How to Archive Teams and Folders in Microsoft Teams

Common Questions

  • How do I keep files and conversations from a Team I no longer use?
  • How can I reduce the number of active Teams showing in my app?
  • Will a Team I no longer use be deleted automatically?
  • How do I restore an archived Team?
  • Can I archive a specific folder instead of the whole team?

Overview

Microsoft Teams are powerful collaboration tools, often created for specific projects or departments. Once a Team has served its purpose, you may want to preserve its content as read-only without keeping it active.

While Teams themselves can be archived as a whole, archiving specific folders within Teams (via SharePoint) requires different steps.  Team owners can make folders read-only or move them to a read-only archive folder to preserve their contents separately.  

What Archiving Means

Archiving a Team puts the entire Team into a read-only state:

  • All conversations and files remain available to team members.
  • Members can view and download files but cannot post new messages or edit files.
  • Archived Teams appear labeled as such and reduce clutter in your Teams app.
  • Team owners can restore an archived Team anytime to resume activity.

For specific folders, although you cannot archive them like a Team, you can protect their contents by making the folder read-only or moving it to an archive directory in SharePoint.

How to Archive a Team

  1. From combined chat and channels or the separate teams view, select More list options More options button
  2. Select Your teams and channels Teams button to be taken to Your teams page.
  3. Under All, find the name of the team you want to archive, point to reveal, then select More options More options button > Archive team Archive Team button

To prevent people from editing the content in the SharePoint site associated with the team, select Make the SharePoint site read-only for team members (team owners will still be able to edit this content).

What Happens to Files in an Archived Team

  • Files remain stored in the team’s connected SharePoint site and are viewable in read-only mode.
  • Members cannot upload or edit files while the Team is archived.
  • Admins or owners can manage files and permissions directly via SharePoint.

Restoring an Archived Team

  1. From combined chat and channels or the separate teams view, select More list options More options button
  2. Select Your teams and channels Teams button to be taken to Your teams page.
  3. Locate the archived team under the Archived section.
  4. Click More options (⋯) and select Restore.

Archiving Specific Folders

You cannot archive a folder in Microsoft Teams or SharePoint in the same way as a Team. However, Team owners can use these methods to "archive" folders:

  • Make an "Archive" folder or channel read-only:
    1. Create an “Archive” folder or channel.
    2. Go to the Teams channel’s Files tab and select Open in SharePoint.
    3. Find the folder, click the More options (⋯), then Manage access.
    4. Select Groups and change the Team Members group permissions from "Can edit" to "Can view" to prevent changes.
  • Move folders and files to the archive folder:
    1. Team owner can move inactive files and folders into read-only archive folders. 
    2. Team members will be able to view the files but won't be able to delete, modify or download.

Team Expiration Policy

  • A Team or Archived Team remains active if used or accessed at least once every 180 days.
  • If inactive, Microsoft 365 sends warning emails to the Team owner(s) 30, 15, and 1 day before deletion.
  • If no action is taken, the Team and its contents will be deleted.

Need Help?

If you need assistance archiving, restoring, or managing a Team, contact the Bowdoin College Service Desk.

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