It’s mid-Friday afternoon. You’ve finally found time to take another look at that document you’ve had on the backburner for a few weeks ever since your coworker sent it to you for review. Except, where is it? Was it an email attachment? You check your emails, your downloads folder, nope. Maybe it was a link on Teams; you fruitlessly scroll through several weeks of messages. Was it in a Team? Or was it SharePoint? Was it a OneDrive link? Suddenly you realize it’s 4:30, and this task falls to the back of the line again…

            Does this sound familiar? If you’ve ever lost track of a file at work, you’re not alone. There is an array of storage options in our computing environment at UVic, and it can be overwhelming at times. This document aims to demystify the places where files can live and offer tips for finding what you’re looking for.

Where files can live

Local drive

Best use: Temporary working copies or downloaded files that you will soon move to an approved storage location.
Key limitation: Local files offer limited collaboration and may be lost if the device is damaged or unavailable, although standard UVic backups may protect designated folders.

OneDrive

Best use: Personal working files and drafts that you need to access across devices or share with specific people.
Key benefit: OneDrive provides secure, FIPPA-compliant cloud storage, backup, sharing, and collaboration.
Main limitation: Files tied to one person’s account are not the best choice for long-term ownership of files that belong to a department.

SharePoint

Best use: Files owned and maintained by a team, project, or work unit.
Key benefit: SharePoint keeps one current version in a central, permission-controlled location that authorized people can access from anywhere.
Main limitation: Access to many sites and libraries can make files difficult to locate without consistent names and organization.

Teams shared folders

Best use: Shared files connected to an ongoing Team, channel, project, or work unit.
Key benefit: Team members can find and edit the same files in one place, with access managed through Team membership.
Main limitation: Users who belong to many Teams may forget which channel contains a file.

Departmental shared drives

Best use: Department-owned files that must remain available through an established network folder or workflow. Archive of completed work that need to be retained but accessed only infrequently.
Key benefit: Shared drives provide central storage and help retain important files when employees change roles or leave UVic.
Main limitation: Access requires the UVic network or VPN, and complex folder structures, unclear names, or permissions can slow retrieval.

Teams chats

Best use: Quick file sharing with a small group in a one-to-one or group chat.

Key benefit: The file remains connected to the conversation where people discussed it and can be reviewed or edited immediately.

Main limitation: Chat files live in the sender’s OneDrive, so access may change if the file is moved, deleted, or no longer shared.

Where should I save this file?

• OneDrive: Save personal working files and drafts that you may share with others.
• SharePoint or a Teams channel: Save files owned and maintained by a team, project, or work unit.
• Departmental shared drive: Save departmental files that must remain in an established network folder or workflow.
• Local drive: Use only for temporary working copies; move important files to an approved shared or cloud location.

Remember: Files shared in a Teams channel are stored in SharePoint, while files shared in a Teams chat are usually stored in the sender’s OneDrive.

Finding files

When a file seems to have disappeared, it can feel like you have to search everywhere at once. Take a breath; A few clues, such as who shared the file, how you opened it, and where you were working at the time, can help you narrow down the possibilities and find it more quickly.

1. Start with what you remember. Think about the file name, file type, who shared it, when you last used it, and whether you opened it from an email, chat, Team, website, or folder.
2. Search your computer. Use File Explorer to search your Downloads, Documents, Desktop, and OneDrive folders. Try part of the file name or search by file type if you do not remember the full name.
3. Check your recent files. Open the app you used, such as Word, Excel, or PowerPoint, and review the recent files list.
4. Search Outlook. Search for the sender, subject, file name, or words from the message. Check whether the file was attached or shared as a link.
5. Search Teams chats. Search for the person, conversation, or file name, and check the Files or Shared area in the relevant chat.
6. Check your Teams and channels. Open the Team where the file may have been shared, select the appropriate channel, and review its shared files.
7. Search OneDrive and SharePoint. Look in your OneDrive, shared folders, and the SharePoint sites connected to your projects or work units.
8. Check departmental shared drives. If the file belongs to your department, search the appropriate shared drive. You can find your shared drives listed under This PC in File Explorer.
9. Ask the person who shared it. If you still cannot find the file, ask for the file name, storage location, or a new sharing link.

Search with M365 Copilot

If you have an M365 Copilot licence, ask for a file in plain language using details such as the file type, topic, person, or approximate date; for example, “Show me the spreadsheet Carmen shared with me last month.” Copilot can search files you already have permission to access in Teams, OneDrive, and SharePoint.

Prevent files from getting lost

• Name files clearly: Include a recognizable topic, project, date, or version when it adds useful context.
• Choose the location intentionally: Store personal work in OneDrive and team-owned work in SharePoint or a Teams channel.
• Share links instead of copies: Direct collaborators to one current file whenever possible.
• Move temporary files: Transfer important downloads and local working copies to an approved long-term location.

Recent and Favourites in File Explorer

Recent: The Recent section on File Explorer’s Home page automatically shows files you opened or used lately. Check it early in your search when you remember working on a file but cannot recall where it is stored. Recent is a changing list, so older files may disappear as you open newer ones.

Favourites: The Favourites section on File Explorer’s Home page is a list you maintain for files you want to find quickly. To add a file, right-click it and select Add to Favourites. The file stays in Favourites until you remove it, making this useful for active documents, recurring reports, or reference files you open often.

When you need help

Don’t despair! University Systems is here to help. Reach out if you need help locating your files, and either the Computer Help Desk or Desktop Support Services will be able to lend you a hand.