Tips for Using Microsoft Teams to Access Files

Questions

  • How do I use Microsoft Teams to chat and collaborate with coworkers?
  • Where are my files stored when I upload them in Teams?
  • How can I find a file someone shared in a Teams chat or channel?
  • Are there recommended Teams settings for working with files?
  • What are some beginner tips for organizing and managing files in Teams and SharePoint?
  • How do I edit a file together with other people in Teams?

Environment

This article is for Bowdoin students, faculty, and staff using Microsoft Teams and SharePoint through Microsoft 365 on desktop, browser, or mobile. It is especially helpful for users who are new to working with shared files in Teams and want to understand how to store, access, collaborate on, and manage documents.

Resolution

  1. Use Teams to chat and collaborate: Launch the Teams app or go to teams.microsoft.com. Use the Chat tab for one-on-one or group chats, and the Teams tab to work within structured groups or departments.
  2. Upload and access files in a chat: Select the paperclip or Attach icon to upload files. Files shared in chats are stored in your OneDrive and visible only to chat participants.
  3. Upload and access files in a channel: Go to the appropriate team and select the channel. Use the Files tab to upload files, which are stored in SharePoint and accessible to all members of that team.
  4. Find files quickly: Use the search bar at the top of Teams to locate files by name or content. You can also filter by file type or file owner in the Files tab.
  5. Edit files collaboratively: Select a file to open it in Teams. You can also open it in your browser or Office desktop app. Multiple people can edit documents together in real time with autosave enabled.
  6. Adjust key Teams settings for better file use:
    • Set files to open in the desktop app: Go to Settings > Files > choose Desktop app for Office files.
    • Sync files to File Explorer or Finder: In the Files tab, select Open in SharePoint, then select Sync (requires OneDrive).
    • Turn on notifications: Select the ... next to a channel name > Channel notifications > All activity.
    • Use the Files app: Select Files on the left sidebar for quick access to your recent and OneDrive files.
  7. Organize files using tagging and metadata:
    • Select Open in SharePoint in a channel's Files tab to access advanced features.
    • Add metadata columns in SharePoint for things like project, status, or category.
    • Use filters and views to organize and find documents more easily.
  8. Collaborate with co-authoring and comments:
    • Office files support real-time editing by multiple users.
    • Use the Review tab to track changes and add comments.
    • Use @mentions to notify collaborators inside comments.
  9. Stay informed about file activity:
    • In SharePoint, select Alert Me to get email updates about file changes.
    • In Teams, check the Activity feed for file updates from teams and channels you follow.
  10. Beginner tips for using files in Teams and SharePoint:
    • Use folders sparingly: Avoid deep folder structures. Instead, use metadata and naming conventions for better organization and searchability.
    • Be consistent with naming: Name files and folders with clear, searchable titles (for example, "Budget_2025_Q1" instead of "doc1").
    • Pin important files: In a channel's Files tab, select the ... next to a file and select Pin to top for easy access.
    • Know your permissions: Files in channels are visible to all members. To keep things private, use private channels or share via chat.
    • Use version history: In Teams or SharePoint, right-click a file and choose Version history to view or restore past edits.
    • Don't delete shared files casually: Deleting a file in Teams deletes it for everyone. If you are unsure, move it to an archive (read-only) folder instead. See the Archive Teams and Folders in Microsoft Teams article in the Related Articles section.

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.
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Related Articles (8)

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Instructions for archiving a Microsoft Team so its conversations and files become read-only, restoring an archived Team, and making specific SharePoint folders read-only when a whole Team cannot be archived. Also explains what happens to files in an archived Team and the Microsoft 365 Team expiration policy. Applies to Bowdoin Team owners and members.
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.
Microsoft Teams: Features and Training Videos
An overview of what Microsoft Teams does at Bowdoin, who can use it, and its key collaboration features. Includes a curated set of Microsoft training articles and videos that walk through getting started, chatting, sharing files, meetings, channels, and more. Applies to all Bowdoin students, faculty, and staff.
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.
Transition Department Files to Microsoft Teams
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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.
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