Best Practices for Managing Files in Microsoft Teams

If you are planning to migrate from Slack or Google Chat to Teams, managing files in Teams is essential. In this blog post, we have covered best practices for file management in Teams such as using clear channel names, file filters, pinning files, using OneDrive for easy file access and many more. We have also shared our real-word case study insights.

• Standard Channels
  Each standard channel in Microsoft Teams has its folder in the team’s SharePoint library. Each time a member uploads a file in the Files tab of a standard channel, the file will automatically appear in the channel’s folder.
• Private Channels
  Private channels work a bit differently. Unlike the original team’s site collection, each private channel creates its own.
• Shared Channels
  You don’t have to invite external users to the entire team to collaborate with them using shared channels. Shared channels in SharePoint also have their site collection, like private channels.
• Chats
  The user files are stored in a Microsoft Teams Chat Files folder in OneDrive for Business when they share directly through private chats.

File Management in Microsoft Teams

File management in Teams can be tricky. However, following the best practices Microsoft Teams can help you organize and manage your files effectively.

1. Use Clear and Specific Channel Names

SharePoint is where all team-related files are kept. A new SharePoint team site is automatically created each time you create a team in Microsoft Teams. Besides, SharePoint automatically creates a new document library for each channel you create.

The channel name serves as the name of the library. To avoid confusion, be sure to pick relevant channel names.

2. Create Folders Inside Each Channel

It’s best to create folders inside each channel and upload all files in those folders for better file management in Microsoft Teams. A file you directly attach to a chat will be kept in the team’s SharePoint site’s channel folder. Although moving files to the appropriate folders is always an option, it could take some time.

Additionally, it can quickly become out of control and become difficult to manage if you save hundreds or even thousands of files in this manner. You can prevent file loss and duplication by separating your files into different folders.

3. Use File Filters

You can list your files in a certain order by applying the filters available in Microsoft Teams. You may, for instance, list the files sequentially. Alternatively, you can sort them based on when and who modified them.

4. Use Additional Document Libraries

You can create a document library to store all the finalized documents in addition to a SharePoint site for each team in your organization. This enables your employees to access all your key data in a centralized location easily.

It will be easier to search for and share documents if each work process has its library. It will make it possible to keep all the documents related to a specific topic in one place.

5. Pin Files to the Top

You can also pin files to the top of the list. Very important files can be marked using this feature. You will know exactly where the file is and easily access it by doing so.

6. Access Files Through OneDrive in Teams

You can access the files you need by clicking on OneDrive on the left side of Teams. OneDrive contains all your files into different groups. You can find the required file quickly by OneDrive icon access in Microsoft Teams.

After you can see the sections as follows:

• Home – Shows all the files you recently viewed/edited.
• My files – Shows all the files and folders from your personal OneDrive.
• Shared – Offers all the files and folders shared and created by you.
• Favorites – Shows files marked by you as favorite files.
• Recycle bin – Shows files you deleted.
• Browse files by – Shows files based on the shared person, meetings they were in, and the type of media file.
• Quick access – Here you can browse files located in specific Teams channels.

7. Use Shared Tab to View Files from a Chat, Channel, Or Meeting

At the top of every Teams chat and channel, the Shared tab lets you view all files shared within it. You can click and check recently shared files in the Teams chat or channel from Recent. You can find the files under the Files icon. View all links in the Teams chat or channel from Links. You can also filter your file search by providing file name in the “Filter by keyword” search.

8. Use Files Tab for Easy Downloads

To download a file document, navigate to the Files tab in your desired channel/group. Click on the file you need. Select the three-dot menu and choose Download. Then you can save the file to your device.

You can also check out Microsoft Teams features for effective collaboration in 2025.

CloudFuze’s Real World Case Study – Slack to Teams

Stryker Corporation wanted to migrate only a selective number of users from a vast pool of accounts from Slack to Microsoft Teams. Also, they had a limited time window (timeline of only one month) to plan and execute the migration.

Our team at CloudFuze helped them avoid the hassle of segregating user accounts by sorting through many user accounts and shortlisting them. We helped them move permissions, Slack channels, chat messages with emojis, mentions and files along with incremental changes from Slack to Teams. Learn more about this case study here.

Perform a Seamless Migration to Microsoft Teams with CloudFuze

Managing files in Microsoft Teams is easy when you follow effective practices. If you are planning to migrate to Microsoft Teams, we are here to help you with a seamless transfer.

Book a free and no-obligation demo of our tool today!

Frequently Asked Questions

1. Is Teams good for file management?

Microsoft Teams is the best fit for file management. You can effectively store and access files in Teams anywhere, anytime. Also, Teams allow you to upload files to a specific channel/chat to give others access to their content.

2. What is throttling limit in Teams?

There’s a throttling limit on the number of emails you can send to a channel. The limit is 6 emails per 10 seconds per channel per user and 8 emails per 10 seconds per tenant per user. For more information check out the official page.

3. Can I migrate to Microsoft Teams with Slack attachments?

You can migrate to Microsoft Teams with Slack attachments by using an enterprise-grade migration tool. Our advanced migration tool is one of the best in the industry for seamlessly migrating channels, messages, attachments, and other messaging features from Slack to Teams.