Microsoft Teams allows you to share files and folders, and collaborate on files with your colleagues. You can view and edit Word, Excel, and PowerPoint documents using the Office applications available within Teams.

Add a file

  1. When you are logged in to Teams, you will find the Files area in the tabs across the top of the Teams site.

    Screenshot of the main Files area in Microsoft Teams
  2. Add files or folders by dragging them into the Files window from your desktop or shared drives.

    Screenshot showing dragging and dropping a file into the Files area in Microsoft Teams
    Screenshot showing dragged and dropped file uploaded into the Files area in Microsoft Teams

    Alternatively add files or folders by clicking the Upload button in the Files window. Clicking Files or Folder will bring up a window to select your file.

    Screenshot of upload button in Microsoft Teams

    After selecting the file and pressing Open, the file should be uploaded.

    Screenshot of file selection screen with arrow pointing to the open button
    Screenshot showing file uploaded

When documents are in the Files area, they are available to everyone with access to the team. Files such as PDFs can be viewed by everyone. Office documents can be updated by everyone in the team even at the same time, for example adding information to different cells in the same Excel document. Each user’s action is identified by their initials.

Edit a file

You can double-click on a file within Microsoft Teams file viewer to open it for editing.

Editing is performed in the Web Application version of the relevant Microsoft Office program.

The Web Application will offer limited functionality compared to the Desktop version of the application. To edit Microsoft Teams files with the Desktop version of an application, click the Open in Desktop App button at the top of the Web Application, or sync the Teams files to your desktop.

Share a file

If you want to share a single file to multiple locations in Teams without uploading a copy every time, you can get a link to the file.

Share to a channel

In the Post tab, select Choose file (the paperclip icon) beneath the box where you type your message, then select Browse Teams and Channels. Select the file, then select Share a link.

Share to a chat

Go to the channel where the file is stored. Select More options > Get link. You can now paste the link into any chat or channel.

Sync Microsoft Teams files to your Desktop

Inside the Microsoft Teams file explorer, you can click the Sync button at the top of the list to sync the current folder to your Desktop. If you click this option in the top level of a team's files it will sync everything stored in that team—sync subfolders by clicking into them before clicking the Sync button.

The first time you sync Teams files, you may need to sign into OneDrive with your Univeristy email and password. Once files are syncing, Teams will create a folder on your computer called University of Otago and this will contain any files that have been synced from Teams. Changes made to these files will be reflected in the files stored in Teams.

For more help with using Teams, see the Microsoft Office support site:

Microsoft Teams help & learning

Last updated 16/03/2022 09.38 AM

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