How To Collaborate, Share, and Manage Files in Microsoft Teams

Teams is much more than just chat and meetings. Every Teams site is built with SharePoint on the back end, making it a powerful portal for managing files. Here are some of the key features for file management in Teams that you should know about. 

Where are Teams Files Really Stored?

When you upload a file from your computer to Teams, it goes into the "Files" tab of whatever channel you uploaded it to.

Every Team has a modern SharePoint site associated with it where channel documents are stored. Every channel in a Team gets its own document library in the Team's SharePoint site.

Files shared in a private or group chat are stored in your OneDrive for Business folder and are only shared with the people in that conversation.

Why is this important? There are a few cool functions you can perform from the Files tab in Teams that allow you to print, share, or collaborate on docs in realtime without ever leaving the Teams platform.

Setting Up File Organization in Teams

To ensure that files remain easy to locate and manage within Teams, setting up a solid organizational structure is essential.

1. Create a Logical Folder Structure: Within each channel’s "Files" tab, create folders based on categories like project names, departments, or client names. This can make it easier for users to find specific documents.
2. Naming Conventions: Establish standard naming conventions for files and folders to make searching simpler. For example, use formats like ProjectName_DocumentType_Date to keep files easily identifiable.
3. Utilize Channels for Project-Based File Management: Assign each project its own channel within a team. By organizing files around specific projects or tasks, you can reduce clutter and make it easier for team members to collaborate within the right context.

With these foundational organization practices, your team will avoid confusion and create a more efficient workflow within Teams.

Using Microsoft Teams Templates for Efficient File Management

Templates in Teams can standardize workflows and simplify file management across different projects or departments.

1. Standardize Channels and Folder Structures: Create a template for each new team with pre-set channels and folders. For example, every project-based team can start with channels for planning, execution, and reporting.
2. Pre-Configured Permissions and Access: Using templates, you can pre-define permissions and roles within each team, ensuring sensitive documents are only accessible to authorized members.
3. Duplicate Templates for New Projects: Instead of creating a new team structure from scratch each time, duplicate a template, saving time and ensuring consistent file organization.

Templates make it easy to onboard new team members and maintain standardized file organization, simplifying workflows for everyone involved.

Editing a File in Teams

If you have a Word doc in the Files of a general channel in Teams, you can click on the three dots to expand a menu of action options for that file.

When you select "Edit in Teams" you not only have the ability to make changes to your doc and save it--if you select the "Start a Conversation" tab at the top of the page, it will open a right sidebar chat column that will allow you to have a conversation with everyone who has access to that document.

You also have the options to “Open in Word Online” and "Open in Word", then print or share the document from there. 

These integrations in Teams should reduce the need to download a copy of the document to your local machine in order to print it out or email it as an attachment. Keeping the document in a shared storage location such as Teams allows everyone to collaborate without creating multiple copies.

It's more convenient to work on docs in the open--benefitting from the messaging, notes, access, and collaboration with others that Teams allows.

Sharing and Permissions: Controlling Access to Files

In Teams, it's crucial to understand how to control file access to ensure that sensitive information remains secure.

1. Setting Permissions for Channels: Microsoft Teams offers permission settings at the channel level. Private channels limit file access to a selected group, while standard channels are open to all team members.
2. Managing Permissions from SharePoint: For more granular control, open a file in SharePoint (accessible directly from Teams) to manage permissions. You can specify who can view, edit, or share a document, offering additional security for confidential information.
3. External Sharing: If you need to share files with clients or partners outside your organization, use SharePoint’s external sharing options, accessible through the Teams interface. Adjust permissions to allow view-only access or restrict editing rights to keep files secure.

Taking the time to set permissions correctly enhances file security and ensures that only the right people have access to sensitive information.

Opening a File in Sharepoint from Teams

If you select "Open in SharePoint" from the document options in Teams, you'll have additional ways to manage your document:

• Find and open previous versions of a document using the document history features.
• Sync to OneDrive for Business using the OneDrive sync client to view the Teams document libraries in File Explorer.
• View and Manage who has access to your document.
• Create a Flow or set up an alert based on specific actions (for example: set a Flow to "Request permission in Teams when an item is created.")

Tips for Managing File Versions and Document History

Version control is an essential feature in Teams that helps track document changes, making it easy to revert to previous versions if needed.

1. Access Document History in SharePoint: When you open a file in SharePoint from Teams, you can view its full version history, enabling you to track changes over time.
2. Restore Older Versions: If errors are introduced, or you need to revert to an earlier version, you can restore previous versions directly from the document’s history in SharePoint.
3. Track Changes in Real Time: Each time a document is saved, a new version is recorded, so no progress is lost. Encourage team members to review document history regularly to maintain a clear view of updates.

