Transition Department Files to Microsoft Teams

Questions

  • How do I move my department's shared files from the Microwave department drive (J:) to Microsoft Teams?
  • How do I request help migrating department files to Teams?
  • Who coordinates a department's file transition to Teams?
  • Where should old, personal, or archival files go when we move to Teams?
  • What happens to the J: drive after the migration is complete?
  • Why should my department use Microsoft Teams for files instead of the J: drive?

Environment

This article is for department heads and staff responsible for coordinating a department's transition from the Microwave department drive (J:) to Microsoft Teams. The Bowdoin Service Desk partners with your department to set up or update your Team(s), identify folders to move, and transfer files to Teams. The College Archives' Records Management Program advises on records that should be preserved in the College Archives.

Why Microsoft Teams for files? Teams provides real-time collaboration, version history, easier sharing, improved search, secure access from anywhere, and stronger protection than the J: drive.

Resolution

The Service Desk guides your department through the steps below so you can begin working in Teams with your active departmental files.

  1. Submit the Migration Assistance Request. Request help through the Migration Assistance Request. A Service Desk member will meet with you to develop a plan that works for your department.
  2. Assign a department migration lead. Choose a staff member or members to coordinate the transition and work with the Service Desk.
  3. Design your Team structure.
    • Start simple: typically one Team per department.
    • Some departments already use multiple Teams. In some cases these can be consolidated by using additional channels within the main department Team.
    • Maintain at least two Team owners for continuity.
    • Create additional channels only when they support a clear purpose, such as private or cross-department collaboration. For more on channel structure, see the Understand Microsoft Teams: Channels, Permissions, and File Structure article in the Related Articles section.
  4. Review Microwave files using a folder inventory.
    • The Service Desk will provide a File Review spreadsheet (see the Related Articles section) showing top-level folders, size, number of files, and last accessed dates.
    • This overview helps departments quickly identify large or outdated folders. Whenever possible, make decisions at the folder level rather than reviewing individual files.
    • The College Archives' Records Management Program will advise on records that should be preserved in the College Archives.
  5. Move active working files first.
    • Identify the active files your department currently uses and move them to Teams.
    • Depending on the number and size of the files, they can be moved by IT or by a department member using file sync. For sync instructions, see the How to Sync Teams Files to Your Computer and Move Network Files to Teams article in the Related Articles section.
  6. Train staff and begin working in Teams. A Service Desk staff member will lead a short kickoff session to introduce the new file structure, explain when to use OneDrive versus Teams, demonstrate sync and version history, and answer questions.
  7. Review remaining files in your department drive. As you review folders, decide where each set of files should go:
    • Teams: older departmental files that should be retained but are rarely used. Consider a "Department Archive" channel or folder.
    • OneDrive or \\microwave\research: personal work or research files belonging to an individual.
    • Delete: duplicates, temporary exports, outdated drafts, or files beyond retention.
    • College Archives: records identified for long-term institutional preservation.
  8. Group folders by destination. To make the move easier, move files into top-level folders that indicate the destination, for example: MIGRATION, COLLEGE ARCHIVES, DELETE, TeamName-ChannelName, OneDrive-Username, Research-Name. Someone from the Service Desk will check in regularly on progress and answer questions. When the review is complete, the Service Desk can assist with transferring the grouped folders to their final locations.
  9. Complete the transition.
    • Confirm files are in the expected locations.
    • Once the main migration is complete, access to the Microwave folder will be set to read-only for one year in case additional material needs to be moved to Teams.
    • Access to the department drive on Microwave will be removed after one year.
    • Submit the Records Transfer Form for materials moving to the College Archives.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.

Additional Resources

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Related Articles (7)

Best Practices and Limitations in Teams, SharePoint, and OneDrive
A reference guide to the key recommendations, restrictions, and limits for storing and collaborating on files in Microsoft Teams, SharePoint, and OneDrive at Bowdoin. Covers Teams and channel structure, file and folder management, storage and sync limits, external sharing, retention, and Team lifecycle.
Best Practices for Managing Department Files
This guidance applies to departments reviewing and cleaning up shared network department drives as part of a migration to Microsoft Teams.
Sync Microsoft Teams Files to Your Computer and Move Files into Teams
Instructions for syncing Microsoft Teams channel files to a computer through OneDrive so they can be managed in File Explorer on Windows or Finder on macOS, and for moving files from a local or network folder into a Teams channel. Also covers stopping a sync, fixing sync problems, and sync limits and best practices. Applies to Bowdoin students, faculty, and staff.
Tips for Using Microsoft Teams to Access Files
Beginner tips for storing, finding, editing, and organizing files in Microsoft Teams and SharePoint. Covers chatting and collaborating, uploading files in chats and channels, searching for files, co-authoring, recommended file settings, metadata, activity alerts, and best practices for naming, permissions, and version history. Applies to Bowdoin students, faculty, and staff.
Understand Files in OneDrive, Teams and SharePoint
Explains how OneDrive, Microsoft Teams, and SharePoint work together for storing and sharing files in Microsoft 365, where files shared in Teams actually live, and how to choose the right place to save a file. Includes a quick reference for common scenarios.
Understand Microsoft Teams: Channels, Permissions, and File Structure
An explanation of how Microsoft Teams organizes work into channels, how permissions work across teams and channels, and where files are stored in the linked SharePoint site. Covers standard, private, and shared channels, owner and member roles, the folder structure behind Teams, managing channel settings, and best practices. Applies to Bowdoin students, faculty, and staff.
Using the File Review Spreadsheet to Organize Your Department Files
This article is for department staff who have been asked to review their shared drive content as part of the migration to Microsoft Teams. The File Review spreadsheet is provided by Bowdoin IT and contains a complete list of your department's files plus a summary view to help guide your decisions

Related Services / Offerings (1)

Department Drive Migration Assistance Request
This request applies to a department looking to transition from Microwave to Microsoft Teams with SharePoint files.