Microsoft Teams: Least Privilege

This guide will help you fully utilize Microsoft Teams to manage and collaborate on SharePoint files. Each department has been given their own Team Site with various channels to organize work by topic. Follow the steps below to get started!

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Accessing SharePoint Files

To access SharePoint files from within Teams, follow these steps:

1. Open Microsoft Teams and select the appropriate team from the sidebar.

2. Choose the channel related to the topic of your work (e.g., A2K - Teams_Site > Channel_Name).

3. Click on the Files tab at the top of the team window besides the Posts tab.

4. The files listed here are stored in SharePoint and are synced with the corresponding Teams channel.

Tip

Tip: The files you access in Teams are linked directly to SharePoint, so any changes made in Teams are reflected in SharePoint, and vice versa.

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Uploading and Organizing Files

To maintain an organized file structure, upload documents to the correct channel in your Team Site.

1. In the appropriate channel, click the Files tab.

2. Click Upload to add files from your computer or drag and drop them into the window.

3. Use New > Folder to create folders and organize files by topic or project.

Tip

Organizing files into folders keeps things tidy and makes documents easier to find.

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Collaborating on Documents

Collaborating in Teams allows for real-time editing and discussion within the platform. Here’s how:

1. Click on the document you want to edit within the Files tab of the relevant channel.

2. The document will open directly in Teams, where multiple team members can collaborate in real-time.

3. Use Comments or the Chat function to leave feedback or discuss changes while editing.

4. All changes are saved automatically and reflected in SharePoint.

Tip

Use @mentions in comments to tag specific team members for feedback or approval.

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Sharing Files with Team Members

You can easily share files with your team members directly from Teams.

1. From the Files tab, hover over the document you want to share and click the three dots (…).

2. Select Copy link from the dropdown.

3. Paste the link into a chat or email to share it with others.

Tip

Files shared this way retain the permissions already set within SharePoint, so no additional changes to access settings are required.

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Setting File Permissions

By default, files in a channel are accessible to all team members. However, you can customize permissions for sensitive documents.

1. Hover over the file in the Files tab and click the three dots (…).

2. Select Manage access to see the current permissions.

3. Add or remove users, and assign them the appropriate permissions (e.g., Can view, Can edit).

Tip

Best Practice**: Follow the principle of Least Privilege — only grant access to those who need it.

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Best Practices for File Management

To ensure efficient collaboration and document management, follow these tips:

• Organize Files: Use folders and clear file names to make documents easy to locate.
• File Naming Conventions: Establish and follow a consistent naming convention to avoid confusion.
• Limit External Sharing: Only share documents outside the organization when necessary, and review permissions regularly.
• Audit File Permissions: Department leads should regularly review file permissions to ensure only authorized personnel have access.

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If you need further assistance or have any questions about using Teams for document management and collaboration, please contact the IT Support Group.