How To Share Files On Microsoft Teams

p55646 Introduction bd5dfc195b 1397979228Struggling with file sharing on Microsoft Teams? You are not alone! It’s a common puzzle that many of us face, especially if you’re new to this popular collaboration platform. This blog will guide you through the process and make it simple, explaining various methods for file sharing within or outside your team, useful features that come in handy, organization tips for shared files and much more.

Let’s dive right into the world of efficient file sharing on Microsoft Teams!

Key Takeaways

  • Microsoft Teams offers multiple methods for file sharing, including using the send icon, dragging and dropping files, and attaching files directly in chat windows.
  • Users can easily share files with people outside their team by clicking “Choose file” below the compose box in a chat or channel conversation and selecting the desired document.
  • Sharing files with members of multiple teams is possible by navigating to the file within your team’s channel, clicking on the three dots beside it, choosing “Share,” and adding specific team members’ names or email addresses.
  • It is important to follow best practices for secure file sharing when collaborating with guest users on Microsoft Teams. Grant permissions carefully and control access to sensitive data.

Methods of File Sharing on Microsoft Teams

p55646 Methods of File Sharing on Microsoft Teams 841550e0ce 244981403– Share files between team members using the send icon or by pressing ENTER in the chat window.

Sharing files between team members

Getting your team to collaborate on shared files in Microsoft Teams is a straightforward process that enhances productivity. Here are the steps you can take:

  • Initiate the file sharing process by starting a new conversation or navigating to an existing chat.
  • Optimize your team’s workflow by utilizing the paper clip icon in the chat window, which allows you to attach files directly.
  • Enhance productivity by dragging and dropping files from File Explorer, providing an intuitive method of file sharing on Microsoft Teams.
  • Encourage team members to store, search and access shared documents through special folders similar to shared drives in Google Drive.
  • Foster a culture of seamless collaboration by allowing team members to open files directly within Microsoft Teams and start editing right away.
  • Maintain control over document usage within your design team by managing access permissions, promoting secure data sharing and effective collaboration.
  • Maximize meeting effectiveness by using Microsoft Teams’ capability of sharing files during meetings, encouraging real-time discussion and collaborative editing.
  • Eliminate bottlenecks in your remote work protocols with Microsoft Teams’ document collaboration feature that enables multiple team members to edit files simultaneously.

Sharing files with people outside your team

One of the many powerful capabilities of Microsoft Teams is its ability to share files with people outside your team. This feature fosters collaboration with external partners and clients, making document storage and collaboration efficient and effortless.

  • To begin, both owners and members can share files and folders by default. This includes those who are not part of the team or even the organization.
  • Shared channels in Microsoft Teams also provide flexibility for sharing documents. Although such channels restrict external sharing to individuals within the organization, they still facilitate cross-departmental collaboration.
  • When it comes to secure file sharing, Microsoft Teams shines. Three tiers of file sharing security can be configured to ensure that your sensitive data remains confidential.
  • Sharing a file in a chat or channel conversation is straightforward. Simply click “Choose file” beneath the compose box, select your desired document, and hit send.
  • External file sharing in Teams opens up opportunities for collaboration with partners outside your organization. This feature enhances remote file collaboration by allowing all participants access to view, edit, organize shared files.
  • It’s also crucial to remember that while you can share files during meetings, there may be instances when users face difficulties doing so due to technical issues.

Sharing files with members of multiple teams

Sharing files with members of multiple teams in Microsoft Teams enables a seamless workflow across different facets of the organization. This process allows for better document collaboration, fostering productivity even in remote file sharing scenarios.

  1. Start by navigating to the file you wish to share within your team’s channel.
  2. Click on the three dots (‘…’) or “More options” beside the selected file.
  3. Choose ‘Share’ from the dropdown menu that appears.
  4. A new window pops up providing you with several sharing options: anyone, people in your organization, specific people, or people with existing access.
  5. When targeting members from different teams, choosing “Specific people” can be most beneficial.
  6. In the “Enter a name or email address” field, input either the email addresses or names of the team members you want to share with.
  7. After adding all team members, click on “Apply”. Then write a message if desired and finally hit “Send”.
  8. Team members will receive an email notification regarding shared files and can access them directly from their Microsoft Teams account.

