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Common Questions
- How do I keep files and conversations from a Team I no longer use?
- How can I reduce the number of active Teams showing in my app?
- Will a Team I no longer use be deleted automatically?
- How do I restore an archived Team?
- Can I archive a specific folder instead of the whole team?
Overview
Microsoft Teams are powerful collaboration tools, often created for specific projects or departments. Once a Team has served its purpose, you may want to preserve its content as read-only without keeping it active.
While Teams themselves can be archived as a whole, archiving specific folders within Teams (via SharePoint) requires different steps. Team owners can make folders read-only or move them to a read-only archive folder to preserve their contents separately.
What Archiving Means
Archiving a Team puts the entire Team into a read-only state:
- All conversations and files remain available to team members.
- Members can view and download files but cannot post new messages or edit files.
- Archived Teams appear labeled as such and reduce clutter in your Teams app.
- Team owners can restore an archived Team anytime to resume activity.
For specific folders, although you cannot archive them like a Team, you can protect their contents by making the folder read-only or moving it to an archive directory in SharePoint.
How to Archive a Team
- Click your profile icon in Teams and select Manage Teams.
- Find the team under the "Teams you own" section.
- Click the More options (⋯) next to the team name and select Archive team.
- Optionally, choose to make the SharePoint site read-only for members.
What Happens to Files in an Archived Team
- Files remain stored in the team’s connected SharePoint site and are viewable in read-only mode.
- Members cannot upload or edit files while the Team is archived.
- Admins or owners can manage files and permissions directly via SharePoint.
Restoring an Archived Team
- Click your profile icon and select Manage Teams.
- Locate the archived team under the Archived section.
- Click More options (⋯) and select Restore team.
Archiving Specific Folders
You cannot archive a folder in Microsoft Teams or SharePoint in the same way as a Team. However, Team owners can use these methods to "archive" folders:
- Make an "Archive" folder or channel read-only:
- Create an “Archive” folder or channel.
- Go to the Teams channel’s Files tab and select Open in SharePoint.
- Find the folder, click the More options (⋯), then Manage access.
- Select Groups and change the Team Members group permissions from "Can edit" to "Can view" to prevent changes.
- Move folders and files to the archive folder:
- Team owner can move inactive files and folders into read-only archive folders.
- Team members will be able to view the files but won't be able to delete, modify or download.
Team Expiration Policy
- A Team or Archived Team remains active if used or accessed at least once every 180 days.
- If inactive, Microsoft 365 sends warning emails to the Team owner(s) 30, 15, and 1 day before deletion.
- If no action is taken, the Team and its contents will be deleted.
Need Help?
If you need assistance archiving, restoring, or managing a Team, contact the Bowdoin College Service Desk.