Search and find files using Microsoft Teams Application

If you are paying attention in Microsoft Team app, while searching for a file, you may get plenty of easy steps to do this within a minute.  In this guide, we are going to explore how you can find, upload, share the files in Microsoft Teams along with the search filters.

1. Table of Contents

   Upload and share files

You can upload and share work related files to work with other users in Microsoft Teams. Below are the steps, how you can do this:

• First, select and attach a file from a channel, which you want to share.
• Under a message box, in a channel, choose Attach files. Now, you can select how you want to attach the file:
  • Recent: Attach some recent files.
  • Browse Teams and Channels: You can attach files from a channel or team.
  • OneDrive: Here you can select single or multiple files or documents from a OneDrive for your Business account.
  • Upload files from my computer: You can upload files from your computer.
• Now, select a file>Open.
• If you would like, add a message then use @ and mention the user in your post.
• Select Send and it will send your file.

Upload files or single file to the Files tab

• You can see, every channel has a tab of Files. Here, you will find everything that has been shared by the team members there.
• You can select Upload>Files or Folder.
• Now choose your files.

Search and filter people/users and files

In case you are looking for only one person or file in Microsoft Teams, you can use the Search bar to find whatever you need.

How to search for people?

• At the top of Microsoft Teams, you can use the Search bar if you want to find people of file.
• Now, type in a name.
• If you prefer, select the suggested names, which appears, or you can press Enter to get more search results against your search query.
• Now, select a person, alternatively, you can view more people results by selecting, More people or selecting the People tab.
• On the People tab, you can view additional contacts cards related to your search or the people you are looking for.
• Select one, and this well let you go directly to a chat with the selected person.

How to search for files?

• You can use the Search bar to find a file or multiple files.
• Types in file keywords then press Enter.
• Select a file from the given result, or you can look for more file results, therefore, you can select More files or select the Files tab.
• Filter files is based on the followings:

• • Team – It shows the files from a channel or a team.
  • File Type – You can filter files by the type of file.
  • Modified by – You can see files edited by a specific user.
  • Date – You can filter the files by date.

• If you want to reset file filters, select Clear all.
• Select a file result; it will expand more features so that you can learn more about it.
• Now, select Open file to open it and view it in your system’s browser.

3. Search and filter messages

Using the search and filter of messages, you can find and filter messages with the Search bar in Microsoft Teams. Here are the steps how you can do this:

How to search for a message?

• First, select the Search bar, which is available at the top of your MS Teams app.
• Now, type in message the keywords and hit Enter.
• When the messages results appear, toggle between the Top results and the Latest results.
• If you want to view more message results, you can select More messages or select the Messages tab.

How to filter message results?

• When you view more message results, you can filter them on the basis of below mentioned points:

• Type– If will filter messages from the chats or channels.
• Teams and channels– It will filter messages from the specific channel or team.
• From– It can be used to filter messages from a specific user.
• Date– It will sort all the messages by date.
• @mentions – You can use this to filter messages based on the @mentions.
• Has attachments – Filter the messages that have attachments.
• Hide apps & bots – It will hide the message results sent from applications and BOTS.
• If you want to clear the filters, select Clear all.
• Alternatively, if you want to expand and learn more about the particular message, select Go to message in a messages result to see more messages in the Teams chat.

How to search for a message in a chat or channel?

• In a chat or channel, you can press Ctrl + F and then type in your keywords, and the hit Enter.

You will see all message results appear in the search results pane. 

4. Tips for Teams files

Using Microsoft Teams, you can see plenty of ways to find, share, and store the files to collaborate with other users. Here are a few commands you can use for the Teams files:

How open a file and work with others

• First, go to the file, which you want and add then select More attachment options(…) to open the file.
• Select where to open a file:
  • Teams (as default): If you want to open a file in Teams app only.
  • Desktop app: You can open a file in your PC’s desktop version of the Teams app.
  • Browser: Using this option you can open a file in the browser version of the Teams app.
• You can also work on a file simultaneously as your teammates for real-time collaboration.

How to turn a file into a tab?

• Go to the file you want and add then select More attachment options(…) > Make this a tab.

How to use the Files tab in a channel?

• In a channel, you can use the Files tab, it will help you to find, organize, and share the files.
• If you want to pin a file to the top of the list, select a file, then select Show actions(…)>Pin to top.
• Now, select Upload to add a file/folder to the channel. A copy will start appearing in your Files

There is no need to upload another version as any teammate can open the file/folder, which you have added here.

How to share a file from the Files tab in a channel

• Select a file to share and then select Copy link if you want to create a link.
• Now, select a permission level if you would like.
• Finally, you can share the link with your teammate in a chat or post.