Effective Document Management Strategies for Microsoft 365 - Teams Edition

Episodes in the Microsoft 365 Document Management Strategies Series

  1. Effective Document Management Strategies for Microsoft 365 - SharePoint edition
  2. Upcoming Episodes
  3. Effective Document Management Strategies for Microsoft 365 - Intranet Edition
    (scheduled for Wednesday, March 5, 2025 at 12:30:00 pm ET)
  4. Effective Document Management Strategies for Microsoft 365 - Teams Edition

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Struggling to find your files in Microsoft Teams? You’re not alone! In this Ask Sympraxis webinar, we dive into effective document management strategies to help you stay organized and in control. From understanding where your files live to optimizing Teams scenarios, folders, and libraries, we cover key tips to take your document management to Maturity Level 500.

What is Microsoft Teams?

Microsoft Teams is a robust collaboration platform designed to facilitate team communication, document sharing, and project management. When you create a team in Microsoft Teams, a corresponding SharePoint site is automatically generated to store and manage files. Both the Teams team and the SharePoint team site are backed by the same Microsoft 365 Group, ensuring consistent security and permission settings across the platform.

In Teams, channels are used to organize conversations and documents. There are three types of channels: public, private, and shared. Public channels are accessible to all team members and store files in the main SharePoint document library. Private channels are restricted to a subset of team members. Behind the scenes, a separate hidden SharePoint site with its own document library is created. The newest addition, shared channels, enable external users to view and participate in a channel directly from their own Teams environment without switching tenants.

Where are my files stored?

File storage in Microsoft Teams depends on how and where files are uploaded. In team channels, files are saved in the associated SharePoint document library within a folder named after the channel. This structure can be limiting, as it confines all documents to that specific folder structure, making it challenging to repurpose the document library for other uses.

For private channels, files are stored in a separate SharePoint site specific to that channel, ensuring that only members of the private channel can access them. Since no other channels can be created under a private channel, all files are stored in its general document library. In one-on-one chats, files are saved in the sender’s OneDrive under a dedicated folder for chat files.

Teams Scenarios

Default Document Library

At the most basic level, files are stored in the default document library created automatically when a team is set up. This straightforward approach ensures that permissions are easy to manage, as all team members have full access to the documents. However, this simplicity comes at a cost. Without metadata or advanced organization, findability can become a challenge as the volume of documents grows.

Folders and Channels

A slightly more organized approach is to use folders within the default document library or create separate channels for different project phases or topics. Folders provide a familiar structure for users but can become overwhelming as the number of documents increases. They also carry the risk of replicating poor file structures found in traditional file shares. Using channels as an organizational tool offers a more logical division of content, automatically generating corresponding folders in SharePoint. However, channels face similar challenges as folders, including limited content type management and metadata usage, which can hinder advanced document organization.

Additional Libraries

Organizations seeking better content management can create separate document libraries within the SharePoint site. For instance, a dedicated library for “Contracts” could include metadata such as expiration dates, supporting workflows and improving document findability. These additional libraries must be created in SharePoint but can be accessed in Teams by adding a tab that links to the SharePoint homepage. This setup allows for better organization using metadata and content types, but it requires more advanced configuration and training to ensure users know where to find and save documents.

Advanced Extensibility

For organizations with complex content management needs, Teams offers advanced extensibility options. This includes creating message extensions, which are custom tools that allow users to search for documents or initiate workflows directly within the Teams interface. Another powerful feature is the use of Copilot agents - AI-powered tools that assist with search and content moderation. These advanced solutions rely heavily on SharePoint’s capabilities, with Teams acting as the front-end user interface. While this approach allows for powerful customization and workflow automation, it requires significant development and integration effort.

Final Thoughts

Whether your team is just getting started with the default document library or exploring advanced extensibility with custom message extensions and AI-powered Copilot agents, Microsoft Teams can adapt to your needs. By aligning your approach with your organization’s maturity level and workflow requirements, you can create a more efficient and organized digital workspace, driving productivity and collaboration to new heights.

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