5.1 How to Add Attachments in Microsoft Teams Chat: Desktop and Mobile Steps, Tips and Tricks, and File Saving Locations

how to send attachment in microsoft teams

Let’s explore how to enrich your communication with the feature of attachments in Teams Chat. Extensions can enhance understanding, improve collaboration, and add a personal touch to your conversations, whether it’s an important document, a delightful picture, or a fascinating spreadsheet. Let’s learn how to utilize this feature on desktop and mobile devices, along with some valuable tips.

Adding Attachments on Desktop:

Step 1: Open Microsoft Teams and go to the chat where you want to add an attachment.

Step 2: Below the box where you type your message, you’ll see a paperclip icon – the “Attach” button. Click on it.

Step 3: A menu will open, allowing you to choose a file from your recent items, browse Teams and channels, upload from your computer, or select a file from OneDrive.

Step 4: Once you’ve selected your file, it will appear in the text box. You can add a message and then press ‘Enter’ to send it.

Adding Attachments on Mobile:

Step 1: Open the Microsoft Teams app and go to the chat where you want to add an attachment.

Step 2: Tap the ‘+’ button to the left of the text box.

Step 3: Choose’ Share a file from the menu that appears.

Step 4: You can now choose a recent file or browse for a file on your device or OneDrive. Once selected, tap ‘Send.’

Extra Tips and Tricks:

  1. Previewing Files: Before sending an attachment, you can preview it by clicking on the file name in the text box on the desktop or tapping it in the mobile app.
  2. File Types: You can send almost any file via Teams Chat, including Word documents, Excel spreadsheets, PowerPoint presentations, PDFs, images, and more.
  3. Editing Attachments: If you attach a file from OneDrive or SharePoint, team members can collaboratively edit the document right within Teams. This feature is fantastic for collaboration and ensures everyone is working on the latest version of the document.
  4. Organizing Files: All files shared in a chat or channel are automatically stored in the Files tab, making it easy to locate and access them later.
  5. Security: Remember, only share files you have the rights to share, and only with people who should have access to them. Microsoft Teams has robust security measures, but using them responsibly is crucial.

Attachments in Microsoft Teams Chat are a powerful tool to share information and collaborate more effectively. So, the next time you have a file that could enrich your conversation or collaboration, don’t hesitate to attach it to your Teams Chat. Happy sharing!

Where Files Get Saved When Uploaded from Your PC or Shared from the Cloud

Understanding where your files are saved in Microsoft Teams is essential for effective collaboration and file organization. Let’s explore what happens when you upload a file from your PC or share a file from a cloud service like OneDrive.

Uploading Files from Your PC:

When you upload a file from your computer to a chat or channel in Microsoft Teams, a copy of the file is automatically saved to the SharePoint folder associated with the team. In a private chat, the file will be stored in the OneDrive folder of the person who uploaded it. The folder structure will look like this:

  • For a team channel: Team Site Documents > General (or the channel’s name) > Microsoft Teams Chat Files
  • For a private chat: OneDrive > Microsoft Teams Chat Files

Once uploaded, the file becomes accessible to all chat or channel members, who can view or edit it, depending on the permissions set by the file owner.

Sharing Files from the Cloud (preferred):

When you share a file from a cloud service like OneDrive, the file’s location remains the same within the cloud. The file is not duplicated, and any changes made by team members will be synced back to the original file in the cloud. This ensures that everyone works with the most up-to-date file version and prevents multiple copies from being created.

By sharing a link to the file instead of uploading a copy, you maintain centralized control over the file, and you can manage access and permissions more effectively.

In summary, when you upload a file from your PC to Microsoft Teams, it’s saved in the appropriate SharePoint or OneDrive folder, while sharing a file from the cloud retains its original location. Knowing where your files are stored helps you stay organized, maintain file security, and collaborate more effectively within your team.

Join 11,000+ in the Collab365 Academy

Master Microsoft 365, Power Apps, Power Automate, Power BI, SharePoint with Exclusive Access to 450+ Hours of Expert Training and a Wealth of Resources!