Best Practices and Limitations in Teams, SharePoint, and OneDrive

Questions

• What are the best practices for storing files in Microsoft Teams, SharePoint, and OneDrive?
• What are the file size, file path, and file count limits in SharePoint and OneDrive?
• When should I create a new Team instead of adding another channel?
• What characters are not allowed in SharePoint file and folder names?
• How long are deleted files kept before they're permanently removed?
• Can I share Teams and SharePoint files with people outside Bowdoin?
• What happens to a Team or to someone's OneDrive files when they become inactive or leave?

Environment

This article applies to Bowdoin faculty and staff who store and collaborate on files in Microsoft Teams, SharePoint, and OneDrive. It outlines recommendations and platform limits to help you use the three tools effectively and avoid performance problems.

Resolution

Understanding Teams and channels

Each Microsoft Team creates a dedicated SharePoint site where files are stored.

• Teams are typically created for departments, large projects, or groups of people working together.
• Standard channels organize conversations and files within a Team.
• Files for all standard channels are stored in a single SharePoint document library for that Team.

Microsoft Teams recommendations

• Create one Team per department for easier management.
• Give each Team at least two owners so administration continues if one owner leaves.
• Channel limits per Team: 1,000 standard channels, 30 private channels, and 50 shared channels.

When to create a new Team instead of a channel

Create a new Team rather than another channel when:

• The group of people working with the files is different from the rest of the department.
• The files are part of a large or long-term project.
• The collection of files will grow very large.
• The work requires different permissions, owners, or lifecycle management.

Folder and file management

• Use short, descriptive names for files and folders.
• Avoid special characters and very long names.
• Limit folder nesting to approximately three levels when possible, to keep file paths shorter and easier to navigate.
• Do not set custom permissions on individual files or folders in standard channels. Manage access with Team membership, Private channels, or Shared channels instead.

Limits at a glance

File naming restrictions

• SharePoint does not allow these characters in file or folder names: " * : < > ? / \ |
• Files and folders cannot end with a period or a space.

File version history

• Teams and SharePoint automatically maintain version history for files.
• Previous versions can be viewed or restored if a mistake is made.
• Version history removes the need to create multiple copies of the same file (for example, File_v2 or File_FINAL).

Sync recommendations

• Only sync folders that you actively need on your computer.
• Syncing very large libraries can slow computers and cause synchronization errors.
• Microsoft recommends keeping synced content under approximately 100,000 files per device for best performance. The technical maximum supported limit is 300,000 synced items.

External sharing

• Sharing with users outside Bowdoin College is allowed.
• Anonymous sharing is disabled; external users must sign in.
• Shared links expire after 180 days but can be renewed if needed.
• External users can be added to Shared channels when collaboration is required.

Deleted item retention

• Deleted items are retained for 93 days total.
• Items remain in the Recycle Bin initially, then move to the Second-Stage Recycle Bin if removed from the first Recycle Bin.
• After 93 days, items are permanently deleted and cannot be recovered.

Sensitivity labels and data classification

• Use sensitivity labels to categorize data based on its sensitivity and the potential impact if it is disclosed or altered. See the Add or Change Sensitivity Labels for Files and Teams in Microsoft 365 article in the Related Articles section.
• For guidance on classifying data, see the Data Classification Policy in the Related Articles section.

Team and group lifecycle

• Inactive Teams or Microsoft 365 Groups may be automatically deleted after 180 days of inactivity unless renewed.
• Owners receive notifications 30, 15, and 1 day before deletion and can renew the Team if it is still needed.

OneDrive access after termination

• When an employee leaves the College, their manager is granted access to the employee's OneDrive files to ensure continuity of work.

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

• Microsoft: Restrictions and limitations in OneDrive and SharePoint