Sharing files with guest users

To share files with guest users on Microsoft Teams, follow these steps:

  1. Add guest users to your team: Invite people from outside your organization to join your team as guests. They will receive an email invitation and can accept it to gain access to the team.
  2. Grant permissions for file sharing: Once the guest users have joined the team, you can grant them permissions to access and edit files. You can choose whether they have read-only access or full editing capabilities.
  3. Share files in chats or channels: In a chat conversation or a channel within your team, you can easily share files with guest users. Simply click on the paperclip icon in the chat box or channel conversation and select the file you want to share.
  4. Collaborate on shared files: Guest users can participate in real-time collaboration on shared files. They can make edits, leave comments, or suggest changes, just like any other team member.
  5. Control file permissions: As the owner of the shared file, you can control who has access to it and what they can do with it. You can modify permissions at any time if needed.

File Sharing Features on Microsoft Teams

p55646 File Sharing Features on Microsoft Teams 50f62587e8 3488893950Microsoft Teams offers various file sharing features, such as accessing files from anywhere, controlling shared file permissions, and built-in integration with other programs and apps.

With multiple ways to share files on the platform, it provides a seamless collaboration experience. Read on to learn more about these features and how they can enhance your teamwork.

Accessing files from anywhere

With Microsoft Teams file sharing, users have the convenience of accessing their files from anywhere. Whether you’re working remotely or in the office, you can securely view, edit, and collaborate on important documents with ease.

Microsoft Teams allows for virtual file storage, so you don’t have to worry about carrying around physical copies or transferring files between devices. This feature simplifies remote work and enables seamless collaboration among team members regardless of location.

Additionally, every person on Teams has access to their own personal file storage, making it even more convenient to access your files on any device at any time. With online file organization and remote file access capabilities, Microsoft Teams ensures that accessing your files is quick and effortless.

Controlling shared file permissions

Microsoft Teams provides users with the ability to control shared file permissions, ensuring that only authorized individuals have access to sensitive information. By configuring file sharing security settings in Teams, teams can define who can view and edit files within their channels or chats.

This feature allows for a secure collaboration environment, protecting confidential data from unauthorized access. Users can also choose permissions for files in private chat conversations, granting specific individuals the ability to share and collaborate on files while maintaining control over file sharing capabilities.

With these options, teams can effectively manage and protect their shared files within Microsoft Teams.

Built-in integration with other programs and apps

Microsoft Teams offers built-in integration with other programs and apps, providing users with a seamless file sharing experience. This means that you can easily access and collaborate on files from various applications within the Teams platform.

Whether you need to edit documents in Word, create spreadsheets in Excel, design presentations in PowerPoint, or work on flowcharts in Visio, you can do it all without leaving Microsoft Teams.

Additionally, Teams integrates with customer engagement apps like Dynamics 365, allowing for direct file sharing and collaboration within those applications as well. With these integration capabilities, users have the power to streamline their workflow and enhance productivity by accessing all their important files and tools in one centralized location.

Multiple ways to share files

Sharing files in Microsoft Teams can be done in multiple ways, providing flexibility and convenience for collaboration. Users can simply click on “Choose file” below the compose box in a chat or channel conversation to share a file.

Additionally, users can collaborate on Word, Excel, PowerPoint, or Visio files by allowing colleagues to view, edit, and work on them. Sharing files with team members is made easy through these various methods of file sharing on Microsoft Teams.

Managing and Organizing Shared Files on Microsoft Teams

In Microsoft Teams, you can easily manage and organize your shared files by deleting or renaming them, searching for files in chats and channels, as well as finding specific files in Teams chats and channels.

Deleting and renaming files

To manage and organize shared files on Microsoft Teams, users have the ability to delete and rename files. Here are the steps for deleting and renaming files in Microsoft Teams:

  • Deleting Files:
  1. Go to the Files tab in the desired channel.
  2. Locate the file you want to delete.
  3. Right – click on the file and select “Delete”.
  4. Confirm the deletion when prompted.
  • Renaming Files:
  1. Go to the Files tab in a channel.
  2. Find the file or folder you wish to rename.
  3. Select the file or folder by clicking on it once.
  4. Click on the “…” More options button located above the list of files.
  5. Choose “Rename” from the drop – down menu.
  6. Enter a new name for the file or folder and press Enter.

Searching for files in chats and channels

To manage and organize shared files on Microsoft Teams, users have the ability to search for files in both chats and channels. Here’s how you can easily find specific documents within your conversations:

  1. Use the search bar: Simply type in keywords related to the file you are looking for in the search bar at the top of the Teams app. As you start typing, Teams will display relevant results from both chats and channels.
  2. Filter by file type: If you’re looking for a specific type of file, you can use the filter option to narrow down your search results. Click on “Filter” next to the search bar and select “Files” from the dropdown menu.
  3. Search within a channel: To specifically search for files within a particular channel, navigate to that channel and click on the “Files” tab. You can then enter keywords into the search bar within that tab to find files shared within that specific channel.
  4. Search within a chat: Similarly, if you want to locate a file shared in a one-on-one or group chat, open the chat conversation and click on the “Files” tab within that chat window. From there, use the search bar to look for relevant documents.

