How to

How to share files on the Microsoft Team

How to share files on the Microsoft Team

File sharing is an important part of remote collaboration. Here’s how to improve your ability to complete shared work by sharing items on the Microsoft Team.

If you use the Microsoft Team to collaborate with colleagues while working from home, there is one thing you definitely need to do: Share files.

Working effectively when far away in the modern world requires the ability to easily share documents, and fortunately the Microsoft Team does that. There are still a few important points that can make you scratch your head, so you worry about being able to share files effectively on the Team, or if you have a problem, this guide is for you.

Share files in one Team

The first thing to know is where to find the button to share content: If you are on the Team channel screen, look under the message entry column at the bottom of the screen for the paperclip icon (Figure A).

Figure A


Where to find the file sharing button on the Team.

When you click the Share icon, as shown in Figure A, you will see a list of several items. By default you have the ability to upload files from your local machine, link or upload files from OneDrive, and share content from other Team channels or messages. In addition to the default sharing options, any cloud services that you link to the Team will also be displayed for sharing.

When you choose from where you want to share and click on it, the appropriate window will open: If it is an upload directly from your computer, it will look like an Explorer or Finder window, and for all sources in the Team (other channels, messages, or linked cloud service) a window as shown in Figure B will appear.

Figure B


Microsoft Teams internal browser for sharing files.

Here you can navigate to the file you want to share, select it, and choose one of two options: Either to upload a copy, or share a link to the document. This is where the biggest sticking point in sharing files on the Team appears: You can’t always upload copies of all file types.

Files that are native to the cloud service, such as Google Docs in Google Drive, will fail to copy: There is no downloadable file that retains the Google Docs file format – it is designed to live in the cloud, and downloading requires separate copying as PDF, DOC, or other file types, and what you can do in this case is choose Share Link.

Other file types, such as images, DOC files, Excel spreadsheets, and other files that exist as data stored locally, can be uploaded to the Team using the Upload Copy option.

After you select the option that corresponds to the file type you want to share, the file name will appear in the field where you type the message into your Team channel. You can add messages together with files, or just press, and messages with shared files (or links) will appear on the channel to be seen and accessed by all members (Figure C).

Figure C


What you will see after the file is shared.

Files that you upload and share can also be found on the Team Files tab in the Microsoft Teams document view (Figure D). This is a good place to handle all documents that have been uploaded and shared with coworkers, but note that documents shared as links will not appear here – only those that have been uploaded to your Team cloud storage site.

Figure D


Display shared files in the Microsoft Team File tab.

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