Collaborate Smarter: Why Microsoft Teams Is the Preferred File-Sharing Method at GGC

Across Georgia Gwinnett College, collaboration is central to how we work—planning courses, supporting students, coordinating projects, and working across departments. As our work becomes increasingly digital, how we share files matters just as much as what we share. 

To support secure and effective collaboration, Microsoft Teams is the recommended platform for sharing files and working together—rather than creating new shared network drives or impromptu file sharing. 

Why Microsoft Teams?

In addition to being a meeting tool, Microsoft Teams is a centralized collaboration workspace that keeps files, conversations, and people together in one place, making teamwork easier and more transparent. 

Review the following reasons to transition your school, office, or department to Microsoft Teams.

Files and Context Stay Together

Uploading files to Teams keeps the files connected to the conversations around them. This improves the ease of finding the most current version of a document as well as what changes were made and why. Essentially, you will no longer have to search across Microsoft applications to find clarification and context regarding your collaborative documents. 

Built‑In Version History and Control

Files stored in Teams support version history and control, allowing you to track changes (who, what, and when), restore previous versions as needed, and collaborate in real-time.

Easier Access Management

The owners of Microsoft Teams have control over who has membership to their team or channels. Team and channel members automatically have access to Teams files and channel conversations that belong in the channel they are members of. Removing a team or channel member will automatically remove access to all files and channel conversations. There is no need to submit an IT ticket to add/remove access or membership to Microsoft Teams. Owners can make changes at any time. 

One Workspace for Your Team

Teams and channels are the perfect space to customize documents, processes, and workflows for your school, department, or office. Each channel has a toolbar at the top that is customizable. In addition to Posts (conversations) and Shared (files) tabs, you can add tabs for any other frequently used Microsoft applications or links. Examples include:

• SharePoint sites or pages 
• External website links 
• OneNote notebook (belonging to the channel/team) 
• Microsoft Whiteboard 
• Microsoft List

Teams consolidates all the documents, apps, conversations, and collaborators for your team to make your job easier.

When Is Teams a Good Choice?

Teams is always a good choice to consider for your collaborative needs. Some best use cases include:

• Multiple people need ongoing access to the same files. 
• Files are actively viewed, edited, or discussed. 
• Team/channel membership may change over time. 
• Shared ownership and transparency are important.

What About Existing File Shares?

Not all file shares need to disappear overnight. Some legacy or specialized use cases may still require them. However, for new collaboration spaces, Teams should be your first choice. 

If you’re unsure whether a new file share is necessary—or whether a Team would work better—IT can help you decide.

Getting Started

If you already use Microsoft Teams for meetings, you’re off to a great start. Creating or joining a Team is straightforward, and many faculty and staff already have Teams spaces they can build on. 

Consider attending a virtual workshop (listed in the next section) or requesting a Software Training consultation from the Technology Consultations Bookings page. 

Upcoming Workshops

Managing Microsoft Teams and Teams Sites: Wednesday, April 22, 2026 (10 a.m. – 11 a.m.)

Topics include:

• Granting and removing access/permissions 
• Channel structure 
• Maintaining relevant/current members and documents 
• Archiving vs. deleting channels 
• Teams sites (SharePoint)

Resources

• Best Practices: OneDrive vs. Teams/SharePoint 
• Microsoft 365 
• MS Teams: Log in to Teams 
• MS Teams: “Announce” new files when you add them to a team channel 
• GroupMe Communication Alternatives