Transition Department Files to Microsoft Teams

Overview

This guide explains how to transition your department’s shared files from the Microwave department drive (J:) to Microsoft Teams

  • The Bowdoin Service Desk will partner with your department to set up or update your Team(s), identify folders to move, and transfer files to Teams. We will guide you through the steps below so you can begin working in Teams quickly with your active departmental files.  
  • The College Archives’ Records Management Program will advise on records that should be preserved in the College Archives.

Why use 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.

Environment

Department heads and staff responsible for coordinating the transition from the Microwave department drive to Microsoft Teams.

Recommended Migration Steps

  • Submit the Migration Assistance Request and a Service Desk member will meet with you to develop a plan that works for your department.
  • Assign a department migration lead
    • Choose a staff or staff members to coordinate the transition and work with the Service Desk.
  • 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).
  • Review Microwave files using a folder inventory
    • The Service Desk will provide a folder inventory spreadsheet 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      • This overview helps departments quickly identify large or outdated folders.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.
  • Move active working files first
    • Identify active files your department currently uses.
    • Move these files 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.
  • Train staff and begin working in Teams
    • A Service Desk staff member will lead a short kickoff session to introduce the new file structure to your department.
    • Explain when to use OneDrive vs. Teams.
    • Demo sync and version history.
    • Demonstrate Teams features and answer questions.
  • Review remaining files on the J: drive
    • As you review folders, decide where each set of files should go:
      • Teams (Department Archive channel): older departmental files that should be retained but are rarely used
      • 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
  • Group folders by destination
    • To make the move easier, create top-level folders (or apply labels) that indicate the destination, for example:
      • COLLEGE ARCHIVES
      • DELETE
      • TeamName-ChannelName
      • OneDrive-Username
      • Research-Name
    • When the review is complete, the Service Desk can assist with transferring the grouped folders to their final locations.
  • Complete the transition
    • Confirm files are in the expected locations.
    • Notify the Service Desk when folder moves are complete.
    • Submit the Records Transfer Form for materials moving to the College Archives.

Need Help?

Chat with Bowdoin Bot or contact the Bowdoin College Service Desk at (207) 725-3030.

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