How to upload and manage files on Microsoft Teams
Did you start using Microsoft Teams for work? In this guide, we’ll help you get started managing files on the platform.
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Microsoft Teams isn’t just a platform to communicate with colleagues, whether you work from home or the office. It’s also a platform to collaborate in real-time and share files without having to break the workflow.
Although, for the most part, uploading, sharing, and collaborating with files (Word, Excel, PowerPoint, pictures, etc.) is a straightforward process, Microsoft Teams uses different storage technologies, including OneDrive for Chat and SharePoint for Teams, which can make tasks a little confusing at first, because of the options and restrictions depending on the experience.
In this Windows 10 guide, we’ll walk you through the steps to get started uploading and managing files using Microsoft Teams.
How files storage works on Microsoft Teams
On Microsoft Teams, there two types of storage, including SharePoint and OneDrive for Business.
SharePoint
If you share files on a team (channel), then those files will store in account’s SharePoint folder, which can be found using these steps:
Once you complete the steps, the files will appear on the right side. If you don’t see a particular file, you can click theRefreshbutton from the top-right corner.
If you ever download a file to your computer, it’ll be accessible from the specified location, but in the “Files” tab of Teams, you’ll also find aDownloadssection with the history of your downloaded files. If you click the file within this section, it’ll open from File Explorer.
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The files stored in the Microsoft Teams section will only be available for all the members of the channel.
OneDrive for Business
If you share a file privately with one or more people, the file will store in the Teams account’s OneDrive for Business folder, and they can be found using these steps:
The experience is similar to the OneDrive interface available on the web, including options to create a new folder, upload files, sync content, and copy a link for sharing. Also, unlike the Microsoft Teams section, you can use the menu option from the top-right corner to change the view of files to list, compact, or tiles.
How to upload files on Microsoft Teams
Although the uploading and sharing files is a straightforward process, the steps and restrictions will be different depending on whether you’re using the chat or team channels.
Upload files to Microsoft Teams folder
Despite the ability to manage files stored in theSharePointfolder (Microsoft Teams) from the “Files” tab, it’s not possible to upload files using this interface. Instead, the only way to upload files to this storage is to share the file directly into the group channel.
To upload files to Teams, use these steps:
Once you complete the steps, the files will be visible for anyone in the channel, and will appear in the “Microsoft Teams” section of “Files.” After uploading the file, you can refer to the same item by selecting theMicrosoft Teamsoption from theAttachmenu.
Upload files to OneDrive folder
On the other hand, you can upload files to theOneDrivefolder directly using the “Files” tab, but these files will only be available to you. Also, files you share privately with other colleagues using “Chat” will appear in this folder, but again, they’ll only be visible to you.
To upload files to the OneDrive folder using the “Chat” tab, use these steps:
After you complete the steps, the recipients will be able to access the file from the chat history, but only you will be able to access the file through theOneDrivefolder in “Files.” However, you can always use theFilestab inside of “Teams” or “Chat” to quickly access the files shared in those areas.
Uploading files directly without sharing
To upload files directly to the OneDrive folder using the “Files” tab, use these steps:
Using the OneDrive folder, it’s also possible to create new Office documents and even connect your work (not personal) OneDrive account to sync files.
Download files
Although files are always available within the experience, you can also download them from anywhere as long as it’s visible to you.
To download a file on Microsoft Teams, use these steps:
Once you complete the steps, the document will download automatically in theDownloadsfolder.
If the button isn’t available, you can always click the file to open it on Teams, and then click theDownloadbutton from the top-right side.
Share files
You can also create a shareable link of a file, which you can then share with other colleagues.
To share a file available on Teams, use these steps:
After you complete the steps, you can send the link to anyone, but only members of the channel will be able to access the file.
How to add cloud storage on Microsoft Teams
On Microsoft Teams, you can also integrate other cloud storage services, such as Dropbox, Box, ShareFile, and Google Drive.
To add a Google Drive account (for example), use these steps:
Once you complete the steps, you’ll have access to view and share files from your Google Drive account.
When integrating a third-party storage service to Microsoft Teams, you can share files inside any of your teams, but for some odd (or security) reason, you can’t share these files privately using the chat. However, if you must share a Google Drive file privately to one or multiple people, you can always download the file and then upload it manually to the chat session.
Mauro Huculak has been a Windows How-To Expert contributor for WindowsCentral.com for nearly a decade and has over 15 years of experience writing comprehensive guides. He also has an IT background and has achieved different professional certifications from Microsoft, Cisco, VMware, and CompTIA. He has been recognized as a Microsoft MVP for many years.
