File management in Microsoft Teams

Teams is the main workspace that most staff will use to access and work with channel files. Behind the scenes, those files are stored in SharePoint.

Teams and SharePoint do not contain separate copies of the same channel files. When you open, edit, rename or move a channel file through Teams, you are working with the file stored in the underlying SharePoint location.

For standard channels, each channel normally corresponds to a folder in the parent Team’s SharePoint document library. Standard channels share the same SharePoint site as the Team.

Private channels and shared channels work differently. Each has a separate SharePoint site because its membership and access can be different from the membership of the parent Team. Only people who have access to that private or shared channel can normally access its files.

To access the files for a channel

1. Open the relevant Team and channel.
2. Select the Shared tab at the top of the channel.

The Shared tab displays the files and folders associated with that channel. Files uploaded to a channel are stored in SharePoint and are available through this tab.

Access to channel files is normally determined by membership of the Team or channel:

• All members of a Team have access to the files in all standard channels.
• Members of a private channel can access the files stored in that private channel.
• Members of a shared channel can access the files stored in that shared channel.
• People who are not members may need to be added to the appropriate Team or channel, or given access to a specific file where there is a clear reason to do so.

Storing shared work in a Team provides continuity for everyone who has access to the relevant channel. It avoids relying on a file being kept only within one person’s individual working area.

Important: Files shared in a Teams chat should not be confused with channel files. Files uploaded to a channel are stored in SharePoint. Files shared in a one-to-one or group chat are normally stored in the sender’s OneDrive and shared with the people in that conversation.

Before creating or moving a file, consider both its purpose and its intended audience. Use channels to organise work at a high level. A channel might represent:

• an ongoing function or area of work
• a department or service
• a project
• a working group
• a process that generates regular conversations and files

Use folders to organise files within that area of work. For example, a project channel might contain folders for:

• meeting papers
• working documents
• reports
• communications
• completed outputs

The file should normally be stored in the channel that best matches both the subject of the file and the people who need access to it.

Standard channels

Use a standard channel when all members of the Team should be able to access the conversations and files.

Private channels

A private channel may be appropriate where only a defined group of people from the parent Team should have access.

Do not create a private channel only to reproduce a folder or because a file feels important. It should have a genuine requirement for restricted membership or a separate working space.

Shared channels

A shared channel may be appropriate where particular people need access to the channel without being added to the whole parent Team. Depending on University settings, this can include people from another Team or organisation.

Private and shared channels should be created because their membership or collaboration requirements are different, not merely as another way of organising folders.

Channels and folders

Avoid creating a separate channel for every folder or subfolder. Too many channels can make the Team difficult to navigate and can separate related conversations and files unnecessarily.

A useful principle is:

• use a channel when the work needs its own conversations, membership, meetings, apps or distinct area of activity
• use a folder when the files belong to the same area of work and should be available to the same people

Before creating folders, think about what files will be stored in the channel, how they relate to one another and how colleagues are most likely to search for them. A clear and predictable folder structure makes it easier for everyone to find the correct file without needing to search through several locations.

You could group files by:

• topic

• project

• purpose

• process

• activity

• academic or financial year, where this is genuinely useful

For example, a channel for a project might contain folders for:

• Meetings

• Working documents

• Reports

• Communications

Keep the structure as simple as possible. Avoid creating several levels of folders and subfolders unless each level has a clear purpose. Deep folder structures take longer to navigate and can also make the file’s full path unnecessarily long.

Use clear and consistent folder names that:

• describe the content accurately

• use terminology that colleagues will recognise

• avoid unexplained abbreviations

• follow a consistent approach to dates and numbering

• remain meaningful if roles or responsibilities change

Review the folder structure periodically. Projects, teams and working processes can change, so folders that were once useful may need to be renamed, reorganised or removed.

Before making a significant change, let colleagues know what is changing and where the files will be located. This helps everyone adjust to the new structure and reduces the risk of someone recreating the previous folders. You do this by adding a post into the changing channel.

You can create new files and folders or upload existing content directly within the Shared tab of a channel. This helps ensure that shared work is stored in the correct Team, channel and folder from the beginning.

Select Create or upload from the top toolbar, then choose whether you want to create a new folder or Microsoft 365 file, or upload existing files and folders from another location.

Create a new file or folder

The process for creating a file or folder is the same. The option you select from the Create or upload menu determines what is created.