Finding files in Teams chats

To locate files in Teams chats, follow these steps:

  1. Click on the desired chat conversation or open a new chat.
  2. Look for the paperclip icon at the bottom of the chat window, which represents file attachments.
  3. Click on the paperclip icon to access a list of all files shared within that specific chat.
  4. Scroll through the list to find the desired file or use the search bar located at the top of the file list to enter keywords related to the file you are searching for.
  5. Once you find the file, click on it to open, download, or perform any necessary actions.

Finding files in Teams channels

  • Files shared in Microsoft Teams channels are stored in the team’s SharePoint folder.
  • The Files tab in a channel provides easy access to find and organize shared files.
  • Users can search for specific files within a channel using the search bar at the top of the channel’s Files tab.
  • The Files tab also displays recently viewed or edited files, as well as files downloaded in chats or channels.
  • Users can quickly navigate through folders and subfolders within the channel’s SharePoint folder to locate specific files.
  • Additionally, users can filter and sort files based on different criteria such as file type, date modified, or owner.

Tips and Best Practices for Efficient File Sharing on Microsoft Teams

– Share files in one-to-one or group chats to quickly communicate and collaborate with specific team members.

– Easily share files from your local computer or OneDrive to ensure everyone has access to the latest version of a document.

– Share files with external users, such as clients or partners, while still maintaining control over sharing permissions and security.

– Understand file storage and management in Teams, including how to delete and rename files, search for files in chats and channels, and organize shared files effectively.

Sharing files in one-to-one or group chats

  • Sharing files in one-to-one or group chats is a convenient way to collaborate and exchange documents on Microsoft Teams.
  • Users can simply click on the paper clip icon in the chat window to select and attach files from their computer or OneDrive.
  • The shared files will then appear as a thumbnail within the chat, making it easy for recipients to access and download them.
  • In group chats, all members can view and download the shared files, facilitating seamless collaboration.
  • Users can also edit shared files directly within the Microsoft Teams app, eliminating the need to switch between different programs or platforms.
  • File versioning is supported, allowing for document updates and revisions within the chat thread.
  • By sharing files in one-to-one or group chats, team members can have real-time discussions and make changes simultaneously, enhancing productivity and efficiency.

Sharing files from your local computer or OneDrive

To share files from your local computer or OneDrive on Microsoft Teams, follow these steps:

  1. Click on the Files tab on the left side of the Teams interface.
  2. Choose whether you want to share files from your local computer or OneDrive by clicking on the respective option.
  3. If sharing from your local computer, navigate to the folder where your file is located and select it.
  4. If sharing from OneDrive, browse through your files and select the one you want to share.
  5. Once you have selected the file, click on “Open” to upload it to Teams.
  6. The file will now be shared in the appropriate conversation or channel, depending on where you are when uploading it.

Share files with external users

  • Easily share files with people outside your team using Microsoft Teams.
  • Configure file sharing permissions to control access for external users.
  • Collaborate and co-author documents with external users in real-time.
  • Share documents securely with external partners and clients.
  • Enable guest access to allow external users to view and edit shared files.
  • Use OneDrive for Business to securely store and share files with external users.
  • Ensure proper communication and collaboration with external users through file sharing on Microsoft Teams.

Understanding file storage and management in Teams

Microsoft Teams utilizes SharePoint Online for file storage, offering a convenient way for teams to store and manage their documents. Each channel within a Team has its own corresponding Files tab, allowing users to easily access and organize files within specific channels.

It is crucial to choose clear and descriptive channel names, as they impact the file folder name in Teams. To optimize file management, it is recommended to encourage team members to collaborate on files in real-time or share changes through version control.

This ensures that everyone can work efficiently together and eliminates the need for multiple versions of the same document. By understanding the best practices for organizing, sharing, and optimizing files in Microsoft Teams, teams can enhance their collaboration efforts and improve productivity.


In conclusion, Microsoft Teams offers a seamless and efficient way to share files with team members and external users. With its user-friendly interface and various file sharing options, collaborating on documents has never been easier.

Whether it’s through private chats, group conversations, or within specific channels, Microsoft Teams provides tools that make file sharing simple and secure. By following the tips and best practices outlined in this blog post, you can maximize your productivity and enhance collaboration on the platform.

Start sharing files on Microsoft Teams today to streamline your workflow and improve team communication.