FAQ

Files are not simply stored “in Teams”. Microsoft Teams mainly serves as the interface through which users share, discuss and collaboratively edit files.

Files shared in Teams channels are stored in SharePoint in the background. Files shared in chats are generally stored in the sender’s OneDrive for Business account and shared with the other chat participants.

When sensitive data is involved, the key considerations go beyond simple collaboration. Storage location, access control, traceability and data sovereignty are equally important.

Files are not stored directly in Microsoft Teams. Channel files are generally stored in SharePoint, while chat files are usually stored in OneDrive. This distinction is barely visible to users, but it is highly relevant for IT, data protection and compliance because it creates different storage locations, permission structures and sharing mechanisms.

As a result, confidential and sensitive documents may unintentionally end up in SharePoint, OneDrive, Teams chats or personal shares. Microsoft’s status as a US-based provider is also relevant when assessing data sovereignty, dependency on individual providers and potential access scenarios under the US CLOUD Act.

Confidential documents, personal data and business-critical information should therefore not automatically be stored via Teams, SharePoint or OneDrive. A clear separation is the better approach: Teams for communication – netfiles Data Room for the sovereign storage and editing of confidential files.

Companies can continue to use Microsoft Teams as their central communication platform while deliberately moving sensitive file storage to a separate, secure environment.

The principle is simple: Teams remains the place for chats, meetings, tasks and coordination. Confidential files, however, are stored, managed, edited and shared in a secure data room.

With netfiles for Microsoft Teams, this separation can be implemented directly within the Teams interface. Users continue working in Microsoft Teams while accessing sensitive files in netfiles Data Room – without storing them in SharePoint or OneDrive.

A data room in Microsoft Teams combines the familiar Teams interface with secure file storage outside SharePoint and OneDrive.

With netfiles for Microsoft Teams, users can access netfiles Data Room directly from Microsoft Teams. Files remain stored in netfiles and are protected by the data room permission model. Teams continues to serve as the interface for communication and collaboration.

This creates a clear division of responsibilities: Microsoft Teams for chats, meetings, tasks and coordination. netfiles Data Room for sensitive files, online editing, data exchange, access management and control.

Yes. netfiles for Microsoft Teams supports the familiar administration and sharing functions of netfiles Data Room.

The additional “Share with Teams” function allows files and folders to be shared directly from netfiles via a link in Microsoft Teams, for example in Teams channels. The files remain stored in netfiles and continue to be protected by the data room permission model.

Thumbnail previews – small preview images in the file overview – are not available in the data room within Microsoft Teams for security and system-related reasons.

Documents can still be opened in the full preview. Office documents can also be edited online.

No. Direct downloads of files and folders within Microsoft Teams are not available.

For security reasons, you are redirected from Teams to the netfiles web application for downloads. The files are then downloaded to the local device storage, ensuring that they are not stored by Microsoft.

No. netfiles for Microsoft Teams does not involve any additional costs.

The Teams integration is included as standard with netfiles Data Room Professional and Premium and can be used in these packages without additional license fees.

Microsoft Teams is the interface for communication and collaboration. Companies use Teams for chats, meetings, video conferences, tasks, appointments and day-to-day coordination.

SharePoint is the team and document platform within Microsoft 365. Files shared in Teams channels are generally stored in SharePoint.

OneDrive is a user’s personal cloud storage within Microsoft 365. Files shared in Teams chats are usually linked to OneDrive and made available to the relevant chat participants.

Put simply: Teams is the working interface, SharePoint stores team and channel files, and OneDrive stores personal or chat-related files.

Yes. For sensitive files, netfiles Data Room is the more secure and suitable solution because netfiles was specifically designed for confidential data exchange, controlled collaboration and virtual data rooms.

Security is not limited to technical protection. Data sovereignty, permission management, traceability, data storage in Germany and the applicable legal framework are equally important. As a German data room provider, netfiles offers companies a sovereign alternative to SharePoint and OneDrive whenever sensitive files should not be stored within the Microsoft 365 ecosystem.

For confidential documents and data requiring a higher level of protection, netfiles Data Room is the better storage environment.

No. SharePoint is not a specialized data room. It is a platform for team sites, document libraries, collaboration and file storage within Microsoft 365.

SharePoint can store and share files. A virtual data room, however, is specifically designed for confidential documents, controlled data exchange, external collaboration, permission management and traceability.

A data room therefore provides a secure, structured and auditable environment for handling sensitive documents.

SharePoint is designed for broad collaboration within Microsoft 365. It is suitable for team documents, project storage, internal collaboration and joint editing.

A data room is more specifically designed for confidential data and controlled processes. Typical capabilities include structured data room environments, granular permissions, secure external collaboration, traceable activity and greater control over sensitive files.

The main difference lies in their purpose: SharePoint is a general collaboration and document platform. A data room is a specialized environment for confidential collaboration and secure data exchange.

A data room is the better choice whenever files are particularly sensitive, or access must be controlled more strictly.

This applies, for example, to contracts, personal data, financial information, HR documents, M&A and due diligence files, board documents, confidential project files or exchanges with external advisers, customers and partners.

SharePoint is suitable for general teamwork. For confidential documents, external projects and data requiring a higher level of protection, a secure data room is the better storage environment.

A SharePoint replacement is a solution that replaces SharePoint as the file storage system.

In the context of sensitive data, this means that general collaboration can continue within Microsoft 365, while confidential files are stored in a secure and more tightly controlled environment instead of SharePoint.

netfiles Data Room is a SharePoint replacement for sensitive files, confidential projects and controlled data exchange – particularly for companies that want to continue using Microsoft Teams but do not want to use SharePoint as the storage location for sensitive data.

Yes. netfiles can replace SharePoint wherever sensitive files need to be stored, managed, edited and shared more securely.

Microsoft Teams does not need to be replaced. Companies can continue to use Teams for communication and collaboration, while sensitive files are stored in netfiles Data Room instead of SharePoint or OneDrive.

This makes netfiles a secure SharePoint alternative for confidential documents, external projects, structured data rooms and controlled data exchange.

Yes. netfiles for Microsoft Teams is included as standard with netfiles Data Room Professional and Premium.

Customers using these packages do not incur any additional license fees for the Teams integration.

No. Using netfiles for Microsoft Teams is optional.

Companies can decide whether and for which data rooms the integration should be available. Administrators can disable access to netfiles through Microsoft Teams for individual data rooms.