End-User Guide to Access Content Using Microsoft Teams (Formerly Mapped Drives)

End-User Guide for Teams

This guide explains how to access files after they have been moved to Microsoft 365 Teams. Users are not expected to move their own files as part of this process. Data migrated from System Office legacy mapped drives (including R:, S:, O:, U: ) will move into Teams and Private channels that align with the legacy drive folder structure.

Teams End-User Guide

Microsoft Teams is the primary location for department, project, committee, and other shared working files. Files stored in a Team are connected to SharePoint and can be accessed from Teams, a browser, and File Explorer when synced or added as a shortcut. 

When to Use Teams 

  • Use Teams for files that belong to a department, work group, project, committee, or shared business process. 
  • Use the appropriate Team and channel so files are stored where the work happens. 
  • Use Teams when multiple people need ongoing access to the same file or folder. 
  • Use OneDrive instead of Teams for your individual working files. 

Access Teams Files in the Teams App 

  1. Open Microsoft Teams. 
  2. Sign in with your StarID@minnstate.edu credentials if you are not automatically signed in. 
  3. Select Teams from the left navigation. 
  4. Locate and open the appropriate Team. 
  5. Select the correct channel. 
  6. Select Shared at the top of the channel to view files for that channel. 
  7. Select a file to open it, or choose additional options to open it in the browser or desktop app. 

Access Teams Files in a Browser

  1. Open Microsoft Teams on the web or open the SharePoint site connected to the Team. 
  2. Sign in with your StarID@minnstate.edu credentials. 
  3. Navigate to the Team, channel, or document library that contains the files. 
  4. Open the file directly in the browser or choose Open in desktop app when needed.

Access Teams Files in File Explorer 

Teams files can be made available in File Explorer by using the OneDrive sync client.  

Option 1: Add Shortcut to OneDrive 

  1. Open the Team or SharePoint document library in a browser. 
  2. Navigate to the folder or library you need. 
  3. Select Add Shortcut to OneDrive. (Select the ellipsis if this option does not appear.) 
  4. Open File Explorer and select YourName – Minnesota State. 
  5. Open the shortcut to access the Teams files from File Explorer. 

Option 2: Sync the Library

Use this option when you regularly need quick access to an entire Teams channel or document library. This should be used sparingly. 

  1. Open the Team channel files or the SharePoint document library in a browser. 
  2. Select Sync. (Select the ellipsis if this option does not appear.) 
  3. If prompted, allow the browser to open Microsoft OneDrive. 
  4. Sign in if prompted. 
  5. After sync is set up, the library appears in File Explorer under "Minnesota State."

Working with Teams Files 

  • Open files from Teams or the browser when collaborating: This helps ensure you are working in the shared location. 
  • Use links instead of attachments when sharing documents: Send a link to the Teams file so everyone works from the same version. 
  • Use the correct channel: Files uploaded to a channel are stored with that channel. 
  • Use private channels: Files and folders in private channels are restricted to a subset of Team members. 
  • Avoid duplicate copies: Do not save separate final versions in multiple locations unless required by a defined business process. 
  • Check permissions: If someone cannot open a file, confirm they have access to the Team, channel, or private channel where the file is stored. Teams owners will be able to provide access to files within their Teams channels. 

Teams Troubleshooting 

  • If you cannot see a Team, confirm with the Team owner that you are a member of the Team. 
  • If you cannot see a private channel, confirm with the Team owner that you have been added to that private channel. 
  • If files do not appear in File Explorer, check whether the library was added as a shortcut and synced successfully. 
  • If sync errors appear, select the OneDrive cloud icon (from the lower-left of your screen) and review the error details. 
  • If you continue to have issues, please email sysavail@minnstate.edu, and include Team name, channel name, file or folder name, and any error message.
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