Integration SharePoint & Microsoft Teams
Manage documents and e-mails more easily.
Microsoft Teams offers impressive capabilities for collaboration and communication. However, there is still a need for smarter storage and management of documents and emails - for example, the documents team members refer to in their chat and the emails they receive and send to external parties.
Discover how SharePoint DMS integrates with Microsoft Teams, improving the experience for Team members when working with documents and emails:
Files tab
The Files tab of a Teams site shows the documents and e-mails stored in a folder called General. This folder is automatically created in the Documents Library of a new Teams site.
By clicking New > Folder in the Teams web browser UI, you can create additional folders within the General folder. Adding a new channel to the Teams site automatically creates a new top-level folder in the Documents library - that is, a new folder at the same level as General.
Teams View in the SharePoint DMS tree structure
A Microsoft Teams site is implemented as a site collection in Office 365 SharePoint Online. Site collections corresponding to Teams are nicely displayed in the SharePoint DMS tree view of the SharePoint Online site structure within an Office 365 tenant. The following screenshot shows a SharePoint DMS tree view in Microsoft Outlook for a user who is a member of the Team named 'MacroView Consulting'. Notice how the site collection for the Team is displayed with the Microsoft Teams 'T' icon.
Unfolding the site collection for the 'MacroView Consulting Team' shows the structure we saw in the Teams web browser UI - a Documents library with top-level folders General and Design, and subfolders in General for three projects.
Clicking on a folder in the SharePoint DMS tree displays the files stored in that folder. Clicking on a file displays a formatted preview of that file. The View drop-down list directly above the file list displays all views defined for the area using standard SharePoint techniques.
SharePoint DMS makes viewing the structure of a Teams site as familiar as working with a folder structure in a Windows file share or Outlook.
You can right-click on a folder in the SharePoint DMS UI and choose Create Document Set or Folder > Folder. The new folder will also be displayed in the Teams web browser UI. Similarly, new folders created using the Teams web browser UI will be displayed in the SharePoint DMS tree.
Managing e-mails
When you right-click on a document library in the SharePoint DMS tree, the right-click menu contains a Define > SharePoint DMS Properties command. By using this command, you add content types, columns and views to the library that make the library much better for managing Outlook emails, email attachments and documents in general.
When you drag an Outlook e-mail to one of the folders in the library, SharePoint DMS will automatically record the e-mail's attributes (e.g. To, From, Subject, etc.) in corresponding metadata columns in the E-mail content type. When you select the folder's Email Messages view, the emails stored in that folder are displayed with their metadata - just as they would be in Outlook itself.
SharePoint DMS automatically names the MSG file it creates when it saves an email, preventing duplicates of that email in SharePoint Online. Back in the Teams web browser UI, saved emails are displayed with these unique names.
Search
SharePoint DMS makes it intuitive and easy to search documents and emails in SharePoint based on their content and/or metadata. You can perform searches without leaving the familiar environment of Microsoft Outlook or other Office apps. You can see formatted previews of search results and right-click on a search result to be automatically navigated to the area where the result is stored (so you can view related documents and emails). The same functionality and ease of use applies when searching for documents and e-mails stored in Teams locations.
Automatic archiving of e-mails to teams
If you open an e-mail in Outlook and click Tag and Save, you can select a Project folder in the Documents library of the SharePoint DMS Consulting Teams site. The Project code built into the Project folder name (e.g. 100) will be added as an archiving tag to the Subject of the email and the email will be saved to the Project folder.
