligent file experiences and content services.
\n
Microsoft Teams is the hub for teamwork where you and your team can collaborate on files, communicate, and streamline processes. SharePoint is the intelligent intranet with sites that let you communicate broadly and manage content across the organization. SharePoint also serves as the content service for all of Microsoft 365. And OneDrive is the intelligent files app for Microsoft 365 – where you can work with all your files—your individual work files and the files shared with you across Microsoft 365—on any device. You work seamlessly across applications and devices with coherent and powerful files experiences, turbocharged by AI.
\n
\n
As you collaborate throughout your day, across projects and people, know that there is a consistent files experience when viewing, editing and co-authoring, sharing internally and with guests, syncing across devices, and being productive on the go. You own your files in OneDrive – and can share them as needed; they are private until you share. In Teams, members own the files for group-connected scenarios (private or public groups); owners manage access via group membership. And broader enterprise content management (ECM) scenarios (record centers, document centers and knowledge management (KM)) are pure SharePoint-powered intelligent-workplace solutions.
\n
\n
Beyond files, SharePoint brings portals, sites, pages, news, lists, apps. Teams adds chat, meetings and calls, plus 1st and 3rd party app integration. And across all, MicrosoftSearch brings intelligent discovery alongside information protection with industry-leading security, compliance, and manageability.
\n
\n
Resources
\n
\n
Hear our interview with the Microsoft Files team as they the design and development of consistent, powerful ‘File experience across Microsoft 365’ in The Intrazone “SharePoint Roadmap Pitstop: May 2019” episode.
Thanks, Mark Kashman, senior product manager - Microsoft
\n
\n
Frequently Asked Questions
\n
Q: When is this all being released in Office 365?
\n
A: The new files experience in Microsoft Teams begins Targeted Release roll out to customers in Office 365 today and will be available worldwide by end of November 2019 [update: January 2020]. The new sharing experience in Microsoft Teams will begin Targeted Release roll out by end of calendar year 2019, with worldwide completion targeted by end of Q1, calendar year 2020. All other technology mentions have been rolled out to Outlook or updated via updates to the OneDrive mobile app.
\n
\n
Q: Where should I store files in Microsoft 365?
\n
A: If you’re working on a file by yourself, you should save it in your OneDrive. Your OneDrive is private by default, and you can share files with others, which is particularly useful if you haven’t created a team yet. If you’re already working as a team —in Microsoft Teams, SharePoint, or Outlook—you should save your files there, because OneDrive connects you to all your shared libraries too.
\n
\n
When you need a new shared location to store team files, create a shared library right from OneDrive, add members, and start working together. These libraries are accessible within Microsoft Teams, SharePoint, and Outlook. And it’s easy to copy and move files between your individual library and shared libraries.
\n
\n
Q: What’s the difference between OneDrive and SharePoint?
\n
A: OneDrive is the intelligent files experience for Microsoft 365 giving you access to your individual work files as well as files shared with you directly by others or through team shared libraries you are working on. OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac.
\n
\n
SharePoint is the intelligent intranet with sites that let you communicate broadly and manage content across the organization. You can work seamlessly across applications and devices with coherent and powerful files experiences, turbocharged by AI. Beyond files and sites, SharePoint brings pages, news, lists, and a business platform for apps built with PowerApps and Microsoft Flow.
\n
\n
Behind the scenes, SharePoint provides content services and storage for all files in Microsoft 365, including files you work with in OneDrive, Teams, Yammer and Outlook. SharePoint is always there, helping manage and protect your files, and powering content collaboration across Microsoft 365.
","body@stringLength":"23629","rawBody":"
Microsoft 365 is the best place to put your files. It delivers intelligent files experiences across apps – including SharePoint, Microsoft Teams, Outlook, Yammer, and Office – on the web, desktop, and mobile apps. Individuals, teams, and organizations share and work together from a single source of truth seamlessly, across applications and devices – turbocharged with AI and protected by industry-leading security and compliance.
\n
\n
We’re excited to announce numerous file experiences and sharing updates for Microsoft 365:
\n
\n
\n
New file experiences in Microsoft Teams
\n
New sharing experience in Microsoft Teams
\n
New file experiences and sharing in Outlook (web and mobile)
\n
\n
\n
\n
The rich, new files experience now appears within Teams when working within the Files tab of a channel.
\n
\n
Across all locations you work with files, our focus is to bring consistent, intelligent file experiences and powerful content services.
\n
\n
Intelligent file experiences give people the ability to share and collaborate in real time, to find and discover files that matter to you – or have been shared with you, and to streamline processes across the flow of the day.