1. Choose the relevant Team and channel, and open the Shared tab.
2. Navigate to the location where the file or folder should be created.
3. From the top toolbar, select Create or upload.
4. Select the item you want to create:
   • Select Folder to create a new folder.
   • Select a file type, such as Word document, Excel workbook or PowerPoint presentation, to create a new file.
5. Enter a clear and meaningful name.
   • When creating a folder, you can also choose a folder colour.
   • When creating a file, it will open so you can begin adding content.
6. Select Create.

To create a subfolder, open the parent folder and repeat the same process.

Creating a shared document directly in the appropriate channel folder means it is stored in the correct location from the beginning. This helps colleagues work from the same version and reduces the risk of duplicate copies.

You can watch the video below for a step-by-step visual guide:

Upload existing files or folders

You can upload files or folders that are already stored on your device or in another location that you can access through File Explorer.

1. Choose the relevant Team and channel, and open the Shared tab.
2. Navigate to the location where the file or folder should be created.
3. From the top toolbar, select Create or upload.
4. Select:
   • Files upload to upload one or more files.
   • Folder upload to upload a folder and its contents.
5. Select the required files or folder.
6. Wait for the upload to complete before closing Teams or leaving the page.

If on a computer or laptop, you can also drag files or folders into the open Teams folder.

⚠️ Important: Uploading creates a new copy of the content in Teams. It does not move the original item or transfer any existing version history from its previous location. This means that file integrity, including version history is not kept, even if uploading from OneDrive. To keep file integrity, use to Move option as outlined in the Managing files and folders section.

You can watch the video below for a step-by-step visual guide:

Once files and folders are stored in the Shared tab, they can be moved, renamed or deleted using the More options (…) menu next to the relevant item.

The process is generally the same for both files and folders. Folder colours are the main exception, as this option applies only to folders.

Move a file or folder

1. Select More options (…) next to the file or folder, then select Move to.
2. Navigate to the new location. Use the left navigation panel to find other available locations, including other Teams.
3. If the required location is not displayed, select More places.
4. Select the destination Team, channel and folder.
5. Once you are happy with the location, select Move here.

Using Move to transfers the original item to the new location rather than creating a separate copy. For files stored within Microsoft 365 only, this retains the file integrity including available version history.

Rename a file or folder

1. Select More options (…) next to the file or folder, then select Rename.
2. Enter the new name.
3. Select Update.

Renaming a file or folder may affect links that point to it. Check any important links after renaming or reorganising content.

Delete a file or folder

1. Confirm that the file or folder is no longer required and check whether it is still used by colleagues. Always check with the relevant people or Team Owners before deleting shared content.
2. Select More options (…) next to the file or folder, then select Delete.
3. When prompted, select Delete.

Deleting a folder also removes the files and subfolders contained within it from their current location. Do not delete shared content only because it appears unused without first checking whether another person or process still relies on it.

Apply a folder colour

Folder colours can help visually distinguish a small number of important folders within a channel.

1. Select More options (…) next to the folder, then select Folder colour.
2. Choose a colour.

Folder colours should support the structure rather than replace clear and meaningful folder names.

You can watch the video below for a step-by-step visual guide:

When staff have editing access to a Microsoft 365 file stored in a channel, multiple people can work in the same document at the same time. Changes are saved automatically, and presence indicators can show who else currently has the file open.

Comments allow colleagues to ask questions, provide feedback or discuss a particular part of a document without changing the document content itself. A comment can be attached to selected text, a cell, a slide or another part of the file, helping colleagues understand exactly what the feedback relates to.

People can reply to comments, creating a short conversation within the document. You can also use an @mention within a comment to draw a particular colleague’s attention to it.

Add a comment

Comment controls are normally available from the Review tab in Microsoft 365 applications such as Word, Excel and PowerPoint. The exact wording and position may vary slightly depending on the application and whether the file is opened in Teams, a web browser or a desktop app.

1. Open the document.
2. Select the text, cell, slide or other area that the comment relates to.
3. Select the Review tab from the ribbon.
4. Select New Comment.
   • You may also see options such as Show Comments, Previous and Next for viewing and navigating between existing comments.
5. Enter your comment.
6. Select Post comment, Post or Send, depending on the application.

Use comments when feedback should remain connected to a particular part of the document. This avoids creating a separate copy solely for reviewing or providing feedback.

