Files and documents

Explore the Files list in Teams.

To learn more, see Files in Microsoft Teams.

Desktop

To access and share files, use the Files tab and folders since document links may not work with guests.

Select Files on the left side of Teams for quick access to all your files. Watch the video below to learn more:

https://www.microsoft.com/en-us/videoplayer/embed/RE2Mxst?market=en-us&maskLevel=20&pid=ocpVideo1-innerdiv-oneplayer&postJsllMsg=true&reporting=true

Watch this video for a quick tour of the Files list. (source: Microsoft)

iOS

To view files in a specific chat or channel

• Tap Files at the top of the conversation.

To view your recent files

• Tap More and then Files at the bottom right of the screen. From there you can also access your cloud storage files.

Android

To view files in a specific chat or channel

• Tap Files at the top of the conversation.

To view your recent files

• Tap More and then Files at the bottom right of the screen. From there you can also access your cloud storage files.

By default, OneDrive cloud storage will be available. Depending on policies set by your IT admin, you may be able to connect other cloud storage services to Teams.

Edit an Office file in Microsoft Teams

Open and edit a file directly in Teams on the desktop or, if you prefer, quickly access the file's desktop or web app to make your changes there.

To edit Word documents in Teams:

1. Open Microsoft Teams.

2. Navigate to Files to view all your documents.

3. Select and open the Word document you'd like to edit.

   Note: By default, the document will open directly in Teams, but when choosing your file, you can select More options in the file's row, then select Open in > Word desktop or Browser to open in a different window.
4. To continue editing in Word for web, select More options in the document and select Open in Browser.

Document sharing and co-authoring

Share a document

When you share your document with others and give them permission to edit, everyone's changes are made in the same document.

Windows

https://www.microsoft.com/en-us/videoplayer/embed/RE1TwOk?market=en-us&maskLevel=20&pid=ocpVideo1-innerdiv-oneplayer&postJsllMsg=true&reporting=true

Watch this video for a quick tour of sharing and co-authoring documents. (source: Microsoft)

1. In the top right corner, above the ribbon, click Share > Share.
2. Save your document in OneDrive if it's not already there.

   Note: The Share window displays if your document is not currently saved in OneDrive. Select the OneDrive option, then name your document and select OK.

3. Enter email addresses of the people you want to share with and make choices for permission you want to allow.

4. Type a message if you want, and select Send.

   The people you're sharing with will get mail from you, with a link to your document.

Web

1. In the top right corner, above the ribbon, click Share.

2. Enter email addresses of the people you want to share with, and make choices for permission you want to allow.

3. Type a message if you want, and click Send.

   The people you're sharing with will get mail from you, with a link to your document.

macOS

1. In the upper right corner, select Share.

2. Select Save to save the document to the cloud to share.

3. Select Send a Copy.

   Note: You can select to send the copy as a Word Document, PDF, or HTML.

4. Select Email as Attachment.

   Note: You also have the option to select to share with Outlook,AirDrop, Mail, Messages, Notes, and More (any extensions you have installed on your Mac).

5. Choose a Mail account provider.

6. Complete the email with invitees, add an optional note, and send.

Note: If you aren't signedin to a Mail provider, you will need to sign in.

Collaborate on Word documents with real-time co-authoring

When someone shares a Word document with you, the email you receive includes a link that opens the document in your web browser: in Word for the web. Select Edit Document > Edit in Browser.

If anyone else is working on the document, you'll see their presence and the changes they're making. We call this coauthoring, or real-time collaboration.

From here, if you'd rather work in your Word app, switch from Editing to Open in Desktop App, near the top of the window.

Open in Desktop App

Watch more here. (source: Microsoft)

You'll still be coauthoring, as long as you're a Microsoft 365 subscriber, using one of these versions of Word:

• Word 2016 for Windows

• Word 2016 for Mac

• Word on a mobile device (Android, iOS, or Windows)

If you're using an older version of Word, or if you're not a subscriber, you can still edit the document at the same time others are working in it, but you won't have real-time collaboration. To see others' changes and share yours, you'll have to save the document from time to time.

Documents with Macros (.docm)

If your document contains macros (.docm), you can still edit and collaborate. You can open and edit the content like any other document, including running macros. If you need to edit the macro code, simply check out the file, edit the code, and check it back in.