\n
\n
Intelligent content services provide AI-powered content processing agents, access control mechanisms like data loss protection (DLP), records and retention management, and industry-leading information protection with encryption at rest and in transit.
\n
\n
Let’s dive into the details…
\n
\n
New file experiences and sharing in Teams
\n
Teams is a hub for teamwork where people collaborate on files, communicate, and streamline processes.
\n
\n
Teams benefits from interoperability with SharePoint content services. This means that when you work in the Files tabs across your teams and channels, you’re getting the full power of SharePoint file use and management right inside of Teams – without leaving Teams.
\n
\n
The new files experience in Teams (web and desktop)
\n
We continue to bring the power of SharePoint into Teams – news, pages, lists – and now, a new files experience in the File tab of a channel. This includes the ability to sync files to your computer (PC or Mac), see rich previews across 320+ file types, create views and work with metadata, see document life-cycle signals, review on-hover file cards, pin files to the top, take actions like check in and check out, and much more*.
\n
\n
See rich file previews with the ability to manage file with actions like Check out.
\n
*File experiences across Teams, SharePoint, OneDrive, and Outlook:
\n
\n\n
\n
\n
· Viewing all metadata/columns
\n
· Open a file
\n
· Open option drop-down (online/desktop)
\n
· Upload file/folder
\n
· Sync
\n
· New menu
\n
· Column header filters pane
\n
· List views
\n
· Files that need attention
\n
· Pinned files
\n
\n
\n
· Simple column settings
\n
· On-hover file cards
\n
· Lifecycle signals
\n
· Check out / Check in
\n
· Bulk approvals
\n
· Column and row formatting
\n
· Document sets
\n
· Sticky headers
\n
· Group-by view
\n
· File handlers
\n
· Column totals
\n
\n
\n\n
\n
Notes:
\n\n
Each Teams channel gets a folder within the default shared library.
\n
Files shared within a conversation are automatically added, and permissions and file security options set in SharePoint are automatically reflected and adhered to in Teams.
\n
Known, requested file capabilities not yet showing in Teams new files experience: a) Edit metadata, b) add new columns, c) Microsoft Flow as a menu item and d) on-hover file cards.
\n\n
\n
The new file sharing experience in Microsoft Teams (desktop, web & mobile)
\n
In addition to introducing full-featured file experiences directly into Teams, we are bringing the familiar file sharing experience already available across OneDrive, Office apps, SharePoint, Windows Explorer and Mac finder to Teams.
\n
\n
This means that no matter where you are throughout Microsoft 365, you will have the same control over how files are shared and accessed – with links that just work. Period.
\n
\n
Microsoft is bringing a consistent sharing experience wherever you share from. Today, this includes OneDrive, Office desktop and mobile apps, SharePoint document libraries, desktop Windows Explorer and Mac Finder – and now, Teams. As much as we are rationalizing the files experience across Microsoft 365, we, too, are working to ensure the sharing experience and rich set of sharing options are consistent across devices and platforms.
\n
\n
The new file sharing experience in Teams adheres to set policies and give people the flexibility to share the way they want to share.
\n
The new file sharing experience in Teams adheres to set policies and give people the flexibility to share the way they want to share.
\n
\n
When typing in a chat, simply click the paperclip Attach icon, select from Recent, Browse Teams and Channels or OneDrive, choose the file you want to share, and click the Share a link button. You can also copy/paste a sharing link and Teams will properly format it to look nice within the discussion. The initial sharing settings adhere to the default of where you’re sharing from and you can change the sharing settings by clicking the arrow next to the file that now appears in your message. This brings up the Link settings card – the same, consistent sharing experience you use throughout Microsoft 365. And after you’ve shared a file, automatic sharing reminders are sent after seven days to help you and your colleagues stay on top of things even if you missed the original notification.
\n
\n
Updated OneDrive experience in Teams
\n
You don’t have to leave Teams to access OneDrive files directly. Teams and OneDrive work better together, keeping you in context and productive.
\n
\n
In Teams, simply click Files > Cloud storage > OneDrive, to see all your files and folders right inside Teams – and with the same new files experience as you see across all apps – no compromises.
\n
\n
View your OneDrive files directly from within Microsoft Teams.
\n
Note: files shared within private 1:1 chat are stored in the sender’s OneDrive in Microsoft 365, and permissions are automatically granted to all chat participants as part of the file sharing process.
New file experiences in Outlook for the web and mobile
\n
People frequently rely on email to edit and share documents with their teams, and this new experience makes it easier to collaborate on documents in Outlook. The new files experience includes a powerful new way to work with file links in an email – no more attachments; sharing a OneDrive link lets group members see the latest changes and co-author in real time.