Managing version history keeps projects on track and prevents issues caused by accidental edits or file overwrites.

Streamlining File Recovery and Backup in Teams

Teams’ integration with SharePoint and OneDrive offers strong backup and recovery options, ensuring data protection for your business-critical files.

1. Regular File Backups: Teams files are automatically backed up to SharePoint and OneDrive, reducing the risk of data loss.
2. Restoring Deleted Files: If a file is accidentally deleted, you can restore it from the SharePoint or OneDrive recycle bin, where files remain recoverable for up to 93 days.
3. Creating Backup Copies in OneDrive: Important files can be backed up in OneDrive folders, providing an additional layer of security. Use this option for files that require extra protection or for archiving purposes.

Regular backups and recovery tools give your team peace of mind, knowing that files are secure and can be retrieved.

Advanced File Collaboration Features in Teams

Teams offers several advanced collaboration features that make file management and teamwork more effective.

1. Real-Time Co-Authoring: Multiple users can open and edit a document simultaneously within Teams. Each person’s changes are visible in real-time, creating a seamless editing experience.
2. @Mentions in Comments: While editing a file, you can use @mentions within the comments section to tag colleagues. This sends them a notification, prompting them to review specific sections or provide feedback.
3. Adding Comments and Suggestions in Word or Excel: In Word or Excel documents opened in Teams, users can leave comments and suggestions for others to review, turning file collaboration into a dynamic conversation.

Using these features, your team can edit documents together more effectively, reducing email back-and-forth and enhancing collaboration.

Organizing Files for Effective Team Collaboration

Creating an organized file management system is essential to promote collaboration in Microsoft Teams.

1. Project-Based File Management: For project-based teams, create dedicated folders within the "Files" tab for each project phase (e.g., planning, execution, and review). This structure keeps project files organized and easy to find.
2. Date-Stamped Folders: For time-sensitive projects, add date-stamped folders to track progress over time. This can be especially useful for ongoing tasks, allowing you to see file development chronologically.
3. Use Tags and Metadata in SharePoint: If using SharePoint for advanced file management, add tags and metadata to help users quickly locate files. Tags can include keywords, project names, or categories, making files searchable by topic or relevance.

With these practices, teams can find files faster and work together more efficiently.

Files in Teams Works Great on Mobile Too

Teams is a great place to manage files from your mobile device as well. If you go into a channel's files from your Teams mobile app, you have the option to "open" or "send a copy" to someone.

However, with Teams iOS integration, if you open a file from Teams on your iPhone, and tap the share icon in the bottom left of your screen--you'll access all of the iOS share options for your file as well.

If you want to edit a file on your mobile device, you can open it in your Word app to make changes. Any edits you make will be auto-saved to Teams.

Opening and sharing files from the Teams app is fast and easy. If your important docs are in Teams Files, you have the peace of mind that you'll be able to access them anywhere.

Integrating Files Across Microsoft 365 Apps

Teams file management integrates smoothly with other Microsoft 365 applications, making it easy to access and work on files within a familiar environment.

1. Accessing Files in OneDrive: Any files shared in a private Teams chat are stored in your OneDrive, so you can access them directly through OneDrive on both desktop and mobile.
2. Integrating with Outlook: For users who rely on Outlook for file sharing, linking files from Teams is simple. Instead of attaching a file, you can insert a Teams link, allowing recipients to open the file in its current location in Teams.
3. Using Teams Files with Planner: Integrate Teams files with Planner tasks by linking relevant documents. This provides task owners with quick access to files associated with their responsibilities, streamlining workflows.

With these integrations, Teams becomes a centralized hub for collaboration, allowing files to be shared and accessed seamlessly across applications.

Troubleshooting Common File Management Issues in Teams

Even with a well-organized system, you may occasionally encounter file management issues in Teams. Here are some common issues and how to resolve them:

1. File Syncing Issues: If files aren’t syncing properly, check your internet connection or use the OneDrive sync client to force-sync files in Teams.
2. Permission Errors: If a user can’t access a file they need, review their permissions in SharePoint. Adjust access levels as needed to ensure they can view or edit the document.
3. File Overwrites: To avoid overwriting files, encourage team members to use version history in SharePoint and communicate before making major changes to shared documents.

By addressing these common issues, you can keep file management in Teams smooth and efficient for your organization.

Conclusion: Teams Improves File Workflows

Bringing file conversations into a Teams channel should eliminate the need to send links to files in Outlook or create confusing duplicate copies. When used to its full potential, Teams streamlines the workflow of how files are stored, shared and managed.

About PTG

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