Steps for saving, accessing, and sharing your files effectively within Teams

Part 1: Saving Data in Microsoft Teams

When you upload files to Teams, they are stored in a dedicated SharePoint site for each team or a OneDrive account for individual chats.

Method 1: Uploading to a Team Channel (Shared Files)

  1. Navigate to the Desired Team and Channel: In Teams, select the specific team and then the channel where you want to save the file.
  2. Go to the 'Files' Tab: At the top of the channel, click on the "Files" tab.
  3. Upload Your File:
    • Click the "Upload" button and choose "Files" or "Folder" to browse your computer for the item(s) you want to upload.
    • Alternatively, you can drag and drop files directly from your computer into the "Files" tab area.
  4. Create a New File (Directly in Teams):
    • Click the "New" button.
    • Select the type of document you want to create (e.g., Word Document, Excel Workbook, PowerPoint Presentation).
    • A new, blank document will open directly within Teams, ready for you to edit. It will automatically be saved to the channel's files.

Method 2: Saving Files in a Private Chat (Personal Files)

Files shared in a one-on-one or group chat are stored in your personal OneDrive account.

  1. Open the Chat: Go to the individual or group chat where you want to share the file.
  2. Attach the File:
    • Click the "Attach" (paper clip) icon below the message composition box.
    • Choose "Browse computer" to upload a file from your device, or "OneDrive" to select a file already in your personal OneDrive.
  3. Send the Message: Add an optional message and click the "Send" (paper plane) icon. The file will be uploaded and accessible to everyone in that chat.

Part 2: Accessing Data in Microsoft Teams

Accessing your files is straightforward, whether they are in a channel or a private chat.

Method 1: Accessing Files in a Team Channel

  1. Navigate to the Desired Team and Channel: Select the team and channel where the file was saved.
  2. Go to the 'Files' Tab: Click on the "Files" tab at the top.
  3. Locate and Open Your File:
    • You will see a list of all files and folders stored in that channel.
    • Click on the file name to open it directly within Teams (for Office documents) or in its native application (for other file types).
    • You can also use the "Search" bar at the top of the Teams window to find files across all your teams and chats.

Method 2: Accessing Files in a Private Chat

  1. Open the Chat: Go to the individual or group chat where the file was shared.
  2. Go to the 'Files' Tab: At the top of the chat window, click on the "Files" tab.
  3. Locate and Open Your File: All files shared in that chat will be listed. Click on the file name to open it.

Method 3: Accessing Files via SharePoint (for Team Channels)

For more advanced file management features (like detailed version history or specific permissions), you can access the underlying SharePoint site.

  1. Go to the 'Files' Tab in a Channel.
  2. Click on "Open in SharePoint" located in the toolbar above the file list. This will open the channel's document library in your web browser, giving you full SharePoint functionality.

Method 4: Accessing Files via OneDrive (for Private Chats & Your Own Files)

  1. Access OneDrive from Teams:
    • In the left-hand navigation bar of Teams, click on "Files".
    • Then, select "OneDrive" from the options. This will show you all files stored in your personal OneDrive, including those shared in chats.
  2. Access OneDrive Directly: You can also go directly to onedrive.live.com or open the OneDrive desktop app to manage your files.

Part 3: Sharing Data in Microsoft Teams

Teams facilitates easy sharing of files with individuals or groups, both inside and outside your organization.

Method 1: Sharing a File from a Team Channel

Files uploaded to a team channel are automatically accessible to all members of that team, meaning they are inherently "shared" with the team. However, you can generate specific shareable links.

  1. Go to the 'Files' Tab in the Channel.
  2. Hover over the File: Hover your mouse over the file you want to share.
  3. Click the 'More Options' (...) icon: Click the three dots that appear next to the file name.
  4. Select 'Copy Link':
    • A link sharing window will appear. You can customize who can access the link (e.g., "People in your organization," "Specific people," "Anyone with the link" if allowed by your organization's settings).
    • You can also choose whether they can "View" or "Edit" the file.
    • Click "Copy" to get the shareable link.
  5. Paste and Share: Paste the link into a Teams chat, email, or any other communication method.

Method 2: Sharing a File from a Private Chat

Files shared in a private chat are automatically accessible to everyone in that specific chat. If you want to share a file from a chat with someone outside of that chat:

  1. Go to the 'Files' Tab in the Chat.
  2. Hover over the File: Hover your mouse over the file you want to share.
  3. Click the 'More Options' (...) icon: Click the three dots next to the file name.
  4. Select 'Copy Link': Follow the same steps as Method 1 for customizing permissions and copying the link.

Method 3: Sharing Files from OneDrive within Teams

  1. Go to 'Files' > 'OneDrive' in the left-hand navigation of Teams.
  2. Hover over the File: Hover your mouse over the file you want to share.
  3. Click the 'Share' icon: (Looks like an arrow pointing to the right, or a box with an arrow in it).
  4. Enter Names or Emails: In the sharing window, type the names of people within your organization or email addresses of external recipients.
  5. Set Permissions: Choose whether they can "Edit" or "View."
  6. Add a Message (Optional): Type a message to accompany the shared link.
  7. Click 'Send'.

Method 4: Sharing a File by Attaching It to a New Conversation/Chat

This method is best for one-time sharing of a file and ensures it's stored in the appropriate location (team channel or personal OneDrive).

  1. Start a New Conversation/Chat: Go to the desired channel or chat.
  2. Click the 'Attach' (paper clip) icon.
  3. Choose the Source:
    • "Browse Teams and Channels": To share a file already saved in another team/channel.
    • "OneDrive": To share a file from your personal OneDrive.
    • "Browse computer": To upload a new file from your device.
  4. Select the File and Click 'Upload a copy' or 'Share a link'.
  5. Send the Message: Add your message and send.

By following these steps, you can effectively manage your data within Microsoft Teams, ensuring your files are saved, easily accessible, and securely shared with the right people.

 

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