\n
\n
In Outlook, go to Groups, select a group name, and you’ll immediately see Recent files and all Documents. From there, you can create new Office documents (including Word, Excel, and PowerPoint), sync, view, edit, upload, and download files.
\n
\n
See your team files in Outlook on the web. Under “Groups,” select a group, and then click the “Go to group files” icon. (If you do not see the group listed, click “More”).
\n
Common file sharing experience in Outlook web app (OWA) and selecting files in Outlook mobile. We are heavily invested in making the sharing experience consistent, reliable, intuitive and secure.
\n
\n
Instead of attaching files to an email, you can easily share a file or folder with your colleagues by sending them a link and enabling necessary access permissions. This also helps maintain one source of truth with everyone having access to the most updated version.
\n
\n
We want to make sure this file sharing experience is ubiquitous across platforms. With this latest feature release, when you copy/paste a link to a file stored in OneDrive, Outlook Web App (OWA) will reconcile the file name as a hyperlink instead of the pasting the full URL. You also have the control to then change the access permissions on the shared link.
\n
\n
Share files within Outlook Web App (OWA) with the same consistent experience and control.
\n
New files experience in Outlook mobile
\n
There is a new and improved file picking experience to Outlook mobile that lets you quickly and easily attach files you are working with across Microsoft 365. Now, when you “attach a file,” you navigate and browse through all files and folders across your OneDrive as well as frequently accessed and followed shared libraries. A list of \"Recent Files\" gives you easy access to the content you have been working on currently and provides a similar Recent experience to what you see when attaching a file in Outlook on your desktop. You also have the option to choose files from the various attachments that have been shared with you over email. And the best part is that you can choose to share as link, not a copied attachment. This is a best practice for governance and reducing management of tracking file copies/version. #singlesourceoftruth
\n
\n
Attach a file as a link from OneDrive and shared libraries right from within Outlook mobile.
Microsoft 365 empowers individuals, teams, and organizations to share and work together with files. As part of Microsoft 365, all files – no matter which app they’re accessed through – are protected from accidental loss and malicious attacks – backed by enterprise-level security, compliance, and manageability.
\n
\n
Share and work together on files throughout Microsoft 365 with consistent, intelligent file experiences and content services.
\n
Microsoft Teams is the hub for teamwork where you and your team can collaborate on files, communicate, and streamline processes. SharePoint is the intelligent intranet with sites that let you communicate broadly and manage content across the organization. SharePoint also serves as the content service for all of Microsoft 365. And OneDrive is the intelligent files app for Microsoft 365 – where you can work with all your files—your individual work files and the files shared with you across Microsoft 365—on any device. You work seamlessly across applications and devices with coherent and powerful files experiences, turbocharged by AI.
\n
\n
As you collaborate throughout your day, across projects and people, know that there is a consistent files experience when viewing, editing and co-authoring, sharing internally and with guests, syncing across devices, and being productive on the go. You own your files in OneDrive – and can share them as needed; they are private until you share. In Teams, members own the files for group-connected scenarios (private or public groups); owners manage access via group membership. And broader enterprise content management (ECM) scenarios (record centers, document centers and knowledge management (KM)) are pure SharePoint-powered intelligent-workplace solutions.
\n
\n
Beyond files, SharePoint brings portals, sites, pages, news, lists, apps. Teams adds chat, meetings and calls, plus 1st and 3rd party app integration. And across all, MicrosoftSearch brings intelligent discovery alongside information protection with industry-leading security, compliance, and manageability.
\n
\n
Resources
\n
\n
Hear our interview with the Microsoft Files team as they the design and development of consistent, powerful ‘File experience across Microsoft 365’ in The Intrazone “SharePoint Roadmap Pitstop: May 2019” episode.
Thanks, Mark Kashman, senior product manager - Microsoft
\n
\n
Frequently Asked Questions
\n
Q: When is this all being released in Office 365?
\n
A: The new files experience in Microsoft Teams begins Targeted Release roll out to customers in Office 365 today and will be available worldwide by end of November 2019 [update: January 2020]. The new sharing experience in Microsoft Teams will begin Targeted Release roll out by end of calendar year 2019, with worldwide completion targeted by end of Q1, calendar year 2020. All other technology mentions have been rolled out to Outlook or updated via updates to the OneDrive mobile app.
\n
\n
Q: Where should I store files in Microsoft 365?