• In applications such as Word and PowerPoint, highlighting text may also display a small formatting toolbar. Where available, you can select New comment from this toolbar instead of opening the Review tab.
• For more information, including instructions for comments in individual Microsoft 365 applications, visit the official Microsoft guidance.

Version history records earlier saved versions of a file stored in Teams and SharePoint. It can be used to review previous changes or restore an earlier version if information has been changed or removed accidentally.

This allows colleagues to continue working in one shared file rather than creating separate copies each time a change is made. Use Version history rather than creating repeated copies with names such as Report v2, Report_latest, Report final amended etc.

Open Version history

1. Select the relevant Team and channel, and open the Shared tab.
2. Locate the file.
3. Select More options (…) next to the file, and choose Version history.

If Version history is not displayed immediately, it may appear under an More menu (when selecting More options) or after opening the file in SharePoint.

The Version history window displays earlier saved versions of the file. Depending on the file, your access and the interface displayed, the available options may include:

• View – open an earlier version without changing the current file.
• Restore – make an earlier version the current version.
• Delete – remove a particular version where this is permitted.

Restoring an earlier version does not normally remove the other versions. Instead, the restored content becomes the current version of the file.Separate files may still be appropriate for formally approved snapshots or genuinely different outputs, but they should not be used as a replacement for normal version control.

Even when files are organised into clear folders, using Search can be the quickest way to find a particular document. This is especially useful when you know part of the file name or a word connected to its content but are unsure which Team, channel or folder it is stored in.

You can search using:

• the full file name
• part of the file name
• a distinctive keyword
• a word or phrase contained within the document, where Teams can search the file’s contents

Search for a file

1. Select the Search bar at the top of Teams, or use the Control + E keyboard shortcut.
2. Enter the file name, part of the file name or a relevant keyword.
3. Press Enter to open the full search results.
4. Select the Files filter at the top, to show file results only. You can also filter based on File type, location (In), Person or Date.
5. Select the required file to open it.

Search is useful, but it should not replace good file organisation. Clear file names and a logical folder structure make documents easier to find, understand and manage over time.

✅ Tip: In the top right, you can change between a list and grid view. A grid view can be useful when file previews help you identify the correct document.

Files and folders stored in a channel normally inherit access from that channel. This means that people who can access the channel can usually also access its files.

For this reason, access should normally be managed through Team or channel membership. Sharing individual files should be used only when someone needs access to specific content without needing access to the wider Team or channel.

Choose the most appropriate way to provide access

The most suitable option depends on how much content the person needs to access and whether their involvement is ongoing or limited to a particular file or area of work.

Avoid setting different permissions across large numbers of individual files. This can become difficult to manage and may result in people receiving inconsistent or unintended access.

Check who can access a file or folder

Use Manage access to review the people, groups and sharing links that currently provide access.

1. Select the relevant Team and channel, and open the the Shared tab.
2. Locate the file or folder.
3. Select More options (…) next to the item, and choose Manage access.
4. Review the people, groups and links displayed.

Share with named people

When someone needs access to a specific file or folder, you can share it directly with their name or University email address.

1. Select More options (…) next to the file or folder, and choose Share.
2. Enter the person’s name or University email address.
3. Select the appropriate permission from the drop-down menu.
4. Add a message if useful. This will be included in the email received by the named person.
5. Select Send.

Depending on the file type and the options available, permissions may include:

• Can view – the person can open and read the content but cannot change the stored version.
• Can review – the person can add comments or suggestions without directly editing the document. This option is available only in supported situations, such as some Word documents.
• Can edit – the person can change the file. When editing access is applied to a folder, they may also be able to add, rename, move, share or delete content within it.

Review the link settings

Before copying or sending a sharing link, open the Link settings control and check exactly who will be able to use it and what they will be able to do.

Available settings may include:

• who the link works for
• whether the recipient can view, review or edit
• whether downloading can be restricted
• whether an expiry date is available
• whether the recipient must sign in
• whether access is limited to named people

Use a link restricted to named people when access should be limited to specific individuals. Do not select a wider audience than the work requires.

If the file contains links to agendas, minutes, appendices or other supporting documents, check that the recipient can access those files as well. Sharing the main file does not automatically provide access to everything linked from it.

Before moving shared files into Teams, take time to consider what is being moved, who relies on it, where it should be stored and what may be affected. Making these decisions at the beginning will make the later Prepare, Move, Review and Resolve process more straightforward.

