Integrating Zoom Chat cloud storage with SharePoint

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To facilitate greater collaboration in Zoom Chat, you can integrate with Microsoft SharePoint to create files directly from a chat channel using the Office 365 suite, have it automatically uploaded to SharePoint, and click to co-author Office 365 documents. Folders can also be created to provide better organization of files you’ve created. Local files can also be uploaded to the channel and SharePoint account through Zoom Chat.

The existing file upload integration was limited to sharing files in meetings and in Zoom Chat, while this new integration allows for Microsoft SharePoint cloud storage to become the default file storage location for channel files. Both integrations can be enabled, however separate authentication for each integration is required at this time.

The article covers:

Prerequisites for storing chat files with Microsoft SharePoint

  • Zoom desktop client
    • Windows: 5.10.0 or higher
    • macOS: 5.10.0 or higher
  • Zoom mobile app
    • Android: 5.10.0 or higher
    • iOS: 5.10.0 or higher
  • Pro, Business, Education, or Enterprise account
  • A Microsoft 365 admin with Global, Application, or Cloud Application Admin access
  • Advanced Chat Encryption must be disabled
  • Allow bots to participate in chats and channels must be disabled

Limitations of the Zoom Chat integration with SharePoint

  • Zoom Chat storage to Zoom Cloud cannot be prevented or disabled in its entirety. Screenshots, Audio Messages, Video Messages, and Zoom Whiteboard files will still be stored on Zoom Cloud.
  • Channels created prior to enabling the integration will be entirely backed by Zoom Cloud.

How to enable chat cloud storage with Microsoft SharePoint

This feature is applied at the account level. As a result, when Microsoft SharePoint is enabled on the Zoom account level it will be applied account wide and the integration will be available for all new channels. As a result, any creation of a new channel will create a corresponding SharePoint site.

We suggest admins deploy and test this within a sandbox environment before deploying it to your account.

Account

To enable or disable Chat Cloud Storage with SharePoint for all users in the account:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Zoom Chat tab.
  4. Under the Storage section, click the Cloud Storage toggle to enable or disable it.
  5. If a verification dialog displays, click Enable or Disable to verify the change.
  6. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  7. (Optional) Under Set retention period for messages and files in Zoom's cloud, enable this setting to specify when messages and files stored in Zoom's cloud are deleted.
    Note: When retention is disabled, messages sent by offline users can be received within 7 days before they are deleted.
  8. Under Store files from channels in third-party storage, select Microsoft SharePoint as the service you would like to use on your account.
  9. Click Save.
  10. Sign in to your Microsoft SharePoint account, then accept the third-party terms.
  11. Accept Zoom's confirmation of your account authentication.
    By Microsoft SharePoint, your signed-in email will appear.

How to reauthenticate authorization for Zoom Chat SharePoint cloud storage

After enabling chat cloud storage with Microsoft SharePoint, you can re-authenticate to sign in with a different account.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Zoom Chat tab.
  4. Under the Storage section, next to your signed-in SharePoint email, click Re-authenticate.
  5. Sign in to your other Microsoft SharePoint account, then accept the third-party terms.
  6. Accept Zoom's confirmation of your account authentication.
    By Microsoft SharePoint, your new signed-in email will appear.

How to create a SharePoint backed channel

Once this has been enabled for your account, all new chat channels created will have their files backed by SharePoint. Each new channel will create a brand new and corresponding SharePoint site.

  1. Create a new chat channel.
  2. In the top right corner of the chat window, click on the More Actions button to open the right-side panel.
  3. Click the SharePoint Files tab.
  4. Click the add file button  or the Authenticate option.
    Either option will open SharePoint authentication window.
  5. Follow the instructions provided in the window to allow Zoom access to your SharePoint account.

How to create and organize SharePoint files in Zoom Chat

Any files shared, sent, or uploaded to a channel are stored to SharePoint automatically, and the process of sending files remains the same.

Note: The Zoom mobile apps currently support accessing, viewing, and editing files with the SharePoint storage integration, but creating new files or folders directly from the Zoom mobile app is not yet available.

Create new files

In addition to uploading local files to the chat channel to have those backed-up to your SharePoint account, you can also utilize the Office 365 suite to create new files and folders directly in Zoom.

  1. Click the  File button and choose the type of file you want to create:
    1. Word Document
    2. Excel Spreadsheet
    3. OneNote Note
    4. PowerPoint Presentation
  2. Provide a name for the new file and click Save.
    The web version of SharePoint will be opened in a separate browser window.

Create a new folder and organize files

  1. In the top right corner of the chat window, click on the  More Actions button to open the right-side panel.
  2. Click the SharePoint Files tab.
  3. Click the add file button  and click New Folder.
    Note: You can also create files here as well, but files created here will not automatically be opened for immediate editing.
  4. Provide a name for the folder and click Save.

You can also click the  button to the right of the file or folder to access the following options:

  • Move to: Move the file or folder to a new folder location. Select the folder you want to move the item to and click Move.
  • Rename: Rename the file or folder.
  • Delete: Delete the file or folder.

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