Access Documents

Documents for teams can be accessed in two ways. Through Microsoft Teams or through Microsoft SharePoint. Microsoft Teams is a User Interface on top of SharePoint. Even so you upload a document to Teams it is uploaded to SharePoint as the underlying technology.

Let’s talk about how to access documents through Microsoft Teams first.

• Every team in the SMPTE SKN or Microsoft Teams has a “General” channel and every channel has a “Files” tab.
• Once you click on the “Files” tab a file list will be displayed similar to the below and you can access files by clicking on the folders if the files is not already displayed
• The top folder in the view below (called “Meeting Documents”) is pinned to the top of the view for better access.

• You will be in the “General” channel if you click on a team
• Generally, there are only a few teams which have more than a “General” channel (e.g. Standards Community, Standards Ballots and Votes etc.)
• Members are not allowed to create their own channels
  
• A circle will appear which allows you to select a file when you hover with your mouse pointer over a document

• You can also select a series of documents by holding down the CTRL key and clicking on additional files.
• Or you can hover with your mouse pointer next the document symbol and select all in list.

• Once you selected a file you can apply any of the functions in the upper menu part.
• Additional functions are sometimes available in the ellipsis menu (the 3 dots).

• An online Microsoft app like Microsoft Word will open if you click on a file with the associated file type.
• You can close a document by clicking on the “Close” button or open the document in a desktop app by clicking on “Open in Desktop App”.

• I should also point out that most of the folders of a team are read only which is indicated by the crossed-out pencil next to a file.
• The read only access is for normal team members. Owners of a team like chairs and document editors do have read and write access

• The read only access will only prevent the editing of files directly. You can still download a copy of the file and edit it locally. The revised file can then be uploaded to the drop box of the team