![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/09\/Screen-Shot-2021-09-15-at-9.43.28-PM-1024x248.png\")
<\/figure>\n\n\n\nIt is a default tab that allows users to:<\/p>\n\n\n\n
- quickly access all documents, <\/li>
- share files, <\/li>
- work collaboratively on documents.<\/li><\/ul>\n\n\n\n
It is not only a great feature for teams who work remotely, but also for those that work from the office. It\u2019s an excellent place to store all project related files. Plus, searching and accessing important documents will no longer be a challenge.<\/p>\n\n\n\n
In this article, we will help you understand how you can effectively organize and manage your files and documents in Microsoft Teams.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow are files managed in Microsoft Teams?<\/h2>\n\n\n\n
<\/div>\n\n\n\nLet\u2019s first understand the basics of file management in Microsoft Teams.<\/p>\n\n\n\n
Each team on Microsoft Teams is built on a documentation management backbone, SharePoint<\/a>, which functions as a document library for the team. SharePoint itself is a tool used to save, share, and manage documents. <\/p>\n\n\n\n
Note, however, that files shared in chats are stored in each user\u2019s personal OneDrive.<\/p>\n\n\n\n
Therefore, the documents that you upload to Microsoft Teams are backed by SharePoint and OneDrive, and they can appear in either one of these places:<\/p>\n\n\n\n
1. The Dossiers <\/em>tab in the channel<\/p>\n\n\n\n
2. The Dossiers <\/em>tab in the chat<\/p>\n\n\n\n
There may be overlaps between these two and it\u2019s completely up to you which file you store in which location.<\/p>\n\n\n\n
There is no need to download the file, edit it then upload it back to Microsoft Teams. Because most apps that you\u2019re using (e.g., Word, Excel, PowerPoint, etc.) are Microsoft Productivity products, you can edit and comment on them right from the platform and all changes will be saved automatically.<\/p>\n\n\n\n
<\/div>\n\n\n\nThe Files tab in the channel <\/h2>\n\n\n\n
<\/div>\n\n\n\nAs already mentioned, the tab is by default there when you create a channel. There are a number of things that you can do within this tab to better organize your files and documents. You can:<\/p>\n\n\n\n
- Create a new file (word, excel, power point, etc.)<\/li>
- Upload existing files and folders from your device<\/li>
- Sync it with your OneDrive, so all files stored there are visible in Microsoft Teams<\/li>
- Add cloud storage such as Dropbox, Google Drive, SharePoint, etc.<\/li><\/ul>\n\n\n\n
If you wish, you can open and manage your documents from SharePoint by selecting Open in SharePoint <\/em>from the bar below the tabs. Another helpful feature available to you is the Copy link. <\/em>If you need to share all the files stored in that particular channel, you do it via a generated link.<\/p>\n\n\n\n
<\/div>\n\n\n\nAdding individual files as tabs<\/h3>\n\n\n\n
Sometimes, locating a specific file that requires the contribution of multiple members of the team from the document library can be challenging. Luckily, there is an efficient way of doing so.<\/p>\n\n\n\n
If a certain document needs to be more visible and easier to access so that the team members can actively add comments and review, you can add that particular file as a tab within the channel. This feature is accessible to any file located in the Dossiers<\/em> tab. The document becomes front-and-center once it is a tab, and all team members can find and work on it easily. Once the file is revised and approved, or is simply no longer relevant, you can remove it from the tabs bar, and the document will still remain in the Dossiers<\/em> tabulation.<\/p>\n\n\n\n
To add a file as a tab, go to the channel where the collaborative document is located. If the file isn\u2019t located anywhere on Microsoft Teams, upload it to the channel first. Click on the file and from the upper menu, select Make this a tab<\/em>.<\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/09\/Screen-Shot-2021-09-15-at-9.44.37-PM-1024x257.png\")
<\/figure>\n\n\n\nIt will appear in the tab bar immediately.<\/p>\n\n\n\n
Another way to add a file as a tab is by going to the channel where you wish to add it, click +Add a tab, select the app that represents the file\u2019s format (Word, Excel, PowerPoint or others), and then choose your file location. <\/p>\n\n\n\n
<\/figure>\n\n\n\n
<\/div>\n\n\n\nThe Files tab in the chat<\/h2>\n\n\n\n
<\/div>\n\n\n\nThe next place where you can store, manage, and organize your files is in chats<\/a>. Even though all members of the channel can find the documents in the Dossiers<\/em> tab, sometimes, there might be documents that you need to share with a specific colleague but it\u2019s not an important file and doesn\u2019t need to be uploaded to Files. <\/em>In such cases, you can send them via the chat and for your convenience, all these files are compiled into a Files tab within the chat.<\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/09\/Screen-Shot-2021-09-15-at-9.48.01-PM-1024x251.png\")
