Learn the best practices for storing, managing, and collaborating on files using Microsoft Teams, OneDrive, and SharePoint. While the Department of Information Technology (DoIT) does not provide direct training, we recommend using official Microsoft training resources and third-party guides to help you use these tools effectively.

Applicable to: Fort Collins, Pueblo, SPUR

Affiliation: Students, Faculty, Staff

Prerequisites

You must have an active CSU Microsoft 365 account and be signed in with your CSU NetID to access Teams, OneDrive, and SharePoint.

Features

Microsoft training resources

Microsoft provides official, up-to-date training materials that cover all aspects of Teams, OneDrive, and SharePoint. These are the best place to start for learning how to navigate the Microsoft 365 environment.

For comprehensive training on Microsoft Teams, OneDrive, and SharePoint, we recommend the following Microsoft training videos:

• Microsoft Teams video training
• Microsoft OneDrive video training
• Microsoft SharePoint video training

General best practices

OneDrive for personal file storage

• Use OneDrive to store files that are personal or for individual work only.
• Files in OneDrive are tied to your CSU account and may no longer be accessible if you leave the university.
• OneDrive is best for working drafts, individual notes, or files not yet ready for sharing.

SharePoint and Teams for collaboration

• Use SharePoint and Teams for shared files, group collaboration, and cross-departmental work.
• Files in Teams/SharePoint remain accessible to team members even if individual contributors leave CSU.
• These platforms offer shared ownership, permissions management, and integrated communication tools.

Managing files and file types

• Store Microsoft 365 file types (such as Word, Excel, and PowerPoint) in Teams and SharePoint for optimal performance.
• Avoid storing CAD files or large datasets in SharePoint or Teams, as they may lead to performance issues or syncing problems.

Folder structure and metadata organization

• Maintain a flat folder structure instead of deeply nested folders (e.g., Folder > Subfolder > Sub-subfolder).
• Use metadata tags and filters to organize documents and support easy navigation.
• This structure improves accessibility and makes search and management tasks easier for all team members.

Additional resources

Although training isn’t directly provided by the department, we recommend these community and Microsoft resources:

• SharePoint Maven best practices
• Origami Connect SharePoint training
• Microsoft SharePoint user guide

Outcome

By following these best practices, you’ll ensure your files are stored in the right place, easy to access, and managed in a way that supports teamwork, retention, and performance across CSU’s Microsoft 365 environment.