This video shows how to share files with other members of a team in Microsoft Teams. You can post a file in a conversation thread, or upload it directly to the file list in a channel. Since Teams integrates with Office 365 Groups and SharePoint, see how files in Teams appear in those other locations.
- [Tutor] Microsoft Teams is another Office 365 tool with file sharing capabilities built in and you can even use the co-authoring features in Office 365 from within the Team's interface, so I'm here in Teams and I want to start by going to the specific team and conversation channel, where I want to share this file and this is important because I want people in the Web Designer's Team to access the file, not Engineers and it's specifically directed to conversations about marketing design, so I want to make sure I'm in that channel, that's where these files will be posted.
Now, before I started recording this, you'll see that I already posted three messages with files attached. We're going to add another one. So to do that, we're going to need to start by going to a Text box, either down here at the bottom to compose a new conversation or we could hit the Reply button to reply to an existing conversation. You'll see in either of these Text boxes, there's a little paperclip button below it, where I can attach a file, so you do not have to type in some text, but I think it's nice to give it some context. So let me type something in here and then the important part is that I hit this paperclip button to attach a file.
When I do this, I have four options, where I can choose that file from. The Recent category shows a list of recent files, that I've worked with. I could go to my OneDrive and choose a file. The Microsoft Teams option will let me navigate around other teams and channels, that I'm a member of and choose files, that I've already uploaded to those other locations. But usually, I like to upload a new file from my computer, so I'm going to hit this Upload button at the bottom and I need to locate that file.
So I've got it here in this folder and that's the file I'm looking for, so I'll select it, I'll hit Open and I'll see there will be a little green bar below that file here and that tells me how long it's going to take to upload. Now I know that that file has finished uploading, so I can post this message. I could hit the Enter key, or I could hit the little Send button and it posts my text message along with that file. Now, because this is a picture file, we see a preview of it here. When it's something like a PDF, or a document, you just see the filename.
So now the other members of my team can see this message. They can see that file and they can even click on that file here to view it or up at the top of this page, I can see these tabs. We've been working in the Conversations tab, but I want to switch over to the Files tab and here I can see a list of all of the files, that anybody has uploaded to this conversation channel. There's also an Upload button right here, so you could upload a file directly to the channel from here, if you did not want to post a message about it.
So the interface here is really similar to other file lists we've seen in this course on OneDrive or in SharePoint. Remember a team in Microsoft Teams is an Office 365 group and is a SharePoint group, so of course, this interface is going to be very similar. From here, we saw the Upload button. There's the new button, there's the list of files, that we're used to seeing and we can click on any of these files to view them, so if I click on that picture file, it'll just display it. Let me close this tab.
If I click on a PDF file, it will give me a preview of that PDF and there's not much I can do here, except to read that document, so for now, I'll just close it. Now, if I open up a Word, Excel or Powerpoint file, as we've seen before, we also have the option to edit it. So I've got this Edit menu up here at the top, I can click on that, maybe I click to edit it in Word Online and I could edit this and make changes and anything I do will automatically be saved to the file that's stored in my teams channel and any other user in this team can open this file and edit it, which naturally means several of us can open the file at the same time and co-author that document.
So you can share files in teams, you can view, edit and even co-author documents, just like we've seen in other Office 365 tools. And so there's one last thing I want to look at here. Let me close this document, so I'm just going to close this tab and I'll close the preview of the document. Here in this file list in Teams, there's a button that says Open in SharePoint. Remember, when you make a team in Microsoft Teams, that team is an Office 365 group, which will also be a SharePoint group. They're all the same thing under the hood.
So if I click on this option to open this in SharePoint, we'll land here in the same group in its SharePoint site and specifically, I'm in the Document Library for this SharePoint site. So I'm in the Marketing Design folder and that folder represents that conversation channel, that we had over in Teams and if I go over to Outlook, just by going to the Office 365 homepage and going into Mail or People, under the Groups category on the sidebar on the left, of course we have a group called Web Designers and if we go to that group and click on Files, here we see all of the files, that have been stored in that team.
Now we don't see the folder structure here, so they're not organized by conversation channels, but we can also see the folder structure, if we click on this Browse Library button, which once again takes us back to the group on SharePoint. So SharePoint, Teams, Office 365 groups, they're three different front end tools for accessing the same content in Office 365. So that's how you can share files with team members in Microsoft Teams.
- Office 365 accounts and tools
- Office 365 Groups and SharePoint
- Choosing the right tools for your collaboration needs
- Working with shared calendars in Outlook
- Making video and audio calls with Skype for Business
- Managing collaborative conversations with Teams
- Editing and co-authoring files stored on OneDrive or SharePoint
- Choosing a location to store files
- Sharing files from OneDrive or SharePoint
- Sharing files in Teams