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MS Teams: How to Integrate It with SharePoint, OneDrive, and Outlook

how-to-integrate-Msteams

MS Teams: How to Integrate It with SharePoint, OneDrive, and Outlook

About MS Teams

Microsoft Teams is a powerful platform for communication and collaboration in the modern workplace. It allows you to chat, call, video conference, share files, and work on projects with your colleagues in real time. But did you know that you can also integrate MS Teams with other Microsoft 365 tools, such as SharePoint, OneDrive, and Outlook, to make your work even more efficient and seamless?

How to Integrate MS Teams with SharePoint

SharePoint is a cloud-based service that allows you to create, manage, and share websites, documents, and data with your team. You can use SharePoint to store and organize your files, create workflows, build intranet sites, and more.

MS Teams and SharePoint are tightly integrated, and you can access SharePoint files and sites directly from your Teams app. Here are some ways to integrate MS Teams with SharePoint:

  • When you create a new team in MS Teams, a SharePoint site is automatically created for that team. This site acts as the central repository for all the files, folders, and data that you share with your team members. You can access this site by clicking on the Files tab in your team channel, and then clicking on Open in SharePoint.
  • You can also add a SharePoint tab to your team channel, where you can display a specific SharePoint page, list, or document library. To do this, click on the + button in the top right corner of your channel, and then select SharePoint from the list of apps. You can then choose a SharePoint site and a page, list, or library to display in the tab.
  • You can also sync your SharePoint files and folders with your OneDrive app, which allows you to access them offline and from any device. To do this, go to your SharePoint site, and then click on Sync in the top right corner. You can then choose which files and folders you want to sync with your OneDrive app.

How to Integrate MS Teams with OneDrive

OneDrive is a cloud-based storage service that allows you to store and access your files from anywhere and on any device. You can use OneDrive to back up your files, share them with others, and collaborate on them in real time.

MS Teams and OneDrive are also integrated, and you can access OneDrive files and folders directly from your Teams app. Here are some ways to integrate MS Teams with OneDrive:

  • When you share a file in a team channel or a chat, the file is automatically uploaded to your OneDrive and stored in a folder named Microsoft Teams Chat Files. You can access this folder by clicking on the Files tab in your team channel or chat, and then clicking on Open in OneDrive.
  • You can also add a OneDrive tab to your team channel or chat, where you can display a specific OneDrive folder or file. To do this, click on the + button in the top right corner of your channel or chat, and then select OneDrive from the list of apps. You can then choose a OneDrive folder or file to display in the tab.
  • You can also co-edit OneDrive files with your team members in real time, using the built-in Office apps in MS Teams. To do this, click on a OneDrive file in your team channel or chat, and then click on Edit in Teams. You can then edit the file using Word, Excel, PowerPoint, or OneNote, depending on the file type. You can also see who else is editing the file, and chat with them using the Conversation pane.

How to Integrate MS Teams with Outlook

Outlook is an email and calendar app that allows you to manage your email, schedule, contacts, and tasks. You can use Outlook to send and receive emails, create and join meetings, set reminders, and more.

MS Teams and Outlook are also integrated, and you can access Outlook features and functions directly from your Teams app. Here are some ways to integrate MS Teams with Outlook:

  • You can send an email to a team channel in MS Teams, which allows you to share valuable information and updates with your team members. To do this, go to your team channel, and then click on the More options button (three dots) in the top right corner. Then, select Get email address from the menu, and copy the email address of the channel. You can then paste this email address in the To field of your Outlook email and send it to the channel.
  • You can also schedule and join MS Teams meetings from your Outlook calendar, which allows you to coordinate and collaborate with your team members. To do this, go to your Outlook calendar, and then click on the New Teams Meeting button in the Home tab. You can then fill in the details of the meeting, such as the subject, date, time, attendees, and agenda. You can also add a Teams meeting link to any existing Outlook meeting, by clicking on the Teams Meeting button in the Meeting tab. To join a Teams meeting from your Outlook calendar, simply click on the Join Teams Meeting button in the meeting invitation.
  • You can also share your Outlook contacts with your team members in MS Teams, which allows you to easily communicate and connect with them. To do this, go to your Outlook contacts, and then select the contacts that you want to share. Then, click on the Share button in the Home tab, and choose Teams from the list of apps. You can then select a team channel or a chat where you want to share the contacts and click on Share.

Benefits of Integrating MS Teams with SharePoint, OneDrive, and Outlook

Integrating MS Teams with SharePoint, OneDrive, and Outlook can bring benefits to you and your team, such as:

  • Enhanced productivity and efficiency: You can access and manage all your files, websites, data, emails, and meetings from one place, without switching between different apps. You can also work on your files and projects in real time and sync them across your devices.
  • Improved collaboration and communication: You can share and co-edit your files and data with your team members, and chat and call them using MS Teams. You can also send and receive emails and meeting invitations to your team channels and chats and join MS Teams meetings from your Outlook calendar.
  • Increased security and compliance: You can control and protect your files and data using the security and compliance features of SharePoint and OneDrive, such as encryption, permissions, versioning, and retention policies. You can also use the audit and reporting tools of Outlook to check and manage your email and calendar activities.

Tips and Best Practices for Using MS Teams with SharePoint, OneDrive, and Outlook

To make the most out of integrating MS Teams with SharePoint, OneDrive, and Outlook, here are some tips and best practices to follow:

  • Plan and organize your team structure and channels in MS Teams and align them with your SharePoint sites and folders. This will help you to keep your files and data consistent and easy to find.
  • Use the search and filter functions in MS Teams, SharePoint, OneDrive, and Outlook to quickly find and access your files, data, emails, and meetings. You can also use the pin and bookmark features to mark your important or often used items.
  • Use the @mention and reply to functions in MS Teams, SharePoint, OneDrive, and Outlook to notify and engage your team members, and to keep track of the conversations and feedback.
  • Use the share and copy link functions in MS Teams, SharePoint, OneDrive, and Outlook to share your files and data with your team members, and to avoid sending duplicate or outdated versions.
  • Use the sync and offline functions in MS Teams, SharePoint, OneDrive, and Outlook to access and work on your files and data even when you are offline or have a poor internet connection.
  • Use the settings and preferences functions in MS Teams, SharePoint, OneDrive, and Outlook to customize and perfect your user experience, such as the notifications, themes, languages, and accessibility options.

Do you want to know more about MS Teams? Looks Microsoft Video Training here