Understand what is being moved

• Identify where the shared files and folders are currently stored.
• Decide which content still needs to be kept.
• Check whether any formal retention requirements apply.
• Remove obsolete content only after confirming that nobody else still requires it.
• Consider whether the existing folder structure should be simplified before it is recreated in Teams.

Agree who will coordinate the move

• Agree who will be responsible for completing or coordinating the move.
• Inform colleagues who regularly use the files about what is changing.
• Make sure colleagues know when they should begin using the new Teams location.

Choose the correct destination

• Decide which Team, channel and folder best match the purpose of the files.
• Check that the destination channel includes the people who should have access.
• Identify anyone outside the destination channel who may still need access to particular content.

Identify links and other dependencies

Check whether the files are linked from or referred to in other locations, including:

• Moodle
• MyPort
• University or external websites
• emails
• other documents
• bookmarks, shortcuts or established working processes

Recording these connections before the move will make it easier to identify what may need attention afterwards.

Understand moving and copying

Moving transfers the original file to a new location. Copying or uploading creates another version in Teams while leaving the original in its previous location.

Where two copies remain, changes made to one will not update the other. Decide which location will contain the active shared version so colleagues do not continue working across separate copies.

Consider file formats and complexity

Files moved from Google may be converted to Microsoft formats. Consider whether the content includes complex formatting, formulas, charts, comments, scripts or links that may require additional checking after the move.

Before moving files into Teams, it is important to check that the content is ready and that the destination has been planned properly. This reduces the risk of failed moves, missing files, broken links, inappropriate access and duplicate versions being left in use.

The Prepare stage helps you identify and correct potential problems before the move begins, making the remaining process easier to manage and review.

Check names, paths and folder structure

Review the files and folders before moving them. Microsoft does not allow the following characters in OneDrive and SharePoint names:

" * : < > ? / \ |

Names must not begin or end with a space, and some reserved system names are also restricted. Rename any affected items before starting the move.

The complete file path, including the Teams location, folders and file name, must not exceed 400 characters. Keep names reasonably short, remove unnecessary folder levels and simplify any structure that may be difficult for colleagues to navigate.

Prepare the destination

1. Select the destination Team and channel, and open the Shared tab.
2. Open or create the folder where the content should be stored.
3. Confirm that the location is available to the intended audience.

For large collections, move the content in smaller batches. This makes it easier to identify failed or missing files, check each group and repeat part of the move if necessary.

Record access and links

Before moving the content, make a record of anything that may need to be checked or updated afterwards.

• people outside the destination channel who currently have access
• files or folders shared directly with named individuals
• links from Moodle, MyPort, websites or other systems
• links contained within documents
• bookmarks, shortcuts or processes that refer to the existing location

This information will help you review the move and resolve any access or link issues afterwards.

Files stored in Google Drive or a Google Shared Drive must first be downloaded to your computer and then uploaded into the appropriate Teams channel. If you are moving a large or complex collection, start with a smaller batch. This allows you to check that the files download, convert and upload correctly before moving the remaining content.

Download and extract the files

1. Open the relevant Google Drive or Google Shared Drive.
2. Select the files or folders you want to move.
3. Select Download.
4. Wait while Google prepares and downloads the content.
5. Open the Downloads folder on your computer.
6. If the content has downloaded as a zip file, right-click it and choose Extract all from the File Explorer toolbar on Windows.
7. Choose where the extracted content should be saved, then select Extract.

Google may place folders or multiple selected files into a zip file. Extract the zip file before uploading the content so that the individual files and folders can be opened, checked and used normally.

Upload the extracted content into Teams

1. Select the destination Team and channel, then open the Shared tab.
2. Open the folder where the content should be stored.
3. Select Create or upload, then choose:
   • Files upload to upload one or more files.
   • Folder upload to upload a folder and its contents.
4. Select the extracted files or folder from your computer.
5. Wait for the upload to complete before closing Teams or leaving the page.

You can also drag and drop the extracted files or folder from File Explorer into the open Teams channel.

🔔Reminder: Google Docs, Sheets and Slides will be converted to Microsoft file formats during the download. Do not remove or stop sharing the original content until the later Review and Resolve stages have been completed and the converted files have been checked.

You can watch the video below for a step-by-step visual guide:

Files stored on the University’s N Drive or K Drive can be uploaded directly into the appropriate Teams channel. You do not need to download them to your computer first, but you must be able to access the network drive. When working away from the University network, connect to the University VPN before starting the move.

