Getting Started with Department Files in Microsoft Teams

Overview

This guide explains how departments can store and collaborate on files in Microsoft Teams instead of the Microwave\dept department drive (J:).

In order to start using Teams quickly, your department can begin by moving their active working files into Teams. Older files on the shared drive can then be reviewed and moved.

The Bowdoin Service Desk will help departments set up or update their Team(s) and assist with folder identification and moving 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.

Key Questions

• Do we need to review every file before moving?
  No. Start by moving the files your department actively uses. Older files can then be reviewed.
• What happens to files that remain on Microwave?
  Departments can review them and decide whether they should be deleted, moved to Teams, transferred to the College Archives, or moved to an individual's OneDrive or \\microwave\research folder.
• Who helps with the process?
  The Service Desk can assist with Team setup, folder identification, file transfers, and training.

Environment

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

Teams Channels and File Access

In each Team you can create Channels to organize files and control access.

• Standard channels – Files available to the entire department.  The General channel is the team's default standard channel.
• Private channels – Restricted access for selected team members.
• Shared channels – Used for collaboration with people outside the Team.
• Files in Teams are stored in SharePoint which provides version history, search, and access controls.
• You can sync Teams files to your computer to work with them in File Explorer or Finder.

Recommended Migration Steps

• Request migration assistance
  Submit the Migration Assistance Request to schedule a meeting with the Service Desk. We will review the process and help you 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 can provide a folder inventory spreadsheet showing top-level folders, size, number of files, and last modified dates.
    • This overview helps departments quickly identify large or outdated folders.
  • The College Archives’ Records Management Program will advise on records that should be preserved in the College Archives.
  • Whenever possible, make decisions at the folder level rather than reviewing individual files.
• Move active working files first
  • Identify active files your department currently uses.
  • Move these files to Teams.
    • Depending on the number of files, they can be moved by the Service Desk or by a department member using file sync.
    • Important: Avoid dragging files through the browser. Use synced folders instead.
    • To sync a channel:
      • Open the channel's Shared tab.
      • Select More Options ... → Sync.
    • The synced folder will appear under Bowdoin College in File Explorer or Finder.
    • Move files from the J: drive into the synced Teams folder.
• Train staff and begin working in Teams
  • Hold a short kickoff session to introduce the new file structure.
  • Explain when to use OneDrive vs. Teams.
  • Demo sync and version history.
  • A Service Desk staff member can attend to demonstrate Teams features and answer questions.
• Review remaining files on the J: drive
  • Archive channel in Teams – 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 – Duplicate files, temporary exports, outdated drafts, or files beyond retention.
  • College Archives – Records identified for long-term institutional preservation.
• Group files by destination

  Create folders labeled with their intended destination, for example:

  • COLLEGE ARCHIVES
  • DELETE
  • TeamName-ChannelName
  • OneDrive-Username
  • Research-Name

  When this review is complete, the Service Desk can assist with transferring the folders to their final location.

• 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.

Practices That Keep Teams Organized

• Start simple: use one primary Team for departmental files.
• Create channels only when they serve a clear purpose.
• Keep folder structures relatively shallow (about three levels).
• Use private or shared channels when different access is required.
• Move active files first and review older files gradually.

Need Help?

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