Permission & Access Issues

How to Manage File Access Between OneDrive, SharePoint, and Teams

Maira Mehtab Sep 22, 2026 868 views

Question details

The user needs to understand the storage relationships between OneDrive, SharePoint, and Microsoft Teams, and how to properly manage access requests and permissions for shared files.

Product: OneDrive, SharePoint, Microsoft Teams
Device & OS: not provided
Scenario: Managing file permissions, understanding storage locations, and sharing links across interconnected Microsoft 365 services in a corporate environment.
Observed behavior: Users experience difficulty locating the correct service where a file is actually stored and face frustration when having to manually update permissions for colleagues individually.

Before you start

Determine whether the file was shared in a personal Teams chat or a standard Teams channel, as this dictates whether the file is stored in OneDrive or SharePoint.

Solution 1Recommended

Identify Storage Location and Manage Permissions via OneDrive or SharePoint

Determine the true hosting location of the shared file to correctly approve or deny access requests.

Microsoft Teams does not have its own file storage system. Instead, it relies on OneDrive and SharePoint. Understanding this relationship is critical for managing access effectively.

Determine the file source

Identify how the file was shared. Files shared in a 1:1 or group Teams chat are stored in the sender's OneDrive. Files uploaded directly to a Teams channel are stored in the connected SharePoint team site.

Navigate to the storage service

Open OneDrive Online or the specific SharePoint site associated with your Teams channel to locate the original document.

Open access management

Hover over the file or folder, click the three dots (More options) next to the file name, and select 'Manage Access' from the context menu.

Review and modify permissions

From the Manage Access panel, you can view who currently has access, change their permission levels (e.g., from Edit to View), and approve or deny any pending access requests.

Access Request Management: By default, only the file owner can approve access requests in OneDrive. For SharePoint, site owners or members with Full Control permissions can manage these requests.

Solution 2

Use Security Groups and Advanced Sharing Links

Avoid the frustration of adding colleagues one by one by utilizing bulk access methods and specific sharing links.

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Frequently Asked Questions

Where are files shared in Microsoft Teams actually stored?

Files shared in private or group chats are stored in a 'Microsoft Teams Chat Files' folder within the sender's OneDrive. Files uploaded to a channel's Files tab are stored in the document library of the corresponding SharePoint team site.

Who receives the email notification for a file access request?

For files stored in OneDrive, the owner of the file receives the access request email. For SharePoint files, the request usually goes to the site owners, unless the access request settings have been customized to email a specific address.

How can I share a file with multiple colleagues without typing individual names?

Instead of adding individuals manually, generate a sharing link configured for 'People in your organization'. Alternatively, use the 'Specific people' option and enter the name of a Microsoft 365 security group or email distribution list.

Document & File Issues