If you are moving a large collection, divide it into smaller batches and wait for each batch to finish before starting the next.

Upload the files or folders into Teams

1. Connect to the University VPN (Global Connect).
2. Open the relevant N Drive or K Drive location.
3. Select the destination destination Team and channel, then open the Shared tab.
4. Select Create or upload.
5. Select:
   • Files upload to upload one or more files.
   • Folder upload to upload a folder and its contents.
6. Browse to the relevant network-drive location.
7. Select the required content and confirm the upload.
8. Wait for the upload to complete.

You can also drag and drop the extracted files or folder from File Explorer into the open Teams channel.

ℹ️ Note: Uploading creates new copies of the files in Teams. It does not transfer previous versions or automatically remove the original content from the network drive. Do not remove the source content until the later Review and Resolve stages have been completed.

Connect to the University VPN.

Files and folders that are already stored in another Team can be moved directly to a new channel or folder without downloading and uploading them again.

Use Move to when the destination should become the file’s new shared location. This keeps the original item within Microsoft 365 and can retain its available Version history, helping colleagues continue working from the same file rather than creating a separate copy.

Move the files or folders

1. Open the Team containing the content you want to move.
2. Select the relevant source channel, then open the Shared tab.
3. Select the files or folders you want to move.
4. From the top toolbar, select Move to.
   • For a single item, you can select More options (…) next to it and then choose Move to.
5. Select the Team, channel and folder that you want to move to. If the destination is not shown under quick access, select More places.
6. Select Move here.

The content may remain visible in its original location while the move is being processed. Do not repeat the action unless Teams reports that the move has failed. After the move, check important links and access arrangements. Do not assume that every previous sharing link or permission will continue to work unchanged.

⚠️ Important: Do not select Copy to unless two separate files are genuinely required and will be maintained independently. Using Move to within Microsoft 365 transfers the original item and can retain its available Version history.

A file may begin in OneDrive as an individual working document and later become part of a Team, project, or ongoing shared process. When this happens, move it into the appropriate Teams channel so colleagues can work from the same shared version.

Use Move to from OneDrive on the web when you want to transfer the original Microsoft 365 file and retain its available Version history.

Understand uploading and moving

• Uploading the file through Teams creates a new copy in the channel. The original remains in OneDrive, and its Version history is not transferred.
• Moving the file transfers the original item to the Teams location and can retain its available Version history.
• Copying creates another file and normally transfers only the latest version.

Use Move to when the Teams version should become the main shared file and a separate OneDrive copy is not required.

Move a OneDrive file or folder into Teams

1. Open OneDrive on the web through office.com.
2. Locate the file or folder you want to move.
3. Select More options (…) next to the item, and choose Move to.
4. Select the Team, channel and folder that you want to move to.  If the destination is not shown under quick access, select More places.
5. Select Move here.

The Teams and SharePoint locations available through Move to depend on the sites you can access and the University’s Microsoft 365 configuration.

Once the file has moved, people with access to the destination channel will receive the access normally provided by that channel. Before moving it, identify anyone outside the channel who currently has access, as they may need to be given access again afterwards.

You can watch the video below for a step-by-step visual guide:

The Review stage confirms that the files have moved successfully and are ready for colleagues to use. A completed upload or move notification only shows that the transfer has finished; it does not confirm that every file is present, opens correctly or has the appropriate access.

Compare the new Teams location with the original source and test a representative selection of files before treating the move as complete.

Check the content and folder structure

Start by confirming that the expected content is present and stored in the correct location.

• Compare the original folders with the destination in Teams.
• Check that all expected files, folders and subfolders are present.
• Look for missing, duplicated or incorrectly placed content.
• Check whether Teams reported any failed uploads or moves.
• Confirm that the content is stored in the intended Team, channel and folder.
• Make sure folder names are clear and unnecessary levels of folders have not been recreated.
• Check that colleagues will be able to understand and navigate the new structure.

Open and test the files

Open a selection of files from different folders, including each main file type that was moved. This helps identify problems that may not be visible from the folder view alone. Check that:

• the files open without errors
• the content is complete
• images, tables and other embedded content are present
• links within the documents work as expected
• the files have not been damaged or corrupted

Google Docs, Sheets and Slides are converted into Word, Excel and PowerPoint files as part of the move. Review these files carefully to make sure their layout, formatting and functionality still work as expected. Spreadsheets are particularly likely to require additional checks. Review:

• formulas and calculated totals
• charts
• conditional formatting
• data validation
• links or references to other files
• macros or other complex functions, where relevant

Confirm access and linked content

Finally, check that the files are available to the right people and that any connected content can still be accessed.

