Syncing Teams files to your local computer
Microsoft Teams is a communication and collaboration platform that combines workplace chat, video meetings, file storage, and application integration. This article is going to explain how we use the file storage features of Teams to store and share files.
Previously, the College used network shares, such as Staff Shared, 'K: drive' or i: drive etc. These are now a thing of the past. We now store our files in the Cloud, in our Teams Files repository.
Before we begin to set this up: You should already have Microsoft Teams installed and running on your computer.
You need to be a member of the Team which you want to sync to your computer. This may be a faculty or department team, or a team which you have set up with some colleagues. (You should be able to see the Team in Teams)
Some background information, just so you know some of the pieces of the puzzle which makes this work.
Teams is one of the tools we use to Share and Collaborate with each other.
Sharepoint is a document management and Storage space
OneDrive is a tool which makes it easier to work with and sync your files across your devices.
When you see your Files in Teams, they are actually stored in the 'Sharepoint' system. Teams just accesses the Sharepoint storage to allow you to easily access and use your files within Teams, such as if you quickly need to access a file to view or edit.
OneDrive also connects to Sharepoint to allow you to synchronize your files and folder with your devices.
These instructions will show you how to sync your Team Files with your computer, using OneDrive.
Set up your computer to Sync your Teams Files
At the bottom of this article, there are video instructions showing how to perform the steps below, if you prefer that over step by step guides. In any case, you must have installed OneDrive on your computer before starting. See STEP 1 below
STEP 1: INSTALL ONEDRIVE ON YOUR COMPUTER
If you do not already have ONEDRIVE installed on your computer, please install it. If you need help, please view these instructions.
STEP 2: OPEN YOUR TEAMS CHANNEL
Within each Team, there are Channels. The General channel is created by default for each team.
In this example, the department keeps its department folders and files in the General Channel. Select the General Channel, and then click on the Files tab sync the files in the General channel to my computer.
STEP 3: OPEN THE FOLDER IN SHAREPOINT:
To access the sync tool we need, we will need to open the folder in Sharepoint.
Sharepoint is the Cloud storage system which sits in the back end of the Teams service.
Click on Open in Sharepoint
This will open a web page (you may need to log in to Office365). You will see the Channel’s file section in SharePoint. Find and click the Sync icon in the toolbar of the SharePoint page.
STEP 4: SYNC THE FOLDER IN ONEDRIVE:
When you click Sync, a permission window will pop-up asking you to confirm that you want to use OneDrive to perform the sync action. On a Mac, you may be asked if you want to open the link in OneDrive.
Click Sync now to begin. Depending on the amount of data to sync, the process could take a few minutes to complete.
STEP 5: YOUR DATA IS NOW AVAILABLE ON YOUR LOCAL COMPUTER:
Look in your file browser (File Explorer in Windows, Finder in Mac) and you will see a folder named “St Cuthberts College” (not to be confused with “OneDrive – St Cuthberts College”).
In the image above, the user has access to the Admissions files, and the ILT Department Files. These can be accessed whenever the user has access to the internet.
This is where your Team (Channel) files and folders will be synced.
- You can treat this folder like any other folder on your computer. Open and Save files to it and they will be available to other members of your Team.
- These files are synced. If you delete from your local folder, it will delete on the web version. For everyone. Deleted files can be found in the recycle bin located in the SharePoint view of your Channel files (see step 2).
- You cannot adjust permissions for this sync. Everyone who is a Team member has the ability to create and delete folders and files. Just like they do in Teams.
- Access to these files is determined by membership to the Team. It is the Team owner’s responsibility to periodically review membership to determine if access to resources is still appropriate.
- Large files saved to your local sync folder may take a few minutes to reach all team members syncing that folder.
VIDEO - Syncing your Teams Files using Mac OS