How to share files in real time in Microsoft Teams: a complete guide

Digital collaboration has revolutionized the way teams share information, especially in professional and educational settings. Microsoft Teams has become an essential tool for teamwork, allowing real-time file sharing and boosting productivity. Understanding how to take full advantage of these features not only optimizes your projects, but also saves you time and makes collaborative work much easier.

In this article we are going to tell you, In detail and clearly, how to share files in Teams and collaborate in real timeAdditionally, you'll learn about the different permission options, how to use OneDrive to manage your content, and how to work simultaneously on documents with your team. If you're looking to get the most out of Microsoft Teams for file management, this is the place for you.

Why choose Microsoft Teams for file sharing?

Sharing files in Microsoft Teams isn't just about sending an attachment. The system is designed for active collaboration, allowing multiple people to edit, review, or comment on the same file simultaneously and in real time. This is especially advantageous for businesses, teachers, students, or any group that needs to continuously update documents without losing version control.

Teams integrates seamlessly with OneDrive and SharePoint, which means files are not only accessible from any device, but are also secure and centralized in the cloud. It also facilitates managing permissions and access, making it very easy to decide who can view, edit, or review each document.

Ways to share files in real time in Microsoft Teams

There are several ways to share files in Teams, adapting to the needs of both individual users and entire groups. Key options include using OneDrive, the channel file library, and the attachment feature in chats or meetings.

• OneDrive: It is the ideal option for sharing personal documents or limiting access to only certain users.
• Channel File Library: Allows all channel members to view and edit files related to common projects.
• Attachments in chats and meetings: To share files quickly and easily during a conversation or video call.

These forms of file sharing are not mutually exclusive and can be combined depending on the team dynamics. The goal is always to facilitate access and efficient collaboration.

How to share a file from OneDrive in Teams

To share a file hosted on OneDrive through Teams, follow these steps to ensure easy and secure access:

1. Enter Microsoft Teams and select OneDrive > My Files.
2. Find the file you want to share.
3. Hover over the file and click Share.
4. Enter the name, group, or email address of the people or teams you want to share the file with.
5. If you like, add a message to provide context about the file.
6. Access the sharing settings to define permissions (they can edit, review or just view).
7. You can select copy link to share the link through another channel if you need to.
8. Click on Send.

Permission flexibility is keyThis way, you can decide whether recipients can only view the file, review it (suggest changes), or actively edit it. This is a huge advantage that ensures security and control over your information.

Accessing and organizing files in Teams channels

Each Microsoft Teams channel has a specific space associated with it for storing and sharing files. This centralized file library makes it easy for all channel members to quickly find the necessary documents. for their joint projects.

• Enter the tab teams (usually on the left side of the app).
• Select the channel in question.
• Access the tab Archives at the top of the channel.

Here you can see all the files that have been shared in that channel, organize new folders, or upload more documents. Visibility is complete for channel members, ensuring a coordinated environment.

Uploading and sharing files in Microsoft Teams: step by step

Uploading files to Teams is a simple process. You can do it either in OneDrive or directly in channels. I'll explain both methods:

1. Upload a file to OneDrive from Teams

1. Open Teams on your computer and go to OneDrive.
2. Press on Add New > File Upload.
3. Select the file from your device and click on Open.

The file will be uploaded automatically and you'll have it available to share or collaborate.

2. Upload a file to a channel

1. Accede to teams and choose the desired channel.
2. In the Archives, you can either directly drag the file from your computer and drop it into the window or use Load to select files or folders.

Any member of the channel will be able to access and edit the files you upload here., which facilitates collective work.

Create new files directly in Microsoft Teams

You don't have to share only existing files: Teams allows you to create new documents using OneDrive from the same platform.

1. Sign in OneDrive from Teams.
2. Click on Add new.
3. Select the file type you want (Become, Excel, PowerPoint, etc.).
4. Give it a name and press Create.
5. The document will open ready to be edited in collaboration with your team.

This small detail allows that Creating, editing and managing files is even more agile, encouraging co-authorship.

Collaborate in real time: simultaneous editing and permissions

The great advantage of Microsoft Teams lies in its ability to work in real time on the same documentsWhen you share a file, you can define whether collaborators can edit, review, or only view. This way, several people can edit a Word, Excel, or PowerPoint presentation at the same time, seeing each other's changes almost instantly.

To share and collaborate in real time, follow these suggestions:

• From OneDrive, share the file using the menu Share and choose the appropriate permissions.
• In the permissions settings, select between: allow editing, allow review only, or read only.
• Use the option of Send to notify collaborators.
• Changes made by members are reflected instantly, even showing who is editing each part of the document.

For formal reviews, you can limit access so that other users can only make suggestions, ensuring control of the main document.

Sharing files during Microsoft Teams meetings

Another very useful feature is the option to share files in real time during a meeting or online class. This is done from the message box itself or through the function Share from the meeting toolbar.

• Push the button Share (usually identified as an up arrow icon or a rectangle with an arrow).
• Choose whether you want to present your entire screen, a specific window, or a PowerPoint or Excel file.
• If you select a file, attendees can view the content live and, if you give them permission, even collaborate on the fly.

Furthermore, You can give control of the screen to another person so you can interact directly with the content, useful for training sessions, brainstorming sessions, or shared presentations. And if you prefer, you can regain control at any time.