To share a file in Microsoft Teams, open the chat or channel, select Actions and apps in the message box, choose Attach file, pick the file and select Send, or simply drag the file into the message. Files shared in a chat are stored in your OneDrive and shared only with that chat; channel files go to the team's SharePoint.
Sharing a file in Teams takes seconds, but where that file ends up, and who can open it, depends on where you share it. A file dropped into a chat lives in your OneDrive and is shared with that chat; a file posted in a channel lives in the team's SharePoint. Knowing that difference saves a lot of 'I can't open it' messages. Here's how to share either way, how to share a link with the right permissions, and where to find files later.
Share a file in a chat or channel
- Open the chat, or select the channel post you're replying to.
- In the message box, select Actions and apps, then Attach file.
- Choose the file.
- Add a short message so people know what it is, then select Send.
Faster still: drag the file from your computer straight into the message box.
Where your file is stored
| Where you share it | Where Teams stores it | Who can see it |
|---|---|---|
| One-on-one or group chat | Your OneDrive for Business, in the Microsoft Teams Chat Files folder | The people in that chat |
| A channel | The team's SharePoint folder for that channel | Members of the team or channel |
That's why a file you shared in a chat might not open for a colleague who wasn't in it: it was shared with the people in that conversation, not the whole team. If the file belongs to a team project, share it in the channel instead.
Share a link with specific permissions
Sometimes you want control over what people can do. Share from OneDrive inside Teams:
- Select OneDrive in Teams and go to My files.
- Hover over the file and select Share.
- Choose Copy link to paste it into a chat or email, or add names and pick a permission.
- Pick from options such as Can edit, Can review, Can view or Can't download.
- Select Apply, then Send.
Sharing a link rather than attaching a new copy each time keeps everyone working on one version, which beats ending up with 'proposal_final_v3_REAL.docx' in five places.
Find files that were shared earlier
Every chat and channel has a Shared tab at the top listing the files and links shared there. In a channel, choose In Post to search what's been posted (with Recent, Files and Links filters), or In library to search the channel's SharePoint library. On your phone, tap the chat name at the top of a conversation and, under Files, tap See all; in a channel, tap Files.
Attach a copy, or share a link?
Attaching from your computer is fine for a one-off document someone just needs to read. For anything people will edit or come back to, share it once, in the right place, and send the link wherever else it's needed. Microsoft's help is built around this idea: once a file is in Teams or OneDrive, you can share it at any time and copy a link to paste into another chat or an email. One file, one version, everyone looking at the same thing. It also means you can change who has access later, which you can't do with a copy that's already been downloaded.
Personal OneDrive won't work
Here's a catch Microsoft spells out: the OneDrive you see in Teams is OneDrive for Business, linked to your Microsoft 365 work account. Teams can't currently connect to your personal OneDrive. If the file is in your personal storage, download it and attach it, or move it to your work OneDrive first.
Before you share, check
- Is this the right chat or channel? Files in the wrong place are hard to take back.
- Does everyone who needs it have access? Channel for teams, chat for small groups.
- Should people edit, or only view? Use Share with a permission when it matters.
- Is there client or personal data inside? Share it only where it needs to be.
Working on files together
Once a Word, Excel or PowerPoint file is shared in Teams, people can open and work on it together rather than emailing copies back and forth. Keep the conversation about the file in the same chat or channel thread, so comments and decisions sit next to the document. If you also use Google tools with some clients, my guide to sharing a Google Sheet covers the equivalent steps there.
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Keeping shared files tidy
Channels collect files quickly. Agree simple naming (client, project, date) and put finished documents in the channel's library rather than leaving them scattered through posts. When a project ends, tidy the library before people forget what everything is. My office productivity hacks have more ideas for keeping shared work organised.
My verdict
Attach files with Actions and apps, Attach file, or drag them in. Share in a channel when the whole team needs it and in a chat when it's for a few people, because that decides where it's stored and who can open it. Use Share in OneDrive when permissions matter, and the Shared tab to find anything later.
Frequently asked questions
How do I share a file in Microsoft Teams?
Open the chat or channel, select Actions and apps, then Attach file, choose the file and select Send. You can also drag it into the message.
Where are files shared in a Teams chat stored?
In your OneDrive for Business, in the Microsoft Teams Chat Files folder, shared only with the people in that chat.
Where are Teams channel files stored?
Microsoft says files uploaded to a channel are stored in the team's SharePoint folder.
How do I find files shared in Teams?
Open the chat or channel and select the Shared tab at the top to see files and links shared there.
Can I share files from my personal OneDrive in Teams?
No. Microsoft says Teams can't currently connect to your personal OneDrive, only OneDrive for Business.
