Microsoft Teams - Files

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As your team works together you'll undoubtedly have files that you'll want to share and collaborate on. Microsoft Teams makes it easy to share files within channels. If the files are Word, Excel, or PowerPoint your colleagues can even view, edit, and collaborate on the files right within Teams. For Word, Excel, and PowerPoint, they can see each others changes in almost real time. Let's take a look at how you can use Microsoft Teams to work better together.

There are two areas where you can access files within Microsoft Teams. The file list which includes your recent files stored in OneDrive and any files attached to Teams you participate in can be viewed by clicking the Files menu button on the left sidebar of Teams. This list of files provides convenient access to files that are specific to you and your activities.

Alternatively, files associated with a specific Team channel can be accessed by selecting the files tab at the top of the conversation. These are files that have been posted to a team conversation you are a member of. This is where collaboration occurs in the context of a Team conversation.

First, lets explain the file list and how documents are organized in this view.

Access Files from the File List

Click Files Files button on the Teams sidebar to see all your important files, which are sorted into the following categories:

  • The Recent view shows you every Office 365 document you’ve viewed or edited in recent history.

  • The Microsoft Teams view shows you all the documents that have been created or edited recently within your favorite channels.

  • In the Downloads view, you'll see a list of all the files you've downloaded to Teams.

Now let's take a look at viewing and managing files based around channels.

Access Files Within a Channel

Within each Microsoft Team there are one, or more, channels where more focused discussions take place. Each channel has its own file folder where you can share files with that channel. To access that folder go to the channel and click Files on the tabs above the conversation window.

The files library lets you collaborate on files with your team

Note: Make sure to use the Files tab at the top of the channel conversation window instead of the Filesbutton on the left-hand navigation pane. The Files button on the navigation pane gives you access to ALL of your cloud files, rather than just the files for that specific channel.

In the library you can upload existing files or create new ones.

Collaborate on the files

Files stored in your team's file library are accessible to every member of the Team. In Office Online, Office for Android or iOS, or the latest applications from Office 365, you and your Team members can collaboratively co-edit Word, PowerPoint, or Excel documents. No need to check files out or worry about if one of your colleagues has the document open. Just open the file you need to edit and if other Team members are editing it too your changes will be seamlessly merged as you work.

To make changes to Office files, open them in their respective Office or Office Online apps. Click More options More options button next to the file name and select the app.

Open a file

File Storage

Files that you share in a channel are stored in your team's SharePoint folder.

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

That's a quick overview of the convenience of working with files and sharing them with your colleagues within Microsoft Teams.

Connect to a Document Library

To access files across Teams, add a tab to the top of the Team that points to the existing Document Library. 

Click on Teams and select the Team where you would like to share the files. 

In the Add a Tab box, click on the Document Library icon.

Select an existing SharePoint Document Library.  If you do not see it in the list, you can also add a link to an existing library by selecting Use Sharepoint Link

 

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