One of the core features of Microsoft Teams, as a collaboration hub, is a file-sharing function. In this blog post we’re gonna cover a few situations when file-sharing takes place, and show how to handle them.
Sharing files inside Microsoft Teams
Within each Team, there are one or more channels. For each channel, a new folder is created in the SharePoint library. All the content related to the channel is stored in SharePoint, allowing the Team members to work from SharePoint as well.
To access the files from the folder, you click the “Files” tab above the conversation window. You can add an existing file to your library, or create and add new files.
Files stored in the team’s file library are available to every Team member. The latest version of Office 365 apps allow real-time collaboration between Team members. That means that they can co-edit Word, PowerPoint and Excel documents, with their changes being synced and merged as they work.
Sharing files outside the Microsoft Teams
Now and then, you might want to share a file with somebody outside your Team. For example, a member of the Marketing Team might want to show advertising receipts to the Finance Team.
It can be done with a simple click. Any Team member can open the file on the Office desktop or in the Office Online app and click the Share button. After doing that, you can enter the receivers’ email addresses or send them a link.
Lastly, you choose whether you want collaborators to edit the document inside a Team editor, in Word, or Word Online (or Excel or PowerPoint, of course).
Sharing files with multiple Microsoft Teams
What if you want to share a file with another Team, or a couple of them? You wouldn’t want to have to list all those Team members in a sharing dialog – it would take too long. You might not even know all of them. So what should you do?
The best thing you can do is this.
- Go to the SharePoint site collection of your Team and create a document library
- Add permissions to the members of the other Teams with which you want to share the file
PRO Tip: For faster results, grant permissions to the Office 365 Groups associated with the Teams with which you are sharing files. Find all Teams and their associated SharePoint sites and Groups with our tool for Microsoft Teams management.
3. Add a library as a tab inside your Team by clicking the + button...
4. ...and adding the library URL
This way you will have one file to which all the different Team members have access, without wasting much time on sharing with each individual member.
Sharing files outside the company
Besides the above-mentioned situations, it can happen that a Team member wants to share files with people outside the company (guests). Let’s say that the Finance Team has to send some documents to the company’s accounting firm.
The first step is to enable external sharing for Microsoft Teams. A global Office 365 admin can do that on four levels: in the AAD, in the SharePoint Online settings, in Office 365 Groups, and in your Teams settings.
Once the external sharing is enabled and global admin has allowed Team members to share with guests, that Finance Team member can share files with guests through the Microsoft Teams app. When you complete all these steps, your guests can edit files in the same way as the members of the Team.
Learn more about external sharing in SharePoint Online in the guide from our CEO.
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