Microsoft Teams external file sharing uses company storage
Videos, presentations, and attachments posted in a chat are usually stored in OneDrive or SharePoint. They use up the company’s storage quota. Guests need an invitation. That invitation may require an account, and guests may also see other channel messages. Your 3.1 GB transfer does not have to join that pile of files.
| Method | 3.1 GB transfer |
|---|---|
| Teams file | OneDrive or SharePoint |
| Guest invitation | Account and permissions |
| Channel history | Guests may see other messages |
| Teams add-in | None |
| Link posted in chat | No account, 7 days |
The example above includes a video, attachments, a presentation, a note, and a short readme file. It is free to send. No sign-up is needed.
Let guests see only these files
Someone invited to a meeting does not have to see the entire channel. The link opens this transfer. The recipient downloads from the link and does not create a Microsoft account.
| Teams invitation | Download link | |
|---|---|---|
| Account | May be required | None |
| What they see | Areas they have permission to access | These files |
| Where files stay | Company drive | Time-limited transfer |
| 3.1 GB | Uses storage quota | Free, within the 5 GB limit |
| Availability | Until you delete it | 7 days |
For Slack, see the guide to sending files through Slack. For presentations, see the guide to sending large PowerPoint files.
Company policies check attachments
As with Outlook, a company may set a low attachment size limit. Teams gets around this limit by storing files on a drive. Access permissions may still be required. A link is not an attachment. However, some networks may separately block an unknown address. We cannot unblock it.
| Obstacle | Download link |
|---|---|
| Attachment size | No attachment |
| Guest account | Not required |
| OneDrive quota | Files are not stored there |
| Network that blocks unknown addresses | We cannot bypass it |
| Installing an add-in | None |
Keep 3.1 GB out of the company’s storage quota
This size is free to send. Files stay available for 7 days. If every meeting has files this large and you need to keep them for 1 year, SendGB Extra is a simpler option. It starts at €29.90 per year. Depending on the plan, you can send up to 500 GB per transfer.
| Total | Teams file | SendGB |
|---|---|---|
| Short note | Can stay in the channel | Not needed |
| 3.1 GB example | Drive storage and guest account | Free, 7 days |
| Over 5 GB | May stay on the company’s drive | SendGB Extra or SendGB Exceed |
| Guest’s Microsoft account | May be required | Not required |
| App | None | None |
Do not attach the file in Teams. Send the link.
How to send
- 1
Add your files
Do not drag the meeting file into Teams. Send 3.1 GB without signing up. The free limit is 5 GB.
- 2
Paste the link into the chat
Paste the address into the meeting chat. Do not send the file as an attachment. Do not share the password with everyone in the channel.
- 3
The guest downloads
The recipient downloads from the link and does not create a Microsoft account. No Teams invitation is needed. A browser is enough. The link stays available for 7 days. Free transfers up to 250 MB stay available for up to 90 days.
What happens to your file?
- Videos and presentations are not stored on the company’s drive.
- Guests do not have to view the channel history.
- Files are not recompressed.
- If you entered your email address, you are notified once when downloading starts.
What we don’t do
- There is no SendGB app for Teams. We do not post files in your meeting.
- We do not grant OneDrive or SharePoint access permissions.
- We cannot change your company’s Teams policy.
- A download notification does not mean the file was viewed in the meeting.
Frequently asked questions
Where does Teams store large files?
Files posted in a chat or channel usually go to the company’s OneDrive or SharePoint storage. They stay there. That storage has its own quota and permissions. Files shared by download link are not stored there.
Why does a guest need to create an account?
Teams may invite an external user. The invitation may require a Microsoft account and channel permissions. The guest may also see other messages in the channel. A download link requires no invitation. A browser is enough.
Is there a SendGB app for Teams?
No. There is no add-in inside the meeting window. You paste the address yourself.
Is sending 3.1 GB free?
Yes. It is within the 5 GB limit. No sign-up is needed. The link stays available for 7 days. Teams’ own file size limit varies with company policy. We do not raise that limit.
Can recipients view the presentation on the download page?
PPTX files do not open as slides on the download page. PDFs may open. Videos do not play from start to finish. Files download unchanged.
Can the company block the link too?
Some companies restrict unknown addresses. We cannot bypass that. An attachment filter checks the file inside the message. A link is not an attachment. Still, company policy may block the address separately.
How is this different from Slack?
Slack stores files in its own workspace. Teams usually uses OneDrive or SharePoint. Both may require accounts and permissions for people outside the organization. In either case, the recipient downloads from the link and does not create an account. There is no app.
Should I post the password in the meeting chat?
No. Everyone who can view the channel can see that message. Send the password separately from the link.
Does a download notification confirm the file was viewed in the meeting?
No. If you entered your email address, you are notified once when downloading starts. With email delivery, you are notified once per recipient. With link delivery, you are notified once per transfer. This does not confirm that the file was viewed in the meeting.
Can I send more than 5 GB through Teams?
The files may go to the company’s drive, but guest access and storage quotas are separate issues. On SendGB, transfers over 5 GB require SendGB Extra or SendGB Exceed. More than 1 TB will not fit in a single transfer. We do not change Teams policy.
Send a download link instead of attaching the file in Teams
A 3.1 GB transfer through OneDrive can run into guest account requirements. Downloading from the link requires no sign-up. The link stays available for 7 days.
Start sending