Microsoft Teams has quickly become one of the most popular collaboration tools for businesses around the world. However, when it comes to managing documents and files, Teams has its limitations. In this blog post, we’ll explore how to use SharePoint as a document repository for Teams and discuss best practices for managing files and documents.

Understanding SharePoint as a Document Repository:

SharePoint is a powerful document management system that can be used to store, manage, and share documents and files. It provides a range of features and capabilities, including version control, co-authoring, and security controls. By using SharePoint as a document repository for Teams, you can take advantage of these features and provide a centralized location for all of your files and documents.

Setting Up SharePoint for Teams

Before you can use SharePoint as a document repository for Teams, you need to set it up properly. Here are the steps:

Create a SharePoint Site:

First, you need to create a SharePoint site where you’ll store your documents. This site should be configured with the appropriate permissions and security controls.

Create Document Libraries:

Next, you need to create document libraries within your SharePoint site. These libraries should be organized in a logical manner and should reflect the way your team works.

Connect SharePoint to Teams:

Once your SharePoint site and document libraries are set up, you can connect them to Teams. This can be done by adding the SharePoint site as a tab in a Teams channel.

Managing Documents in SharePoint

Now that your SharePoint site is set up and connected to Teams, you can start managing your documents. Here are some best practices for managing documents in SharePoint:

Use Version Control:

SharePoint provides version control, which allows you to keep track of changes made to a document over time. This is especially useful when multiple people are working on the same document.

Co-Author Documents:

SharePoint also provides co-authoring capabilities, which allow multiple people to work on a document at the same time. This is useful when collaborating on a document with your team.

Use Metadata:

Metadata can be used to categorize and organize documents within SharePoint. By using metadata, you can make it easier for team members to find the documents they need.

Set Permissions:

SharePoint provides a range of security controls that allow you to set permissions for your documents. By setting permissions, you can ensure that only the right people have access to sensitive documents.

By using SharePoint as a document repository for Teams, you can take advantage of its powerful document management capabilities and provide a centralized location for all of your files and documents. With proper setup and management, SharePoint can be a valuable tool for any team looking to collaborate on documents and files.

Adnan is six time Microsoft MVP (Since 2015) with over 16 years of extensive experience with major expertise on SharePoint, SharePoint based development, Microsoft 365, Microsoft Teams, .Net Platform and Microsoft BI. He is currently working Sr Microsoft Consultant at Olive + Goose. He is MCT Regional Lead for Pakistan Chapter since 2012. He is working on SharePoint for past 12 years and worked on different intranet/intranet solutions for private & govt. sector majorly in United states and Gulf region and have experience of working with multiple Fortune 500 companies. He is a trainer, technology evangelist and also speaks in community forums.

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