Microsoft Teams & OneDrive Sync Overview

How Document Storage Works in Teams

1. Teams Channel Files

• Stored in SharePoint Online (each channel has an associated SharePoint site).
• Opening in Teams: Uses SharePoint's online document previewer.
• Opening in Desktop App: Downloads and edits using OneDrive sync engine (syncs changes back to SharePoint).

2. Private Chat Files

• Stored in OneDrive for Business (under "Microsoft Teams Chat Files" folder).
• Opening in Teams: Uses OneDrive’s online previewer.
• Opening in Desktop App: Uses OneDrive sync client to sync changes back to the cloud.

OneDrive Sync Role

• Editing via desktop apps always uses OneDrive to sync data back to SharePoint.
• Teams channel documents edited in desktop apps: OneDrive sync engine (OneDrive.exe) syncs changes back to SharePoint Online.
• Private chat documents edited in desktop apps: OneDrive syncs back to OneDrive storage, ensuring shared users get updates.

Internet Connection & Offline Editing

• An internet connection is required when not using OneDrive as a sync agent.
• Without OneDrive sync, work cannot be done offline.
• To work offline:
• Use OneDrive sync to save documents locally.
• Open with desktop apps.
• Once reconnected to the internet, OneDrive syncs changes back.

Potential Sync Issues

• If some users edit online while another is offline, the offline version may be outdated.
• Sync conflicts occur when the offline user reconnects and syncs.
• OneDrive may create multiple versions or require manual conflict resolution.

While OneDrive allows offline access, it can cause version conflicts when multiple users edit the same document at different times and locations.