• Confirm that the intended Team or channel members can open the files.
• Check that people who should not have access have not been included.
• Identify anyone outside the channel who still needs access.
• Check that linked or supporting documents are also available to the intended audience.
• Record any access, sharing or link issues that need to be addressed during the Resolve stage.

⚠️ Important: Do not remove, stop sharing or retire the original content until the review has been completed and any significant issues have been resolved.

The Resolve stage completes the move by addressing any issues identified during the review and making sure colleagues begin working from the correct Teams location.

This stage is important because a file move is not complete while links remain outdated, access is missing or people continue using the original versions.

Correct any problems

Use the findings from the Review stage to correct problems such as:

• failed or missing uploads
• unsupported file or folder names
• paths that are too long
• duplicated or incorrectly placed content
• damaged formatting or missing document elements
• formula, conversion or functionality problems
• unexpected access or permission issues

Check the affected files again after making corrections. Contact the Service Desk where a technical issue cannot be resolved through the normal Teams, OneDrive or SharePoint controls.

Update and test links

Replace links that still point to the previous file location. This may include links in:

• Moodle
• MyPort
• University or external websites
• Microsoft 365 documents
• emails or templates that remain in use
• bookmarks and shortcuts
• procedural guidance
• forms or automated processes

Test each important link after it has been updated. Where possible, test it from the perspective of the intended audience, as a link that works for the person who created it may not work for everyone else.

Provide the appropriate access

People outside the destination Team or channel may lose access when content is moved. Review each existing arrangement and provide access again only where it is still required.

Depending on the person’s role and the amount of content they need, you may need to:

• add them to the Team
• use a private or shared channel where that better matches the audience
• share a specific file or folder with named people
• check access to linked and supporting documents as well as the main file

Do not automatically recreate broad sharing arrangements. Confirm that each person still needs access and provide only the level required.

Direct colleagues to the new location

Tell affected colleagues that the move has been completed and make it clear that the Teams location now contains the active shared version. Include:

• the destination Team, channel and folder
• when colleagues should begin using the Teams version
• whether bookmarks, shortcuts or saved links need to be replaced
• who to contact if content appears to be missing or inaccessible

This reduces the risk of colleagues continuing to update an outdated copy.

Retire the original content

Once the new location has been reviewed, any issues have been corrected and colleagues are using the Teams version:

• stop sharing the original content where appropriate
• archive or remove it in line with relevant University requirements
• make it clear that the original location is no longer active
• avoid leaving two editable versions available for ongoing use

Where the original content must remain temporarily, clearly identify the Teams version as the active copy. Staff should not continue updating both locations.

ℹ️ Note: We recommend retaining the original files in their source location, such as Google Drive or OneDrive, for at least four weeks after the move. This allows time to confirm that the content, access arrangements and links are working correctly before the originals are removed. Any retention period must still follow the relevant University records-management and retention requirements.

This checklist summarises the guidance covered in the previous accordions. Read those sections first for the full explanation of each stage and the specific steps for moving files from different locations.

Once you are familiar with the process, use this checklist as a quick reference to make sure you have completed the key actions across Prepare, Move, Review and Resolve.

Prepare

1. Identify the content: Confirm where the files and folders are currently stored and decide which content still needs to be kept.

2. Check retention requirements: Confirm whether any records-management or retention requirements apply before removing obsolete content or deciding what will happen to the originals.

3. Agree who will coordinate the move: Identify who will complete the work and inform colleagues who regularly use the files.

4. Choose the destination: Decide which Team, channel and folder best match the purpose and intended audience of the content.

5. Review the folder structure: Remove unnecessary folder levels and make sure the structure will be clear and easy for colleagues to navigate.

6. Check file and folder names: Remove unsupported characters, leading or trailing spaces and any restricted names that may prevent content from moving successfully.

7. Check path lengths: Shorten long names and deeply nested folders so that each complete file path remains within Microsoft’s current limits.

8. Create the destination folder: Open the destination channel’s Shared tab and create or confirm the folder where the content will be stored.

