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Egnyte for MS Teams - User Guide

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Overview 

The Egnyte for MS Teams Integration effectively merges Egnyte's file sync and sharing capabilities with Microsoft Teams, available on both its web and desktop versions. Users can safely share links and collaborate on files like Microsoft Excel, Word, and PowerPoint within Teams without switching platforms with changes being automatically saved to Egnyte storage.  It also allows the sharing of files from local machines, which are securely uploaded to Egnyte instead of native content stores like OneDrive and SharePoint. 

Benefits

  • Egnyte stores all shared and uploaded files, as well as links.
  • Preview files directly within the Microsoft Teams app.
  • Enable real-time collaboration seamlessly within Microsoft Teams, with all changes automatically saved to Egnyte.
  • Files transferred from local storage are instantly uploaded to Egnyte storage, generating a sharing link simultaneously, ready to be posted on the channel or chat without any extra steps.
  • Sharing files from Egnyte: Choosing this option generates a link that allows channel members to access the file. Folder permissions consistently adhere to the domain or folder settings within Egnyte.
  • When users are added to or removed from a channel, Egnyte automatically adds or removes them from the associated user group linked with the default folder.

Prerequisites  

  • Individual Microsoft Teams License 

  • In order to provide real-time collaboration of MS Office files, a Microsoft Office subscription is required 

  • Admin has enabled Egnyte for MS Teams integration, which means that the Egnyte app is now visible for MS Teams users. Users can see the Egnyte app on the bottom bar during post-creation. Additionally, the Egnyte Files Tab has been added to the channels, making it easier for users to access and share files. 

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Getting Started

  1. Sign into Microsoft Teams account with your Microsoft credentials.
  2. Authenticate to the Egnyte domain with your Egnyte credentials.
  3. Now, you can use Microsoft Teams integrated with Egnyte as a storage provider.  

If the Egnyte app displays a message that the integration is not enabled for your domain, contact your Egnyte admin.

Sharing Egnyte Files via Teams

Overview

You can share Egnyte content via Teams in two different ways:

  • Upload content from your local machine
    Egnyte will store the newly uploaded file in the default folder. 
  • Share links to the files from Egnyte:
    Selecting this option will generate a link within the channel folder, enabling all channel members to have access to the file with the selected permission settings. Permissions to the file are always consistent with the Egnyte domain and folder settings. 

Upload and Share Link to the Egnyte File  

  1. Start a new conversation or reply to an existing one. Write a short message and in the chat window, click on the Egnyte icon.

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  2. In the pop-up window, you can specify whether to upload a new file or select a file that already exists on Egnyte from the Recents or All Files tab.

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  3. The default folder for uploads is predefined by your Admin and the default folder path is displayed during upload. 
  4. Drag and drop the file(s) you want to upload or click browse to navigate through your local file structure. You can upload up to 5 files at once. 
  5. At this stage, the file is uploaded to Egnyte storage. Moreover, you have the option to share it with the channel. Egnyte displays the uploaded file(s), making it simple to post the sharing link. There's no need to make decisions about file permissions since the file is already in the folder linked to the channel, where all channel users have editing rights. 
  6. Once you click the Share button, the file card will open, allowing you to append additional text to the message before clicking Post.

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  7. The recipient(s) can now directly open the link to your Egnyte file from the chat window. Once the message is sent, the file card in the chat window offers various options under a horizontal three-dot menu.  
    • Preview to view the file without leaving the Teams interface 
    • Open in Egnyte to open the file in the Egnyte WebUI. 
    • Click on Co-edit to start collaboration on the file without leaving MS Teams or start co-editing with MS Office Online or Desktop.  

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Share Link to the Egnyte File

  1. Start a Teams or Chat conversation. 
  2. In the chat window, write a message and click the Egnyte icon. In the pop-up window, you can specify whether to upload a local file or select a file that already exists on Egnyte.

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  3. You have the option to select Recents to share a file from a list of recently accessed files or choose All Files to find a file within the Egnyte structure.  
  4. Once a file is selected, depending on domain and folder permissions, you can pick one of the sharing options. You can share the file to: 
    • Users with permissions – This is an equivalent of the Egnyte direct link (only Egnyte users that have permissions to the folder where the file is located will be able to open it).
    • All users in the company – This is an equivalent of the Egnyte share link with access granted to the given File Server users (only users that are part of the given Egnyte domain will be able to access it) 
    • Anyone - Anyone with access to the link can open it.

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      If domain or folder permissions settings restrict any above sharing option, it’s reflected in the MS Teams link sharing options.

  5. After the Share button is clicked, the file card is opened with information about the file and you can post a message. 
  6. Now, channel members can open the link to your Egnyte file directly from the chat window. There are additional actions after the message is sent: 
    • Preview to view the file without leaving the Teams interface 
    • Open in Egnyte to open the file in the Egnyte WebUI. 
    • Click on Co-edit to start collaboration on the file without leaving MS Teams or start co-editing with MS Office Online or Desktop. 

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Using Egnyte Files Tab 

  • For every channel and chat a dedicated Egnyte tab is automatically generated and added. The tab displays the default folder for the channel.    
  • In this folder, you can view full previews and access editing capabilities of content. Additionally, you can manage the folder by adding/deleting files or subfolders. 
  • For auto-created folders, until content is added, the folder is empty.  Any time you can upload or create a file in the default Egnyte folder without having to leave Teams.  

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Known Issues and Limitations 

  • Internet Explorer 11 is officially NOT supported by this integration. While most features should work, we are not actively working to support this browser.  



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