Microsoft Teams: OneDrive for Windows Users

Banner featuring the new Microsoft Teams logo with the letter T and two person silhouettes in purple, alongside a 'NEW' label in teal, against a background of interconnected network nodes in grey.

 

OneDrive

  1. Access OneDrive

  2. Upload Files

  3. Share Files

  4. Collaborate

  5. Search for Files

Additional Links

Quick Links

 

OneDrive

  1. OneDrive: The OneDrive section in Microsoft Teams allows you to access and manage your files stored in OneDrive directly within the Teams interface.
  2. Add New: Create new files or folders.
  3. For You: Suggested personalized content.
  4. Recent: The Recent files tab shows a list of recently accessed documents.
  5. Filter: 'Filter by name or person' search bar to refine file search results.

Teams OneDrive interface with numbered highlights: (1) OneDrive tab selected in the left-hand side menu, (2) 'Add new' button to create new files or folders, (3) 'For you' section suggesting personalized content, (4) 'Recent' files tab showing a list of recently accessed documents, and (5) 'Filter by name or person' search bar to refine file search results.

Access OneDrive

To access the OneDrive section, click on the OneDrive icon in the left-hand navigation menu. You can see the list of your files, including the name, type, date, and location of each file. You can also sort your files by name, date, or size.

 

Upload Files

  1. Navigate to the OneDrive Tab: On the left-hand side of Teams, click on the "OneDrive" tab. This area allows you to access all your files stored in OneDrive.
  2. Choose the Upload Location: Once in the OneDrive section, navigate to the folder where you want to upload your file. You can either select an existing folder or create a new one by clicking the "New" button, then "Folder", and entering a name for the folder.
  3. Choose the Upload Location: Once in the OneDrive section, navigate to the folder where you want to upload your file. You can either select an existing folder or create a new one by clicking the "New" button, then "Folder", and entering a name for the folder.
  4. Upload Files:
    • Upload Button: Look for an "Upload" button or icon, usually located near the top of the window. Click on it to see the upload options.
    • Select Files or Folder: You will typically have the option to upload individual files or an entire folder. Choose the appropriate option for your needs.
    • File Explorer: A File Explorer window will open, allowing you to navigate through your computer's files. Locate and select the file(s) or folder you wish to upload, then click "Open" or "Upload".
  5. View Upload Progress: After selecting the files or folder, you'll see a progress indicator showing the upload status. Once the upload is complete, the files or folders will appear in your OneDrive directory within Teams.
  6. Access and Share Uploaded Files: With your files now in OneDrive, you can easily access them from anywhere, share them with colleagues, or collaborate on documents directly within Teams. To share, hover over the file or folder, click the ellipsis (...) for more options, and select "Share". You can then choose how and with whom to share.

 

Share Files

  1. Access the OneDrive Tab: Click on the "OneDrive" tab on the left-hand side of the Teams interface. This tab is your gateway to accessing and managing files across Teams and OneDrive.
  2. Locate the File to Share: Browse through your OneDrive folders or use the search bar to find the specific file you wish to share.
  3. Open File Options: Hover over the file or click on the ellipsis (...) next to the file name to bring up a menu of options.
  4. Select Share: From the menu, click on "Share". This action opens a sharing window where you can define how and with whom you want to share the file.
  5. Choose Sharing Settings: In the sharing window, you can:
    • Enter a Name or Email: Type the name or email address of the individual(s) you want to share the file with. Teams may auto-suggest contacts as you type.
    • Set Permissions: Choose the level of access you want to grant, such as "View", "Edit", or "Review". This determines what recipients can do with the file.
    • Add a Message (Optional): You might have the option to add a message to the recipients, explaining the file or providing context.
  6. Send the Share Invitation: Once you’ve configured the sharing settings, click the "Send" button (or similar, depending on the version of Teams) to share the file. The recipients will receive a link to access the file directly in their email or Teams notifications.
  7. Copy Link (Alternative Method): Instead of sending an invite, you may also choose to copy a link to the file and share it through another medium. Select the option to copy the link, adjust the permissions as necessary, and then paste the link into an email, chat, or another form of communication.
  8. Verify Shared Files: After sharing, you can always go back to the file in OneDrive within Teams and view its sharing status or modify its sharing permissions by accessing the file options again.

 

Collaborate

  1. Access the OneDrive Tab: Click on the "OneDrive" tab located on the left-hand side of the Teams interface. This tab is central to managing and accessing OneDrive files.
  2. Locate the Document: Browse through your OneDrive folders or use the search functionality to find the document you want to collaborate on.
  3. Open the Document: Click on the document’s name to open it. Microsoft Teams allows you to view and edit most types of documents directly within the app, thanks to the integration with Office 365 apps like Word, Excel, and PowerPoint.
  4. Edit in Teams: If the document is an Office file, you should see an option to edit it directly in Teams ("Edit in Teams"). Click this option to start making changes. This will open the document in an embedded Office editor, allowing multiple users to edit the document simultaneously.
  5. Invite Collaborators:
    • Direct Sharing: Use the share button (usually located at the top right of the document window) to invite others to collaborate. You can enter their names or email addresses and choose their permission level (e.g., can edit, can view).
    • Copy Link: Alternatively, you can copy a sharing link and send it to your collaborators through a chat message, email, or another communication method.
  6. Collaborate in Real-Time: As your collaborators join the document, you can see their cursors and edits in real-time. This feature enables direct collaboration, discussion, and editing without having to switch between different applications.
  7. Use the Chat Feature: If you need to discuss changes or ideas while working on the document, you can use the built-in chat feature in Teams. This allows for instant communication alongside document editing.
  8. Save Changes: Changes made in the document are automatically saved in OneDrive, ensuring that all collaborators have access to the latest version.
  9. Close the Document: Once you've finished your collaboration session, simply close the document tab in Teams. The document will remain in OneDrive, accessible for future collaboration.

 

Search for Files

  1. Navigate to OneDrive: Click on the "OneDrive" tab located on the left-hand side of the Teams interface. 
  2. Use the Search Feature: At the top of the OneDrive section, there is a search bar. Click into this bar to activate it.
  3. Enter Your Search Query: Type the name of the file or a keyword related to the file you are looking for. As you type, Teams may offer suggestions based on your input.
  4. Execute the Search: Press the Enter key or click the search icon (magnifying glass) to start the search.
  5. Browse the Search Results: Teams will display a list of files (and possibly folders) that match your search criteria. The results will include files not only from the current folder but also from other locations within your OneDrive.
  6. Open or Manage Files: Once you find the file you were searching for, you can click on it to open or hover over it to see more options (like share, download, or delete).

 

Additional Links

What's new in the new Teams app

                  What has changed throughout each version update

Switch to the new Microsoft Teams

                  High level step by step for chat, teams, etc

Live and on demand user training

                  More in depth training videos hosted by Microsoft Employees

Get started with Microsoft Teams

                  Get started micro videos for chat, teams, etc

 

Quick Links: | Quick Start Guide | Activity | Chat | Teams and Channels | Calendar | Calls | Meet | Settings | Profile | Help | Top |

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