Sharing and collaboration is a main feature of Microsoft 365. Understanding where you should store documents and why is critical to using the tools available in the most effective way possible.
Microsoft Teams allows for sharing and collaboration within a working group of people. This can be done by creating and managing a Team within Microsoft Teams. It functions similar to Departmental Accounts in our previous cloud storage system, but with many more added benefits. Before you share a file to others in OneDrive consider whether a Team is a better long-term option for file sharing and collaboration.
- Built into Teams
- Creates a shared file storage solution (OneDrive) for easy file management
- Multiple owners can be set for access redundancy
- When users leave the department or University, the data is not lost
- Versioning on shared documents is retained
Teams offers a large selection of features, applications, and shortcuts to collaborate with a defined set of users. This article will focus on the benefits of a team and how to effectively share and collaborate within Microsoft 365.
First the team needs to be created. If the team already exists, you can skip this step. But confirm that you are an owner. Please see Teams and Channels for details on how to create a Team.
If you will be storing documents in the Team that will need to be shared anonymously (meaning anyone with the link can view the file) then that request will need to be made to the IT Service Desk. Anonymous Linking must be enabled by administration for any team that will want to share files anonymously. This is not enabled by default.
Add users to the created Team, if necessary. When adding members to a team there are a few things to keep in mind
- Users added can be set as Members or Owners, please see Role Capabilities for more details
- As a best practice, set at least one additional owner.
- Members and Owners can be added as needed from the Team. You do not have to know/add all the members of the Team at this step, please see Adding Members to a Team for more details.
- Codes to join a team can be generated and users can join at their convenience. Please see Teams and Channels for details on creating a code.
Once the Team is set up and members have been added, the associated OneDrive for the Team is already created. All you need to do is add files.
Teams OneDrive File Access
Once the team is created, users and owners will have access to the file storage in the Team. You can look at it as OneDrive just for the Team, with Channels functioning as an additional organizational structure.
- Access can be set to specific files/folders as needed.
- Channels can be used to further organize and restrict content, including files.
- If one member or owner of the team leaves, files, and access to the files in the team is still retained.
- Since the files do not need to be moved from owner-to-owner versioning and version history will be retained.
- Teams storage can be accessed through Windows Explorer, see Teams Folders in Windows File Explorer for details.
These articles will walk you through creating channels, uploading and working with files, and learning how to share and collaborate directly from a Team.
Important Information
Consider whether a Team is a better long-term option for file sharing and collaboration.
- Built into Teams
- Creates a shared file storage solution (OneDrive) for easy file management
- Multiple owners can be set for access redundancy
- When users leave the department or University, the data is not lost
- Versioning on shared documents is retained
M365 Accessibility Info Alert
If you have a disability and have trouble with any Microsoft 365 product, please reference the Microsoft Accessibility Disability Answer Desk where you can contact Windows and Office accessibility support through various methods. If you require additional support, please call the Ohio State Accessibility Helpline at 614-292-5000.