Managing cloud file storage options is a crucial section in the MS-700: Managing Microsoft Teams exam. This certification tests your knowledge in managing Teams settings, Apps, integrations, and other related functions, including how to manage Microsoft cloud file storage options optimally.
Understanding Cloud File Storage in Teams
Microsoft Teams is an integrated communication and collaboration platform that combines persistent chat, video meetings, file storage, and application integration. The primary file storage options in Microsoft Teams are SharePoint and OneDrive for Business.
When a file is shared on a channel within a team, it’s stored in the team’s SharePoint folder. However, if a file is shared in a chat, OneDrive for Business stores it.
Steps to Effectively Manage Cloud File Storage Options in Microsoft Teams
OneDrive for Business
- Accessing Files: Users can access files shared with them by navigating through ‘Files > Cloud Storage.’
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Here would be a screenshot showing how to navigate to ‘Files > Cloud Storage.’
- Limit Storage: Administrators can limit storage space for OneDrive from the SharePoint admin center, navigate through ‘More features > User profiles > Setup My Sites,’ and edit ‘My Site Storage Usage.’
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Here would be a screenshot showing the way to ‘More features > User profiles > Setup My Sites.’
SharePoint
- Accessing Files: Team members can access files store in SharePoint by going to ‘Files > Browse Teams and Channels.’
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Here a screenshot would show how to navigate to ‘Files > Browse Teams and Channels.’
- Limit Storage: Administrators can set a default storage limit for all SharePoint sites in the new SharePoint admin center by navigation through ‘Settings > Site storage limits.’
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Here would be a screenshot showing the path to ‘Settings > Site storage limits.’
When you limit the storage to a certain limit, the site collections (inclusive of all subsites) can’t use more storage than allowed.
Comparison Between OneDrive and SharePoint
OneDrive for Business and SharePoint are both excellent for storing and sharing files, but they have different features and uses.
| OneDrive for Business | SharePoint | |
|---|---|---|
| Primary Purpose | Personal files space | Collaborative, team files space |
| File Sharing | Primarily for sharing with individuals | Great for wider sharing |
| File Storage | Suitable for individual files | Suitable for holistic file system |
| Administrative Control | Admin has less control over user’s personal content | Admin has more control over team content |
The key to managing cloud file storage effectively is understanding the intricacies of each file storage system within Microsoft Teams. Knowing when to use OneDrive for Business and when to use SharePoint is critical if you want to ensure secure and efficient file management, which is an important part of the MS-700 exam’s preparation.
By mastering these cloud file storage options, you can optimize communication and teamwork within your organization using Microsoft Teams. Understanding these functions will also significantly contribute to your success in the MS-700: Managing Microsoft Teams exam.
Practice Test
True/False: Microsoft Teams provides cloud file storage services.
- True
- False
Answer: True
Explanation: Microsoft Teams users can manage and share files from within the application, which use SharePoint Online and OneDrive for Business for cloud-based file storage.
Multiple Select: Which of the following are cloud file storage options provided in Microsoft Teams?
- A. Google Drive
- B. Dropbox
- C. SharePoint Online
- D. OneDrive for Business
Answer: C. SharePoint Online, D. OneDrive for Business
Explanation: SharePoint Online and OneDrive for Business are directly integrated in Microsoft Teams for file storage. Google Drive and Dropbox can be added using third-party apps.
Single Select: Which of the following is the default cloud storage for files shared in a Microsoft Teams channel?
- A. Dropbox
- B. SharePoint Online
- C. Google Drive
- D. OneDrive for Business
Answer: B. SharePoint Online
Explanation: SharePoint Online is used as the default storage for files shared within Microsoft Teams channels.
True/False: Microsoft 365 retention policies apply to files in Microsoft Teams.
- True
- False
Answer: True
Explanation: Microsoft 365 retention policies apply to Teams chats, channel messages, and files, helping organizations keep the information they need and delete what they don’t.
Single Select: Where are personal files shared between users in Microsoft Teams stored?
- A. SharePoint Online
- B. Google Drive
- C. OneDrive for Business
- D. Dropbox
Answer: C. OneDrive for Business
Explanation: OneDrive for Business is used as the default storage for personal files shared between users within Microsoft Teams.
