How To Guide
How to Use Microsoft Teams for File Sharing and Calls
Microsoft Teams combines chat, video meetings, and file sharing in one app. It's deeply integrated with Microsoft 365, making it powerful for businesses already using Office.
Overview
Teams is included with Microsoft 365 Business plans. It integrates with Word, Excel, PowerPoint, SharePoint, and OneDrive for seamless document collaboration.
Step 1: File Sharing in Teams
Share and collaborate on files within Teams.
1
Upload and Share Files
- Open a Teams channel → Files tab
- Drag and drop files or click 'Upload'
- Files are stored in SharePoint (accessible outside Teams too)
- Click a file to open it directly in Teams
- Edit Word, Excel, and PowerPoint files collaboratively in real-time
2
Organise Team Files
- Create folders in the Files tab for organisation
- Pin important files to the top of the channel
- Use the 'Open in SharePoint' option for advanced file management
- Share files in chat: click the paperclip icon
- Files shared in chat go to the sender's OneDrive
Step 2: Video Calls and Meetings
Run effective video meetings in Teams.
1
Start or Schedule a Meeting
- Instant call: Click the camera icon in a chat or channel
- Scheduled meeting: Calendar → New meeting → add details and attendees
- Include a Teams link automatically in meeting invites
- Join from desktop app, web browser, or mobile app
- Dial-in numbers available for participants without internet
2
Meeting Features
- Screen sharing: Click Share → choose screen or window
- Together mode: Puts all participants in a virtual shared space
- Breakout rooms: Split into smaller groups for discussions
- Meeting recording: Click Record — saved to OneDrive/SharePoint
- Live captions: Turn on for accessibility and note-taking
- Raise hand feature for orderly discussions
Step 3: Teams Productivity Tips
Get more from Teams daily.
1
Power User Tips
- Use Ctrl+E to search across messages, files, and people
- Pin important chats and channels to the top
- Set status messages to let colleagues know your availability
- Use the command bar: /away, /busy, /dnd for quick status changes
- Create templates for recurring meetings
- Integrate tasks with Microsoft Planner in channel tabs
4
Security and Governance
- Configure sensitivity labels for documents shared in Teams
- Set up data loss prevention policies for Teams messages and files
- Review external sharing settings monthly
- Configure guest access policies appropriate for your business
- Enable audit logging for Teams activities
- Set retention policies for chat messages and files
- Review and limit third-party app permissions in the Teams admin centre
5
Advanced Collaboration Features
- Use Loop components for interactive content in chats and channels
- Create Teams templates for recurring project types
- Use tags to organise and quickly message specific groups within a team
- Set up approval workflows using Power Automate integration
- Use Viva Insights to monitor team wellbeing and collaboration patterns
- Create a wiki tab in channels for team documentation and procedures
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