When everyone was pushed onto Teams in 2020 due to the COVID-19 pandemic, very few business owners could have possibly predicted the platform would work as efficiently as it did. That’s why some 280 million users have continued to work remotely or on a hybrid basis using Teams.

A wide range of features on the Microsoft platform continue to power collaborations across large enterprises and small businesses. Still, one of the most fundamental aspects of Teams is its document-sharing capability. Read on to find out how to share documents on Microsoft Teams, the benefits of document-sharing, and the security features you can expect when using Teams.

Key Takeaways

• You can share documents on Teams by selecting the paperclip emoji in an open chat, selecting your import option and sending.

• All the documents you share on Teams are saved and accessible in the “Files” tab at the top of each chat.

• Every document you share on Teams is encrypted both in transit and at rest.

How Do You Share Documents on Microsoft Teams?

Microsoft Teams is a collaborative software solution for businesses. That’s why document sharing is a fundamental feature of the platform. If you’re new to Teams, you’ll be delighted to know the process for sharing documents is pretty straightforward.

To share documents on Teams, all you have to do is follow these simple steps:

1. Open Microsoft Teams.

2. Find and select the desired team chat.

3. In your chat, select the paperclip emoji under the text box. You can also drag and drop a file.

4. Select your import option. You can choose from “Recent,” “Browse Teams and Channels,” “OneDrive,” or “Upload from my computer.”

5. Select your file. 

6. Hit “Share a link.”

If you're sharing a file uploaded from your computer, you’ll need to:

1. Select your file.

2. Select “Open.”

3. Hit the arrow emoji.

Vice President of Operations at Michael & Associates, Ben Michael, notes: 

“The great thing about sharing files in Teams is that all the files you share in each chat will be saved and can be accessed in the Files tab at the top of your chat. It's a great way to keep files organized that you're sharing with multiple people.”

What are the Benefits of Sharing Documents on Teams?

The number one benefit of sharing documents on Microsoft Teams is that it streamlines your collaborative efforts both internally across your team, as well as externally if you’re working with clients or other stakeholders.

From a business perspective, Teams is particularly helpful because it creates one, living document that everyone you’re working with can update remotely in real-time. That means you’re all working from a single source of truth — preventing duplication of effort or miscommunications.

President and Owner of insurance agency Funeral Funds of America, Randy VanderVaate, explains:

“Microsoft Teams' collaborative features significantly enhance document sharing for our insurance agency. Real-time co-authoring allows our team to work on policies and proposals simultaneously, promoting efficiency.”

Document-sharing through Teams can also significantly reduce the number of attachments constantly sent back and forth in multiple threads. 

Founder of the Law Office of Ahn & Sinowitz, Min Hwan Ahn, explains: 

“For the legal sector, where paperwork is ample, Teams can be a vital tool.

Some of the significant benefits of sharing documents on Teams include convenient access, the ability to collaborate in real-time, flawless integration with other applications from Microsoft Office, and a significant boost in organization and productivity.”

Is it Safe to Share Documents on Microsoft Teams?

When you share documents online, security will inevitably be a concern. Fortunately, documents you share through Teams benefit from a range of advanced security measures you’d expect to find with any Microsoft product.

First and foremost, access to Teams is protected by two-factor authentication and single sign-on through Active Directory. 

From there, all of the files you share on Teams chats are encrypted in transit and at rest. Once shared, your document is backed up on SharePoint, which benefits from its own form of encryption.

Min Hwan Ahn adds:

“Microsoft Teams include numerous security features, such as data encryption and compliance features, two-step authentication, and a secure mode for guest access. However, one should remember that the security standards will also be affected by user behavior, settings, and awareness of potential risks.”

That’s why you must ensure you’re using additional lines of protection when collaborating online. A Family Operating System® like Trustworthy can offer a real lifeline in these situations.

With Trustworthy, you can upload and create digital copies of all your vital family and business documents. This includes everything from tax returns and contracts to passwords for other platforms. 

Every document you upload onto Trustworthy benefits from two-factor authentication, hardware keys, and AES 256-bit encryption. You can then add collaborators or grant access to documents as and when required or download documents when prompted and share them securely through Teams.

Discover more about Trustworthy and how to use it to store and secure your important documents.

Frequently Asked Questions

How do I share a document in Microsoft Teams?

To share a document on Teams, simply go to the “Chat” function on your team, attach or drag and drop your document, and then hit “send.”

How do I share documents on Teams with external users?

If an external user is also using Teams, you can share a document with them by starting a chat and sending the document to them through that chat.

How do I share a PDF in a Microsoft Teams meeting?

You can share a PDF during a Microsoft Teams meeting by dropping your document into the meeting’s chat. It’s then instantly uploaded for all meeting participants to see.