Why Microsoft Teams Is a Smart Alternative for File Management

This might be a bit of a hot take, but it’s worth saying: while a well-maintained on-prem Windows file server—or even a NAS—can offer excellent stability and performance, cloud-based tools are quickly becoming the go-to for modern businesses.

Solutions like Microsoft SharePoint bring a lot to the table: remote access, collaboration tools, and seamless integration with the Microsoft 365 ecosystem. But that doesn’t mean they’re always easy to manage—especially without an experienced IT team.

Where Microsoft Teams Comes In

Over the years, I’ve seen many clients run into challenges managing folder structures and permissions within SharePoint. It’s a powerful tool, no doubt—but it’s not the most intuitive. Without proper guidance or support, it’s easy to end up with a cluttered mess of disconnected sites and folders that eventually get lost in the shuffle.

Microsoft Teams offers a more streamlined, user-friendly approach. It allows clients to manage their file structure in a more organized and accessible way. Teams Channels act like folders, and with built-in permission controls, it’s much easier to restrict access when needed. Plus, everything ties directly into other Microsoft tools like OneNote, Planner, Tasks, and Lists—making collaboration much more cohesive.

How I Recommend Setting Up a Team for File Sharing

If you’re looking to move your file sharing into Microsoft Teams, here’s a setup process I often recommend:

1 Open Microsoft Teams

navigate to either the Teams or Chat section, depending on your setup.

2 Click Create a New Team. 

I usually suggest setting it up as a Public team so that all staff members can join and access shared files without needing an invite.

3 Give the default channel a clear and relevant name

something like “General”, “Shared Files”, or a department-specific name like “Accounting”.

4 Use additional Channels

To create top-level folders within the team. Each channel will have its own files section, and you can configure permissions separately to control access based on roles or teams.

By using Teams for file sharing, you’re giving your organization a cleaner, more manageable solution that supports collaboration—without the complexity that sometimes comes with SharePoint.