Understand Microsoft Teams: Channels, Permissions, and File Structure

Questions

  • How does Microsoft Teams organize work into channels?
  • What is the difference between standard, private, and shared channels?
  • How do permissions work in Microsoft Teams?
  • Where are files stored when I share them in a Teams channel?
  • How does Microsoft Teams connect to SharePoint?
  • How do I manage channel settings and who can post?
  • What are the best practices for using channels and files in Teams?

Environment

This article applies to Bowdoin students, faculty, and staff using Microsoft Teams with a Bowdoin Microsoft 365 account. It explains how Teams organizes files, manages access, and links with SharePoint behind the scenes. Some channel settings are available only to team owners.

Resolution

How channels organize your work

Each team in Microsoft Teams is like a virtual workspace for a group of people. Inside each team, you can create channels to focus on specific topics, projects, or departments.

  • Standard channels: Open to all members of the team. Anyone in the team can view and participate.
  • Private channels: Restricted to selected members within the team. Only invited members can see or access the content.
  • Shared channels: Let you collaborate with users outside your team or even outside Bowdoin College.

Channels help keep communication and files organized, and each channel gets its own place to store files.

Who can see what: permissions explained

Permissions in Teams are tightly integrated with Microsoft 365 Groups and SharePoint. Here is what to know:

  • Team owners vs. members:
    • Owners: Can add or remove members, manage settings, and delete the team.
    • Members: Can participate in chats, meetings, and channels unless restricted.
  • Channel permissions:
    • Standard channel files inherit permissions from the team. All members can access them.
    • Private channel files are only available to invited channel members.
    • Shared channel files follow the permissions set for both internal and external users.
  • SharePoint permissions:
    • Even though files live in SharePoint, you should manage access from within Teams. This avoids creating inconsistencies between what users see in Teams and what they can access through SharePoint directly.

Where files go: the folder structure behind Teams

Every team in Microsoft Teams has a linked SharePoint site. When you share files in a channel, they are actually stored in that SharePoint site. Here is how the folder structure works:

  • Standard channel files:
    • Stored in the Documents library of the team's SharePoint site. Each standard channel creates a corresponding folder inside Documents.
      • Example: https://[tenant].sharepoint.com/sites/[TeamName]/Shared Documents/[ChannelName]/
  • Private channel files:
    • Stored in a separate SharePoint site created specifically for the private channel. This site has its own permissions and is only accessible to members of the private channel.
      • Example: https://[tenant].sharepoint.com/sites/[TeamName]-[PrivateChannelName]/
  • Shared channel files:
    • Like private channels, these also create their own SharePoint sites. Access is managed for users outside your team or even outside Bowdoin College.

Managing channel settings

Team owners can control how channels behave to keep collaboration smooth and secure.

To manage channel settings:

  • Go to the team name, select the three dots ⋯, then select Manage team.
  • Under the Channels tab, you will see a list of all channels.
  • Select the ⋯ next to a channel to access settings such as:
    • Pin/Unpin
    • Get email address
    • Manage connectors
    • Edit channel
    • Delete channel

For standard channels:

  • You can allow or restrict who can post messages.
  • Set moderation settings (for example, only owners can post, or assign specific moderators).

For private or shared channels:

  • Select ⋯ next to the channel, then Manage channel, to adjust membership from the Members tab.
  • Only owners of the channel can add or remove members, even if they are team members.

Best practices

  • Always upload and manage files through Teams, not directly in SharePoint, unless advanced permissioning is needed.
  • Be cautious when creating private or shared channels; they create new SharePoint sites and increase complexity.
  • Review permissions regularly, especially for private and shared channels.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.
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