This is the transcript of the "Managing files" video.
Speaker 1:
In this video, we're going to look at managing files in Microsoft Teams. Teams is a great place to store all communal files for your school or team. Files can be stored in Teams in a couple of different places. The main area you can store files is in the Files tab of any teams channel that you're a member of. The second place you can save a file is in a chat or in a chat group. To add a new file to your Teams file space, you can drag and drop your file from your computer into the team's file area. Or alternatively, you can click on the upload button at the top of the screen. Here, you can choose between uploading a file, a folder, or a template. Files can also be uploaded, created, or modified within the OneDrive desktop app. See the video in this series around utilising the Sync app for better productivity.
When a new file doc spreadsheet or PowerPoint is required, it's best practise to create that file in your Teams file space at the commencement of your task. This way, your file is automatically saved with every change and keystroke. This is a great way to avoid accidental loss, especially on a shared device. This also helps you to avoid forgetting to upload your file after the task is completed. To create a new file, click on the plus New button and make a selection. Give your file a name and click Create. If for some reason your file is deleted by accident, you can recover these files quickly and easily. Teams is essentially a collection of products, and the file space associated with Teams is a product called SharePoint. In order to recover files, we need to move over to the SharePoint interface. In the Files tab, click on Open In SharePoint from the menu bar at the top.
If you cannot see this option, click on the three dots at the end of the top bar to see all available options. Depending on your view settings, you can select Recycle Bin from the menu on the left-hand side of the page, or from across the top of the window. You will then see a list of deleted files for that team. Check the box to the left of the file or files you wish to recover, and select the Restore button at the top of the screen. Your files will now be reinstated into the original location in your team. In order to maintain an organised file space, it's a good idea to create a structure by adding folders. To add a folder, simply click on the plus New button at the top and select Folder. Give your folder a name, choose a colour, and click Create.
The ability to quickly and easily share files in Teams is one of the great benefits of this application. Often, files will be shared out within a chat, in a post, or in a reply to a post. When this occurs, the file is placed in a Files tab in the main list. Over time, this creates a long list of files to scroll through. It can be helpful to add a file to a folder first before sharing it out, or regularly spend a little time to tidy up this space. Working with cloud-based files in Microsoft Teams is definitely a better way of working to help improve access to your files and to boost productivity.
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