Since debuting in 2017, Microsoft Teams has taken the lead as a collaborative work platform for professionals. It covers a wide array of industries and occupations, with over 270 million active daily users as of 2022. Aside from its function as an easy-to-use communications platform, one of the most notable features driving its success is the option to share and edit files quickly and easily.
While Microsoft Teams’ file sharing features are a valuable basic resource, a variety of optional software platforms such as Convene in Teams (CiT) are available to amplify Microsoft Teams’ built-in functions. CiT enables meeting administrators to enhance users’ experience, expand capabilities, and improve flexibility and security. Find out more about file sharing and collaboration in Teams and how CiT can help.
Microsoft Teams File Sharing Best Practices with CiT
Uploading and Storage of Files in Teams
Microsoft Teams is organized by channels dedicated to specific topics, projects, or teams. Files can be uploaded by starting a new conversation and clicking the attach button on the toolbar to upload files from a device or OneDrive.
Alternatively, you can use the Upload option under the Files tab in a given channel. Attach them in a chat or drag and drop them from one location into a Teams window.
Shared files are accessible via a team’s SharePoint folder under the Files tab. CiT is integrated with SharePoint, so users can access SharePoint files within the CiT platform and use documents in the centralized repository to assemble meeting packs. Team leaders and administrators can also track changes to shared files by setting up alerts.
Permission-based and Guest Access to Files
Ordinarily, Microsoft Teams file-sharing permissions freely grant access to team members. This may be appropriate for certain tasks or projects, but it can get complicated when dealing with certain files restricted from certain team members, as managing access controls in SharePoint can be difficult.
While it’s possible to secure documents individually, it’s often more efficient to use a meeting management platform like CiT to restrict or grant access to relevant individuals. Another advantage of this approach is the opportunity to grant guests access to shared files only after a meeting has started and for its duration.
Integration with Microsoft Services
CiT also integrates seamlessly with OneDrive and SharePoint repositories to enable file editing and access while maintaining existing restrictions and encryption. Additionally, Active Directory users can be instantly added when you sign in, allowing you to also see their availability.
With CiT’s calendar management function, your RSVPs from your Mail and Calendar are automatically noted. Another convenience is the ability to view meeting files and join a Teams video conference with just one screen.
Document Collaboration in MS Teams with CiT
Real-time Document Editing
Microsoft Teams file sharing is built to function with the full Office Online suite, making it possible to collaborate on file creation, editing, and reviews in meetings. Files can be opened through the Teams desktop or mobile apps, which offer a greater range of options, or through a browser window.
One drawback of Teams in its current version is that files can’t be opened as separate tabs while in meetings. Although users can start discussions concerning a document via the “Start conversation” option and can comment on documents, it’s typically necessary to close files in order to return to or start meetings.
To work around this issue, platforms like CiT make it possible to edit documents in real-time during active meetings. Once opened, documents can be annotated, edited, and commented upon by meeting participants. This can be done without ending or pausing an ongoing video meeting.
Version History
Convene in Teams eliminates the uncertainty of whether you’re dealing with the latest version of your document or not. Combined with Microsoft Teams file sharing capabilities, the documents CiT pulls up are guaranteed to be the latest version, ensuring your information is as up-to-date as possible.
Review Rooms
Outside of active meetings, CiT makes it possible to collaborate on files through Review Rooms. These virtual spaces offer participants access to documents so they can review, annotate, and sign documents based on individual availability without the need for meetings.
Easily Share Files in Microsoft Teams with an All-in-one Platform
Microsoft Teams’ secure file sharing offers a wealth of resources and tools to manage and enhance your collaborative projects during and outside of meetings. For even greater flexibility and accountability, administrators can count on Convene in Teams, a comprehensive meeting management platform designed for seamless integration with Microsoft Teams and other apps.
This innovative software suite consists of a range of resources and tools designed to enhance Microsoft Team’s features. Expanding the existing range of access and permissions control, facilitating faster editing and commenting, and boosting productivity are just some advantages you can expect. Monitor changes in real-time, involve guest participants in project-specific meetings, and streamline your working process by centralizing Teams features through this single, easy-to-use platform.
Discover more about CiT and how it can help amplify your Microsoft Teams file-sharing experience.
Jielynne is a Content Marketing Writer at Convene. With over six years of professional writing experience, she has worked with several SEO and digital marketing agencies, both local and international. She strives in crafting clear marketing copies and creative content for various platforms of Convene, such as the website and social media. Jielynne displays a decided lack of knowledge about calculus, but proudly aces in literary arts and content marketing.
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