Ohjeet - How do teams, conversations and file sharing work? (Microsoft Teams)

This guide explains the Teams feature, how to use conversations and file handling in Microsoft Teams

The Teams feature is one of the main features of Microsoft Teams, as the name suggests. Teams are user-created conversation groups where you can chat, share information, share files, work on files between multiple users at the same time, make video or voice calls, and more. Teams can be set up for departments or teams within an organisation, project teams, steering and management groups, or any number of groups as required.

Note! The processing of files must follow the general data protection guidelines for cloud computing. Confidential files should not be processed in the cloud. Read more about file handling in M365 services and the general cloud service guidelines.

Team view in Microsoft Teams

The team view is listed from top to bottom:

Channel name
Different tabs:

- Conversation page, i.e. "Posts" or "Messages"
- "Files", where you can find all the files shared with the team
- "+", from here you can add other tabs for the team, for example a note, a file or a website
In the sidebar you will find the name of the team, next to it, three dots behind the options
Messages, notifications and file sections in the middle of the chat page
At the bottom you will find a text box and tools to post a new conversation or message

Channels

Multiple channels can be created for a team. The channels are completely independent of each other, as each channel has its own conversations, file and other tabs that are enabled. By sharing a file to a particular channel, it is only saved in the "Files" tab of that channel and accessible through that channel.

However, the channel is open to all team members. Channels are therefore an effective way of breaking down work by topic. For example, for a Teams team based on an organisational structure, channels can be created for HR, communications and different project areas. "The "General" channel is the main channel for all Teams and is automatically created when a Team is created. It is therefore recommended to use this channel for general matters and information. Or if the team is set up around a single activity, the main channel can be used for all team communication and file sharing.

"Private" channel

When creating a new channel, the "Privacy" section can be used to set the channel to private. This allows you to restrict access to the channel by setting certain people or groups who can view the channel's conversations and files. For example, financial matters or other activities can be restricted to a smaller group of participants without having to create a whole new team.

Remember that confidential files must not be processed in the cloud!

File sharing

In Teams, all files sent to a team or channel are saved in the "Files" tab of that channel. If you want to create a new file that is immediately shared with the team without creating it separately in Word, PowerPoint or Excel, you can press the "+ New" button directly on the "Files" tab. From the same button you can also create a new folder to import the structure.

You can share finished files by dragging and dropping the file directly into the Files tab or by pressing "Upload". Files you attach to a discussion are also saved on the Files tab for everyone to use.