How to Share Files in Microsoft Teams Chats and Channels
Applies to
Microsoft Teams for Windows, macOS, web, iPhone, Android, work, school, and personal accounts
Last updated
6 July 2026
Problem
You want to share a file in Microsoft Teams, but you are not sure whether to send it in a chat, upload it to a channel, or share a OneDrive link. Some users accidentally share files with the wrong people, upload duplicate copies, or place documents where others cannot find them later.
Sharing files correctly keeps documents organised and ensures the right people have access.
Solution
Use chat file sharing for direct or small group conversations, and use channel file sharing for documents that belong to a wider team or project. For larger or ongoing documents, share links from OneDrive or SharePoint rather than repeatedly uploading separate copies.
Step by step instructions
Understand where Teams files are stored
Microsoft Teams uses different storage locations depending on where you share the file.
Files shared in a chat are usually stored in OneDrive.
Files shared in a channel are usually stored in SharePoint.
This matters because permissions and long term organisation work differently.
A quick guide:
- Use chat for quick file sharing with one person or a small group
- Use channels for files that belong to a team, department, class, or project
- Use OneDrive links when you want to control sharing permissions directly
- Use SharePoint or channel files for shared working documents
Share a file in a Teams chat
Open Microsoft Teams or go to:
Select Chat.
Open the person or group chat where you want to share the file.
Select the attachment or paperclip icon.
Choose the file from your device, OneDrive, or recent files.
Add a short message explaining what the file is.
Select Send.
The people in that chat should be able to open the file based on the sharing permissions applied.
Share a file in a Teams channel
Open Teams from the left menu.
Choose the correct team.
Open the correct channel.
Select Posts if you want to share the file as part of a conversation.
Select the attachment or paperclip icon.
Choose the file you want to upload.
Add a message explaining the file.
Send the post.
This keeps the file connected to the channel conversation.
Upload a file directly to the channel Files tab
Open the relevant team and channel.
Select Files at the top of the channel.
Choose Upload.
Select the file from your device.
Wait for the upload to finish.
The file will be stored in the channel’s document library and will be available to team members with permission.
This is best for documents that people will need to find and use later.
Share a OneDrive file in Teams
If the file is already in OneDrive, you can share it without uploading a new copy.
Open OneDrive at:
For work or school Microsoft 365 accounts, you can also open OneDrive from:
Find the file.
Choose Share or Copy link.
Check the sharing permissions.
Paste the link into a Teams chat or channel.
This helps avoid duplicate versions of the same file.
Share a file from SharePoint in Teams
If the file belongs to a team or department site, it may already be stored in SharePoint.
Open the relevant Teams channel.
Go to Files.
Select Open in SharePoint if available.
Find the document in the SharePoint library.
Copy the link and share it in Teams if needed.
This is useful when sharing files that should remain part of a central document library.
Check file permissions before sending
Before sharing a file, think about who needs access.
Check whether the file should be available to:
- One person
- A group chat
- A full team
- A channel
- Guests or external users
- Everyone in the organisation
If you share a link and someone cannot open it, the permissions may be too restrictive.
If too many people can open it, the permissions may be too broad.
Avoid uploading duplicate copies
Uploading the same file repeatedly can create confusion.
Before uploading, check whether the file already exists in:
- The channel Files tab
- OneDrive
- SharePoint
- A previous Teams chat
- A shared document library
When possible, share a link to the existing file instead of uploading a new version.
Co-edit Microsoft Office files
Teams works well with Word, Excel, and PowerPoint files.
After sharing an Office file, users with permission can often open and edit it together.
This helps avoid multiple versions being emailed around.
For best results, store shared working documents in a Teams channel or SharePoint location rather than in a private chat.
Share files with guests or external users
Guest and external file access depends on organisation settings.
If a guest cannot open a file, check:
- The guest was added with the correct email address
- The guest has access to the team or chat
- SharePoint or OneDrive sharing allows external access
- The link permissions include the guest
- The file has not been moved or deleted
For work or school accounts, your IT administrator may need to check external sharing settings.
Optional methods or tools
- Use https://teams.microsoft.com if the desktop app is unavailable
- Use https://www.office.com to access OneDrive and shared Microsoft 365 files
- Use OneDrive links when you want to share without creating duplicate copies
- Use the channel Files tab for documents that belong to a team or project
- Ask IT to check external sharing settings if guests cannot open files
Best practices or tips
- Share files in channels when the whole team may need them later
- Use chats for quick one to one or small group file sharing
- Give files clear names before uploading
- Avoid sending multiple copies of the same document
- Check permissions before sharing sensitive files
File sharing in Microsoft Teams works best when you choose the right location for the document. Chat files are useful for quick exchanges, while channel files are better for shared team documents that need to be found and used over time.
Because Teams relies on OneDrive and SharePoint behind the scenes, permissions and file organisation matter. Using https://www.office.com, OneDrive, SharePoint, and Teams together helps keep documents accessible, secure, and easy to manage.
