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How do I tell where my Yammer files are being stored?

Notes: 

  • As of December 2018, Yammer is rolling out changes to file storage for Yammer files in Office 365 connected groups. Formerly, all Yammer files were stored in Yammer cloud storage. Once your organization gets these changes, all new Yammer files for connected groups will be stored in SharePoint, but will still accessed from within Yammer.

  • As part of this change, all existing files stored in Yammer for connected groups are made read-only. This means that instead of editing a file, you'll need to download and re-upload the file, and edit the newly uploaded version. For more information, see Edit a previously uploaded file when your Yammer connected group stores files in SharePoint.

To tell where your Yammer files are being stored, in the header for any Office 365 connected Yammer group, click Files.

  • If your network stores files only in Yammer cloud storage, you'll see this header above the list of files:

    Yammer files page showing the menu when files are stored in Yammer

  • If your network stores files for connected groups in SharePoint, you'll see this header above the list of files:

    Yammer files page showing the menu when files are stored in SharePoint

Summary of differences between working with Yammer files stored in Yammer and SharePoint

The following table summarizes the differences.

Files stored in Yammer cloud storage

Files stored in the group's SharePoint document library

Where new files are stored

New files are stored in Yammer cloud storage, in the group in which the file is attached or uploaded. They are visible from the group's Files list.

New files for Office 365 connected groups are stored in the SharePoint document library for the group. They are visible in the Yammer group's Files list, or from the Apps/Yammer folder in the group's SharePoint document library.

Files saved in Yammer before your organization gets the new feature remain in Yammer cloud storage.

Create a new Office file

In a group Files list in Yammer, click New and select Word Document, PowerPoint Presentation, or Excel Workbook.

You can't create new files from the Files page. Files must be created in another location, and then uploaded to Yammer.

Organize files

Files for each group are stored in a list. You can view all documents, images, or videos, but there are no other ways to sort or reorder the list.

In the right navigation pane, click the SharePoint document library link for the group, select the Apps/Yammer folder, and can sort and filter the file list.

Files can be reorganized into subfolders or moved, and links from Yammer will still work. This reorganization is only visible by going to the SharePoint document library.

Note that when you view the list of files from Yammer, the list only indicates that the file is stored in SharePoint, and doesn't specify the folder name.

Preview a file

Click the file, and then click Click here to view this file.

Click the file.

Edit a file from Yammer

For Word, Excel, and PowerPoint documents, changes must be made in Office Online. You can't use the Word, Excel, or PowerPoint apps to edit the file and upload a new version.

Edit File and other actions are located below the preview.

If Edit File is not shown, it means the document has been made read-only because new documents are being saved in SharePoint. In order to edit it, you'll need to download it and upload it again. For more information, see Edit a previously updated file when your Yammer connected group stores files in SharePoint

For Word, Excel, and PowerPoint documents, changes can be made in Office Online or in the app. Revisions are tracked in the SharePoint document library.

Edit Document and other actions are located above the preview.

Who can access files

Access rights are determined by the group the file is in. Anyone can view and edit files in public groups. Group members can view and edit files in private groups. Recipients of private messages with attached files can view those files.

Initial access rights are determined by the group the file is saved in, but SharePoint admins can change access rights for individual files.

How guests access files

Any user or any guest from inside or outside your organization can attach a file in a group they are a member of, and read and modify files in the group.

Guest access to files depends on the type of guest:

  • Network level guests don't have default access to view Yammer files saved in SharePoint.

    • If you want them to be able to request access to view specific files, they must be added as a Azure B2B guest on the Office 365 tenant. For more information, see Azure Active Directory B2B Documentation.

    • If you want them to be able to upload files to a specific group or have default access to files uploaded to SharePoint, add them as a group member in SharePoint.

  • Conversation level guests do not have default access to any files saved in SharePoint. If you want them to be able to request access to specific files in the conversation, add them as an Azure B2B guest on the Office 365 tenant. They can't upload files.

  • External guests can only be members of external groups. External groups only store files in Yammer.

Prevent others from making changes

Group admins or file owners can mark a version of a file as the official version. This prevents others from editing it.

In SharePoint, any group member can check out the file, which prevents others from editing it. SharePoint admins can also change the permissions on an individual file.

Track revisions

Track and view revisions on the file page in Yammer.

Old versions can't be deleted.

View revision history and previous versions from the SharePoint document library.

More change detail is included in the change history, and older versions can be deleted.

Mark as official

Group admins or file owners can mark a version of a file as the official version. This prevents others from editing it, and the file shows up with a yellow star in the File list.

There is no way to mark a specific version of a file as official.

Search

Yammer search includes the first 5000 characters of the most recent version of .docx, .pptx, and .pdf format files as well as metadata such as title and author.

Yammer search only searches the title and author. If you need to do a content search of Yammer files in SharePoint, you'll need to do the search from the SharePoint document library.

See Also

Edit documents from Yammer

Attach a file or image to a Yammer message

Edit a previously updated file when your Yammer group stores files in SharePoint

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