Sharing Documents

Question

Can anyone in the Teams meeting share documents or just the meeting originator? If any Team participant can share, how does that work?

Answer 1

Any participant in a Microsoft Teams meeting can share documents, not just the meeting organizer, as long as meeting and file permissions allow it.

In a meeting, participants can:

1. Share existing files
   • Open the meeting in Teams.
   • Use the meeting chat or channel post:
     1. In the compose box, select Actions and apps > Attach file.
     2. Choose a file from OneDrive, Teams/SharePoint, or the local device.
     3. Add an optional message and select Send.
   • This lets others see, work on, and download the file depending on share settings.
2. Upload new files to the meeting
   • Open the meeting chat or channel.
   • Go to the Shared or Files tab.
   • Select Upload and pick a file from the device or another location.
   • The file is then available to all participants with access to that chat or channel.
3. Share files directly from OneDrive
   • In Teams, select OneDrive > My files.
   • Hover over a file and select Share or Copy link.
   • Send the link in the meeting chat or channel. Permissions (for example, Can edit, Can view) can be adjusted in the sharing settings.

Whether a participant can actually access or edit a shared document depends on:

• The file’s OneDrive/SharePoint sharing permissions.
• The organization’s sharing policies (especially for guests and external users).

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References:

• First things to know about files in Microsoft Teams
• Share files in Microsoft Teams