<\/figure>\n\n\n\nSimilar to channel Files, chats also allow you to pin any document to the tab bar. To do so click on the +Add a tab<\/em> icon, and from the app menu select what you\u2019d like to pin.<\/p>\n\n\n\n
<\/figure>\n\n\n\n
Keep in mind that instead of being presented with the files, you will see the apps such as Word, OneNote, Excel, pdf, etc. Choose the relevant app and it will show you all files in that format that you can pin as a tab.<\/p>\n\n\n\n
<\/figure>\n\n\n\n
When you\u2019re done, click \u00c9conomiser<\/em> and the file will appear in the tabs.<\/p>\n\n\n\n
<\/figure>\n\n\n\n
<\/div>\n\n\n\nThe advantages of having files as tabs<\/h2>\n\n\n\n
<\/div>\n\n\n\nHaving documents as tabs comes with many benefits. The first advantage is the most obvious one and we\u2019ve talked about it a lot throughout the article. When you pin files as tabs, they become easier to access, as they are right on top of the page, alongside the remaining significant tabs that you use during day-to-day operations. It saves valuable time, which you could otherwise spend on searches in a vast document library containing many files.<\/p>\n\n\n\n
Another huge advantage that tabs pose is the enhanced visibility of certain documents, which require additional attention. Maybe it\u2019s a template that you want everyone to use, or corporate guidelines that should always be at hand. When you pin certain files to the tab bar, they are always within eyesight and serve as constant reminders.<\/p>\n\n\n\n
The bottom line is, having files on the tabs bar can improve productivity and efficiency in daily performance and collaboration. <\/p>\n\n\n\n
<\/div>\n\n\n\nManaging and organizing files through Microsoft Teams templates<\/h2>\n\n\n\n
<\/div>\n\n\n\nMicrosoft Teams makes collaboration easier, and templates allow to use Microsoft Teamsin a more efficient way, so using both, you get a win-win. Templates are beneficial as they offer multiple capabilities, including established settings, existing channels, applications, tabs, and more. The features gained from templates vary based on the solution that you choose. It could be native Teams templates or third-party solutions such as SalesTim.<\/p>\n\n\n\n
SalesTim templates will provide you with pre-configured tabs including Files. So, you don\u2019t have to do it manually for each and every team. Here is the greatest part of all, if there are common files that you want each of your teams to have – simply add them to the template. When you create new teams from that template, those files will automatically appear in the channels. <\/p>\n\n\n\n
<\/div>\n\n\n\nHow to a create a Microsoft Teams template with files <\/h3>\n\n\n\n
Follow these simple steps, and you will have a working template with all the necessary files in no time: <\/p>\n\n\n\n
<\/div>\n\n\n\nStep 1 Create the original team<\/h4>\n\n\n\n
Go to Microsoft Teams and create a team, based on which the template will be developed. For example, you can create a team called \u201cOnboarding – Template\u201d <\/em>and add all relevant channels such as Our Company, Meetings and Events, Training, Security, Team, etc. <\/em><\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/09\/onboarding-template.png\")
<\/figure>\n\n\n\n<\/div>\n\n\n\nStep 2 Create folders and upload all necessary files <\/h4>\n\n\n\n
Le Dossiers <\/em>tab will be there by default. You can go through channels to create folders and add files that you think all other teams should have. <\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/09\/onboarding-files-1024x443.png\")
<\/figure>\n\n\n\n<\/div>\n\n\n\nStep 3 Pin certain files to tabs<\/h4>\n\n\n\n
This one is not a mandatory step. If you want to give extra visibility or accessibility to certain files, pin them as tabs and if not, skip this step. <\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/09\/onboarding-tabs.png\")
<\/figure>\n\n\n\n<\/div>\n\n\n\nStep 4 Create the template<\/h4>\n\n\n\n
Open the SalesTim app, click on +Nouveau mod\u00e8le <\/em>and select the template that you\u2019d like to clone – in this case \u201cOnboarding – Template.\u201d You will then be asked to configure the governance policies of your template – Naming convention, Approval workflow, Audience targeting and Security policies.<\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/09\/onboarding-process-1024x521.png\")
<\/figure>\n\n\n\n<\/div>\n\n\n\nStep 5 Create new teams<\/h4>\n\n\n\n
Go to Microsoft Teams Accueil<\/em> button, click on + New Team<\/em> and from the newly opened window, select the template i.e. \u201cOnboarding – Template\u201d. You will need to configure the settings and once you do, you\u2019ll have a working team with all files uploaded to the initial team. <\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/09\/new-team-1024x500.png\")
<\/figure>\n\n\n\nYou can learn more about the process in detail ici<\/a>. <\/p>\n\n\n\n