How To Create A Shared Document In Microsoft Teams

Are you struggling to effectively collaborate and share documents with your team in Microsoft Teams? Here’s a fact: Microsoft Teams allows for real-time simultaneous editing of shared files.

This blog post will provide easy-to-follow steps on how to create, share, and collaborate on documents within this platform. Keep reading to master the art of efficient collaboration!

Key Takeaways

  • Microsoft Teams allows you to share and collaborate on documents in real-time.
  • You can upload existing files, create new files, or co-edit files with others in Teams.
  • Sharing with people outside your team is also possible by specifying their email addresses or aliases.
  • Utilize the Files tab to easily manage, access, and collaborate on shared documents within Teams.

How to Share Files Between Microsoft Teams Members

To share files with other Microsoft Teams members, you can either upload existing files, create a new file directly in Teams, or co-edit a file with others in real-time.

Uploading existing files

Uploading files to Microsoft Teams is easy. Let’s walk you through the steps.

  1. Open your Microsoft Teams app.
  2. Pick a team and a channel where you want to upload the file.
  3. Look for the “Posts” tab at the top of the page.
  4. Click on it, then find the paperclip icon below the box where you type messages.
  5. Hit this icon and choose “Upload from my computer”.
  6. Pick your file in your computer’s folders.
  7. After that, hit “Open”.

Creating a new file

You can make a new file in Microsoft Teams. Here’s a quick guide:

  1. Open your team’s page on Microsoft Teams.
  2. Look for the “Files” tab and click it.
  3. Press the “+ New” button at the top of the page.
  4. Pick the type of file you want to make such as Word, Excel or PowerPoint.
  5. Once you pick it, Microsoft Teams will open a new tab where you can write your content.
  6. Hit “Save”. Now, your team sees this new file.

Co-editing a file

Co-editing a file is a key feature of Microsoft Teams. It offers a smooth way to work together.

  1. All team members can open the same file at once.
  2. They can see changes made by others live as they happen.
  3. Microsoft Teams uses a SharePoint site for this process. This makes it easy and quick.
  4. You can open and change files right in Teams, or use the desktop or web app if you like that better.
  5. Tabs in Teams make it simple to find files and tools you need for working together.
  6. By co – editing, you are able to share documents with different teams easily. Just save them in a shared folder on the SharePoint site.

Sharing with people outside your team

You can easily share files with people outside your team in Microsoft Teams. Here’s how:

  1. Upload existing files: Simply click on the “Files” tab in your team chat or channel, and then click on the “Upload” button to select and upload the file you want to share.
  2. Create a new file: To create a new file, click on the “New” button under the “Files” tab, and choose the type of file you want to create (e.g., Word document, Excel spreadsheet). You can then start working on it and share it with others.
  3. Co-editing a file: Collaborate with people outside your team by co-editing a file together. When you share a file with them, they can edit it simultaneously, making collaboration seamless and efficient.
  4. Sharing with people outside your team: When sharing a file, you can specify which individuals or groups outside your team should have access to it. You have control over who can view or edit the shared document.
  5. Detailed Guide on How to Share Documents on Microsoft Teams: If you need more assistance with sharing documents in Microsoft Teams, refer to our detailed guide for step-by-step instructions and tips.

Detailed Guide on How to Share Documents on Microsoft Teams

To share documents on Microsoft Teams, you have a few options. First, you can upload existing files by clicking the paperclip icon below the chat box and selecting the file you want to share.

You can also create a new file directly in Teams. Another option is co-editing a file, which allows multiple team members to work on it simultaneously. To share with people outside your team, click the Share option at the top right corner of the window and enter their email addresses or aliases.

Finally, remember that document editing can be done both internally and externally in Microsoft Teams.

How to Share Files with Members of Multiple Microsoft Teams

Use the Files Tab to easily share documents with members from multiple Microsoft Teams.

Utilizing the Files Tab

Microsoft Teams offers the Files tab, which allows users to easily share files with members of multiple teams. Here’s how to utilize the Files tab:

  1. View and access files: The Files tab displays all the files shared within a particular team or channel. Users can simply click on the tab to view and access these files.
  2. Upload new files: To share a new file, users can click on the “+” button in the Files tab and select “Upload” from the menu. They can then browse their computer or other storage locations to select the file they want to share.
  3. Create new files: In addition to uploading existing files, users can create new files directly within Teams. By selecting “New” from the “+” button in the Files tab, they can create Word documents, Excel spreadsheets, PowerPoint presentations, or even Visio diagrams.
  4. Manage file versions and history: Within the Files tab, Teams keeps track of file versions and history automatically. Users can easily see who made changes to a file and when those changes were made.
  5. Collaborate on files: By selecting a file in the Files tab, users have several collaboration options available. They can choose to co-edit a file simultaneously with others in real-time, leave comments or suggestions on specific parts of a document, or initiate a conversation about a particular file.

How to Share Microsoft Teams Files with Guest Users

Learn how to grant guest access in Microsoft Teams and easily share files with external users for seamless collaboration.

Granting guest access

Guest access in Microsoft Teams allows people from outside the organization to join a team and collaborate. Here’s how to grant guest access:

  1. Log in to Microsoft Teams with your account.
  2. Navigate to the team where you want to invite a guest.
  3. Click on the “…” (ellipsis) next to the team name.
  4. Select “Manage team” from the drop – down menu.
  5. Go to the “Settings” tab.
  6. Under “Guest access,” toggle the switch to enable guest access for the team.
  7. Save your changes.
  1. In the Team interface, click on the “…” (ellipsis) next to the channel name or select “More options.”
  2. Choose “Add member” from the menu that appears.
  3. Enter the email address of the guest you want to invite.
  4. Customize their settings, such as allowing or restricting certain permissions.
  5. Click on “Add” or “Invite” to send them an invitation.

How to Collaborate and Work Together in Microsoft Teams

Collaborate with others in Microsoft Teams by editing files together, sharing files in chats or channels, and using real-time coauthoring features.

Editing files together

Microsoft Teams allows multiple team members to edit the same document simultaneously.

Sharing files in one-on-one chats, group chats, and team channels

You can easily share files with others in Microsoft Teams through one-on-one chats, group chats, and team channels. Here’s how:

  • Drag and drop the file into a chat or channel to share it instantly.
  • Collaborate on files together by editing them in real-time.
  • Share files in one-on-one chats to work closely with a colleague.
  • Share files in group chats to collaborate with multiple team members at once.
  • Share files in team channels to ensure everyone has access to important documents.


Creating and sharing a document in Microsoft Teams is simple and convenient. With just a few clicks, you can upload existing files or create new ones directly within Teams. Collaborating with others is easy too, as you can coauthor documents in real-time and share them with individuals both inside and outside your team.

Microsoft Teams provides a seamless way to work together on files, enhancing collaboration and productivity for teams. Start creating shared documents today to streamline your teamwork!