True/False: Files moved in Microsoft Teams can maintain their original SharePoint Online permissions.
- True
- False
Answer: False
Explanation: Moving files in Microsoft Teams can change their permissions; if a file is moved out of a channel, the original SharePoint Online permissions may be lost.
Multiple Select: Which cloud storage providers can you integrate with Microsoft Teams as tabs in channels?
- A. OneDrive
- B. Google Drive
- C. SharePoint
- D. Dropbox
Answer: B. Google Drive, D. Dropbox
Explanation: You can integrate Google Drive and Dropbox using third party apps as tabs in channels, but this does not replace the priority of SharePoint and OneDrive for Business.
Single Select: Which cloud storage service is used as the default storage app for Microsoft Teams chat files?
- A. Google Drive
- B. Dropbox
- C. OneDrive for Business
- D. SharePoint
Answer: C. OneDrive for Business
Explanation: OneDrive for Business is used as the default storage for files shared within a chat in Microsoft Teams.
True/False: It’s possible to set retention policies in Microsoft Teams that automatically delete files after a certain period.
- True
- False
Answer: True
Explanation: Companies can use Microsoft 365 retention policies to automatically retain or delete items in Microsoft Teams after a set period.
Multiple Select: What can be achieved using retention policies in Microsoft Teams?
- A. Auto deletions
- B. Prevent files from being deleted
- C. Retain files indefinitely
- D. Auto save files locally
Answer: A. Auto deletions, B. Prevent files from being deleted, C. Retain files indefinitely
Explanation: Retention policies in Microsoft Teams can be used to automatically delete files, prevent them from being deleted, and retain them indefinitely, as per the company’s data governance policies.
Interview Questions
What service in Microsoft 365 allows you to store files in the cloud?
OneDrive for Business is the Microsoft 365 service that allows you to store files in the cloud.
How can you restrict sharing to only certain domains in OneDrive for Business?
You can restrict sharing to certain domains by specifying the allowed domains in the OneDrive admin center’s sharing settings.
What feature of OneDrive can assist with disaster recovery?
The feature that assists with disaster recovery is Files Restore. It helps you restore your entire OneDrive to a previous point in time.
Which cloud storage service is integrated with Teams for file sharing within the app?
SharePoint is integrated with Teams for file sharing within the app.
What is the default storage limit per user for OneDrive for Business?
The default storage limit per user for OneDrive for Business is 1TB.
How can you increase the storage limit for a specific user in OneDrive for Business?
You can increase the storage limit for a specific user by visiting the Microsoft 365 admin center, going to Active users, selecting the user, clicking on the OneDrive tab, and then editing the storage quota.
What is the maximum file size that a user can upload to OneDrive for Business?
The maximum file size that a user can upload to OneDrive for Business is 250GB.
How can Teams users collaborate on a document stored in SharePoint or OneDrive?
Teams users can collaborate on a document stored in SharePoint or OneDrive by sharing the document link in a Teams channel or chat, and then using the integrated Office Online apps for co-authoring.
Can you use Azure Blob Storage for storing files in Teams?
No, Azure Blob Storage is not directly integrated with Teams. Files shared in Teams are stored in SharePoint Online or OneDrive for Business.
How can you ensure that sensitive information is not leaked through shared files in Teams?
You can implement Data Loss Prevention (DLP) policies in the Microsoft 365 compliance center. These policies can identify, monitor, and protect sensitive information in shared files.
Where are private chat files stored in Teams?
Private chat files are stored in the sender’s OneDrive for Business folder.
Where are Teams channel files stored?
Teams channels files are stored in the relevant SharePoint Online site.
How can you recover a deleted file in Teams?
You can recover a deleted file in Teams from the Recycle Bin in SharePoint or OneDrive, depending on where the file was originally stored.
Is it possible to move files from OneDrive to Teams?
Yes, you can move files from OneDrive to Teams using the Move/Copy option in OneDrive, and then selecting the destination in Teams.
Can Teams users with guest access collaborate on files stored in SharePoint or OneDrive?
Yes, guest users can collaborate on files stored in SharePoint or OneDrive if they have been given the necessary permissions.
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