How to Copy, Move, Rename and Delete Files in Teams

Introduction 

Welcome to another insightful Microsoft 365 Insights video! In this video, we focus on essential document management functions within Microsoft Teams, including how to copy, move, rename, and delete files. These basic yet crucial tasks help you efficiently manage your documents, ensuring they are organised and easily accessible. 

Copying Documents in Teams 

To copy a document in Teams, navigate to the desired file and choose the "Copy to" option. This can be accessed by right-clicking the document, clicking the three dots, or using the top bar. Once you select "Copy to," a window will appear, allowing you to choose the destination for the copied document. You can duplicate the document in its current location or move it to a different team or channel. This feature is particularly useful for reusing templates or sharing documents across different teams.

Moving Documents in Teams 

Moving documents follows a similar process to copying. Select the document, choose the "Move to" option, and select the new destination. An important feature to note is the option to retain sharing links when moving a document. This ensures that any existing links used to share the document with colleagues or external contacts remain functional, saving you the hassle of re-sharing the document manually.

Renaming Documents in Teams

Renaming documents in Teams is straightforward. Select the document, right-click, click the three dots, or use the top bar to access the "Rename" option. Enter the new name and save the changes. This process is the same for both documents and folders, allowing you to keep your files organised and correctly labelled.

Deleting Documents in Teams

Deleting documents is a simple process in Teams. Select the document, right-click, click the three dots, or use the top bar to choose the "Delete" option. The document will be moved to the recycle bin, where it will remain for 30 days, giving you the opportunity to restore it if needed. This feature provides a safety net, ensuring that accidentally deleted documents can be recovered easily.

Conclusion 

Managing documents in Microsoft Teams is a seamless process that enhances your ability to organise, share, and maintain your files. By mastering these basic functions—copying, moving, renaming, and deleting—you can ensure your documents are always in the right place and accessible to the right people. The process is similar in SharePoint, providing a consistent experience across Microsoft 365. Thank you for watching, and we hope you find these tips helpful for your document management needs.