Tips for Using Microsoft Teams to Access Files

This article is for individuals 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.

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?

Environment

This article is for individuals 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: Click 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: Click 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 desktop app: Go to Settings > Files > choose Desktop app for Office files.
   • Sync files to File Explorer or Finder: In the Files tab, click Open in SharePoint, then click Sync (requires OneDrive).
   • Turn on notifications: Click the ... next to a channel name > Channel notifications > All activity.
   • Use the Files app: Click Files on the left sidebar for quick access to your recent and OneDrive files.
7. Organize files using tagging and metadata:
   • Click 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, click 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 (e.g., “Budget_2025_Q1” instead of “doc1”).
    • Pin important files: In a channel's Files tab, click 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 unsure, move it to an archive (read-only) folder.