\n
A: If you’re working on a file by yourself, you should save it in your OneDrive. Your OneDrive is private by default, and you can share files with others, which is particularly useful if you haven’t created a team yet. If you’re already working as a team —in Microsoft Teams, SharePoint, or Outlook—you should save your files there, because OneDrive connects you to all your shared libraries too.
\n
\n
When you need a new shared location to store team files, create a shared library right from OneDrive, add members, and start working together. These libraries are accessible within Microsoft Teams, SharePoint, and Outlook. And it’s easy to copy and move files between your individual library and shared libraries.
\n
\n
Q: What’s the difference between OneDrive and SharePoint?
\n
A: OneDrive is the intelligent files experience for Microsoft 365 giving you access to your individual work files as well as files shared with you directly by others or through team shared libraries you are working on. OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac.
\n
\n
SharePoint is the intelligent intranet with sites that let you communicate broadly and manage content across the organization. You can work seamlessly across applications and devices with coherent and powerful files experiences, turbocharged by AI. Beyond files and sites, SharePoint brings pages, news, lists, and a business platform for apps built with PowerApps and Microsoft Flow.
\n
\n
Behind the scenes, SharePoint provides content services and storage for all files in Microsoft 365, including files you work with in OneDrive, Teams, Yammer and Outlook. SharePoint is always there, helping manage and protect your files, and powering content collaboration across Microsoft 365.
Microsoft 365 is the best place to put your files. It delivers intelligent files experiences across apps – including SharePoint, Microsoft Teams, Outlook, Yammer, and Office – on the web, desktop, and mobile apps. Individuals, teams, and organizations share and work together from a single source of truth seamlessly, across applications and devices – turbocharged with AI and protected by industry-leading security and compliance. We’re excited to announce numerous file experiences and sharing updates for Microsoft 365: new file experiences in Microsoft Teams, new sharing experience in Microsoft Teams, and new file experiences and sharing in Outlook (web and mobile).
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Mark-Kashman - The message \"The recipient does not have permission to access this file. Select the file to edit permissions\" is really confusing our users when they add an attachment from OneDrive to a chat draft. The message is misleading, as no action needs to be taken to give the chat recipient View access to the file except hitting send.
Please consider changing this message tip language to, \"The recipient will be given View rights on this file, once sent. Select file to edit permissions.\"
Thanks!
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So the new file sharing experience was great. Consistent way of sharing through onedrive, sharepoint, teams etc as promised. So we updated all our training, educated users and told them how easy it was. And then suddenly....it's gone back to the old one. Apparently because people complained about it, so thanks stryqx !
This was the feedback from support:
The new Teams file sharing experience feature is still in the roll out stage,
The feature was reverted to the old version to be improved upon, due to complaints from other customers.
You would have the new feature once improved and it's fully rolled out.
Please put this feature back, it is so much better than the other one where you can't even share outside the team....
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The only problem with this feature that's now been rolled out is that just about all the sharing links now point you to the SharePoint URL, rather than the Teams URL. Makes for unhappy users who like living inside Teams and are now being thrown out to their browser (or mobile app) to access these links.
Would be nice if the SharePoint URLs could be registered with the Teams app, to keep users in their Teams sandbox.
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Mark-Kashman Am I missing something or the new sharing experience has not been rolled to Teams yet 1 year after this post? When i copy the link of a files in my OneDrive and paste it in Team it doesn't show me the sharing options as in the clip in this article
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Mark-Kashman I also agree with earlier comments about needing the ability in Teams to edit metadata on files. I’m trying to move my colleagues over to using metadata instead of a folder structure but this would be so much simpler if they could do it within the Teams interface directly.
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It's much valuable to get at least History version and sharing - sharing seems to be ok for next release. What about history - view / restore ... - is a feature frequently used
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Small Things matter. Teams view and SharePoint view are not consistent.
\n
SharePoint View is set to sort by name
\n
Teams View is set to sort by latest change
\n
Even, if I change the Teams view with the \"change current view\" feature to sort by name, it will ongoing sort by latest change if I open the teams view again!
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Mark-KashmanStefaan De Vreese Couldn't agree more about the ability to edit metadata. Will be doing a requirements sessions with an engineering company who would like to move to Teams. But they need metadata and not being able to edit it in Teams but only to view is hard to explain and makes it unusable. Could work with default values for some columns but that won't fix it all. We need this!
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ChrisWebbTech changing the metadata in Teams is high on my wishlist! this would be a huge game changer. I'm a big advocate for metadata in the information architecture, but when Teams doesnt allow this, it's pretty useless if the customer doesnt want to use yet another tool just to change some fields...
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✌
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