Microsoft Teams - File Sharing and Management

Background Information

Microsoft Teams is a multi-use platform that allows groups to communicate together in written, video, and audio formats as well as share files and resources together. This guide will outline the process of uploading, editing, and managing files with Microsoft Teams. 

Video

The specific instructions section of this guide has been recorded in a tutorial video for ease of use. Click the play icon below to access the video. 

Specific Instructions

About and Accessing Team files

By default when a Team is created in Microsoft Teams a file repository is created automatically and shared with all Team members. In order to access the Team files, click the "Files" option at the top of the Team toolbar

Uploading Files

Files can either be created directly in the Teams file area, or uploaded from your computer. Uploading files to a Teams site is very easy, just drag and drop the files from your computer into the Teams area or click the upload button. 

Note, when you upload a file from your computer you create a copy of it so be sure to only maintain it in one place. 

Editing/Viewing Files

Files can be edited or viewed directly in Teams. Simply click on the file name to open and edit

Managing Files

When Teams creates a file repository what it's doing is creating a SharePoint site behind the scenes and sharing it with the team. As such, users can access advanced features such as managing permissions, syncing with OneDrive and version history by clicking the Open in SharePoint button

Manage Permissions

To manage permissions of a file or folder open the Files area in SharePoint. 

Click the three vertical dots next to the file or folder name, and select manage access

By default, members and team guests will have access to all files shared with the team however, this can be removed from the Manage Access option (note: Team owners must have access to all files) Additional users can be added with the plus option. 

Sync

Syncing a SharePoint library allows you to access the Teams files through your desktop OneDrive client. This will allow you to use Teams files very similar to other folders and files on your computer (or the H: & S: drives and OneDrive) through explorer or Finder directly. 

Click the sync button in the SharePoint or Teams view to get started.

When prompted, select to open in OneDrive. OneDrive is the application that will operate on your device to keep track of file changes. When the process has completed, you'll notice a "Trent University" option on your Finder (Mac) or Explorer (PC) Click it and you'll see all of your synced Teams files. 

Version History

Teams and SharePoint will automatically keep a detailed history of changes to a document. Click the version history button to see changes and restore previous versions. 

Support Information

For support with this process, please contact the IT service desk either by email at it@trentu.ca or by phone at 705-748-1010.