9. Record access and links: Note who currently has access and identify links from Moodle, MyPort, websites, documents, emails, bookmarks or other working processes.

10. Divide large moves into batches: Split large collections into smaller groups so that each batch can be checked and repeated separately if a problem occurs.

Move

1. Use the correct method: Follow the relevant guidance for Google Drive, the N Drive or K Drive, OneDrive or another existing Team.

2. Understand whether the process moves or copies the content: Uploading normally creates a new copy, while Move to transfers the original Microsoft 365 item to the destination.

3. Confirm the destination: Check the selected Team, channel and folder carefully before uploading the content or selecting Move here.

4. Wait for the process to finish: Allow each move or upload to complete before starting the next batch.

5. Record any errors: Investigate any failed files or messages reported by Teams, OneDrive or the source system.

Review

1. Compare the source and destination: Confirm that all expected files, folders and subfolders are present and that nothing is missing, duplicated or stored in the wrong location.

2. Open and test the files: Check a representative selection of files from different folders and file types to make sure they open correctly and contain the expected content.

3. Check converted or complex files: Review formatting, formulas, charts, links and other functionality, particularly where Google files have been converted into Microsoft formats.

4. Check the structure: Confirm that the files are in the intended channel and folders and that colleagues will be able to understand and navigate the new location.

5. Confirm access: Check that the intended people can open the files, that inappropriate access has not been introduced and that linked or supporting documents are also accessible where required.

Resolve

1. Correct any problems: Resolve failed moves, missing content, naming issues, formatting problems, incorrect locations or unexpected access.

2. Update and test links: Replace links that still point to the previous location and test them from the perspective of the intended audience where possible.

3. Restore appropriate access: Re-share files or folders with named people outside the destination channel where there is still a genuine requirement.

4. Direct colleagues to the new location: Confirm that the move is complete, provide the new Teams location and make it clear that this is now the active shared version.

5. Retire the original content: Once the move has been fully checked, stop sharing, archive or remove the original versions in line with University requirements.

6. Avoid two active versions: Make sure colleagues do not continue editing both the original and the Teams version.

ℹ️ Note: Retain the original files for any agreed temporary period while the new Teams location is being checked. During this time, make it clear that colleagues should work only from the Teams version.

Good file management does not end once content has been moved into Teams. Shared files and folder structures should be maintained over time so that colleagues can continue to find the correct information, work from the latest version and access only what they need.

Follow these principles when creating, sharing and maintaining files in Teams.

1. Work from the Teams version: Once a file has been moved into Teams, use the version stored in the relevant channel as the active shared document. Do not continue editing an earlier copy in Google Drive, OneDrive or a University network drive, as this can result in conflicting versions.

2. Create shared files in the correct location: When a new document belongs to a Team, project or shared process, create it directly in the appropriate channel folder. This makes its purpose and location clear from the beginning and avoids needing to move it later.

3. Avoid maintaining personal copies: Do not routinely download shared files and keep separate working copies on your computer or in OneDrive. Downloaded copies will not update when colleagues make changes to the Teams version.

4. Share links instead of attachments: Send colleagues a link to the existing Teams file rather than attaching another copy to an email or uploading it again elsewhere. This helps everyone work from the same document. Before sharing a link, confirm that the recipients have permission to open the file.

5. Use Version history: Use Version history to review changes or restore earlier content instead of creating repeated copies with names such as Version 2, Latest or Final amended.

6. Keep names clear and consistent: Use file and folder names that describe the content and make sense to the wider Team. Rename unclear or inconsistent items as part of regular maintenance, while checking whether the change may affect any important links.

7. Remove obsolete content carefully: Include shared files and folders in regular digital decluttering, but do not delete content simply because it appears old or unused. Before removing anything:

   • check whether colleagues still use or require it
   • check whether it is linked from another document, page or system
   • confirm whether any retention requirements apply
   • check that a current replacement is available where relevant

8. Review the structure regularly: Teams, projects and working processes change over time. Periodically review:

   • whether channels still have a clear purpose
   • whether folder structures remain easy to navigate
   • unclear or inconsistent file names
   • duplicate or outdated content
   • sharing links and access arrangements
   • files and folders that may no longer be required

ℹ️ Note: Good file management is a collective responsibility. A Team Owner or nominated colleague may coordinate periodic reviews, but everyone who creates, edits or shares content should follow the agreed structure and ways of working.