Archiving a team in Microsoft Teams helps you retain all conversations and files while removing it from active view. If you are wondering how to archive team in Microsoft Teams, this guide walks you through every step, from preparation to reactivation. You will learn why archiving matters, who can do it, and how to manage archived teams effectively.
Why Archive A Team In Microsoft Teams
Archiving is not the same as deleting. When you archive a team, you keep all its data safe. The team becomes read-only. Members can still search for old messages and files, but they cannot post new ones.
This feature is useful for projects that have ended. It also works well for teams that are seasonal or temporary. You free up space in your active teams list without losing anything important.
Archiving also helps with compliance. Many organizations need to keep records of conversations and documents. Archiving preserves this data without cluttering your daily workflow.
Who Can Archive A Team
Only team owners and global admins can archive a team. If you are a member, you cannot start the archive process. You must ask an owner or admin to do it.
If you are not sure who the owner is, check the team settings. Go to the team name, click the three dots, and select “Manage team.” The owners list appears on the right side.
What Happens When You Archive A Team
When you archive a team, several things change. The team disappears from the active teams list. It moves to the “Archived” section in the Teams app. All channels become read-only. No one can send new messages, upload files, or edit existing ones.
However, the underlying SharePoint site remains active. Files and permissions stay the same. You can still access them through SharePoint or OneDrive. The Microsoft 365 group associated with the team also gets archived.
How To Archive Team In Microsoft Teams
Now we get to the main part. Follow these steps to archive a team. The process is simple and takes less than a minute.
Step 1: Open Microsoft Teams
Launch the Teams app on your desktop or use the web version. Make sure you are signed in with an account that has owner permissions for the team you want to archive.
Step 2: Find The Team
Look at the left sidebar for the list of teams. Scroll down until you see the team you want to archive. Click the three dots (ellipsis) next to the team name.
Step 3: Choose Archive Option
From the dropdown menu, select “Archive team.” A confirmation dialog box appears. It explains what archiving does. You also see an option to make the SharePoint site read-only for team members.
Check the box if you want to restrict SharePoint access. This is recommended for sensitive projects. Uncheck it if you want members to still edit files in SharePoint.
Step 4: Confirm Archiving
Click the “Archive” button. The team is now archived. It moves to the “Archived” section at the bottom of your teams list. You can still see it, but it is no longer active.
Step 5: Verify The Archive
To double-check, click the “Archived” section. You should see the team listed there. Try sending a message in any channel. You will get a notification that the team is archived and read-only.
How To Access An Archived Team
Archived teams are not gone forever. You can still view them. Here is how to access an archived team.
On Desktop Or Web
Scroll to the bottom of your teams list. Look for the “Archived” section. Click the arrow to expand it. All your archived teams appear here. Click any team to view its channels and messages.
On Mobile App
Open the Teams mobile app. Tap the hamburger menu in the top left. Scroll down to “Archived teams.” Tap it to see the list. You can browse channels but cannot post.
Searching Archived Content
You can search for messages and files in archived teams. Use the search bar at the top of Teams. Type your query. Results from archived teams appear alongside active ones. This makes it easy to find old information.
How To Reactivate An Archived Team
Sometimes you need to bring a team back. Reactivation is straightforward. Only team owners and admins can do it.
Step 1: Go To Archived Teams
Expand the “Archived” section in your teams list. Find the team you want to reactivate. Click the three dots next to its name.
Step 2: Select Reactivate
From the menu, choose “Reactivate team.” A confirmation dialog appears. It tells you that the team will become active again. Members can start posting and editing files.
Step 3: Confirm Reactivation
Click the “Reactivate” button. The team moves back to the active teams list. All channels become writable again. Files in SharePoint also become editable if they were restricted.
Best Practices For Archiving Teams
Archiving is powerful, but you should use it wisely. Follow these best practices to keep your Teams environment clean and organized.
Communicate With Members First
Before archiving, tell the team what will happen. Send a message explaining the archive date and what it means. This prevents confusion and gives members time to save important files.
Export Data If Needed
If you need a permanent record, export the team data before archiving. You can use Microsoft 365 compliance tools or third-party solutions. This is especially important for legal or regulatory reasons.
Set A Retention Policy
Consider setting a retention policy for archived teams. This automatically deletes old data after a certain period. It helps with data management and reduces storage costs.
Review Archived Teams Regularly
Check your archived teams every few months. Some may need to be reactivated. Others can be deleted if no longer needed. Deleting an archived team removes all data permanently.
Common Issues And Troubleshooting
Archiving usually works smoothly, but problems can occur. Here are some common issues and how to fix them.
Cannot Find Archive Option
If you do not see the “Archive team” option, you are not an owner. Ask a team owner or global admin to archive it. You can also request owner permissions temporarily.
Team Does Not Appear In Archived Section
Sometimes the archived team does not show up. Refresh the Teams app or restart it. If it still does not appear, check with your IT admin. They can verify the archive status in the Microsoft 365 admin center.
Cannot Reactivate Team
Reactivation may fail if the underlying Microsoft 365 group is deleted or corrupted. Contact Microsoft support if this happens. They can restore the group and reactivate the team.
SharePoint Site Still Active
If you want the SharePoint site to be read-only, you must check the box during archiving. If you forgot, you can manually restrict permissions in SharePoint settings. This is an extra step but works.
Archiving Vs Deleting A Team
Many people confuse archiving with deleting. They are very different. Here is a comparison.
- Archiving keeps all data. Deleting removes it permanently.
- Archived teams are read-only. Deleted teams are gone.
- You can reactivate an archived team. You cannot recover a deleted team without backup.
- Archiving is reversible. Deleting is not.
Use archiving for teams that might be needed again. Use deletion only when you are sure the team is no longer required.
How To Archive Multiple Teams At Once
If you need to archive many teams, doing it one by one is slow. Use PowerShell or the Microsoft 365 admin center for bulk archiving.
Using PowerShell
Install the Microsoft Teams PowerShell module. Connect to your tenant. Use the command Set-Team -GroupId [ID] -Archived $true. Repeat for each team. You can script this for hundreds of teams.
Using Admin Center
Go to the Microsoft 365 admin center. Navigate to “Groups” and then “Teams.” Select the teams you want to archive. Click the “Archive” button in the toolbar. This method is easier for non-technical admins.
How To Archive A Team Without Being Owner
If you are not an owner, you cannot archive directly. But you can request it. Send a message to the team owner explaining why archiving is needed. Provide a deadline for their action. If they do not respond, escalate to your IT admin.
Some organizations allow members to request archiving through a ticketing system. Check your company’s policies. In most cases, owners are happy to archive inactive teams.
How To Find Archived Teams In SharePoint
Archived teams still have a SharePoint site. To access it, go to the SharePoint admin center. Look for the site associated with the team. It will have a label indicating it is archived. You can still browse files and manage permissions.
If you need to restore the site to full functionality, reactivate the team first. The SharePoint site will follow suit.
How To Delete An Archived Team
Deleting an archived team is permanent. Only do this if you are sure. First, reactivate the team. Then delete it using the standard delete process. Alternatively, use PowerShell to delete the Microsoft 365 group directly.
Be careful. Once deleted, you cannot recover the data unless you have a backup. Always export important information before deletion.
Frequently Asked Questions
Can I Archive A Team In Microsoft Teams Mobile App?
No, the mobile app does not have an archive option. You must use the desktop or web version to archive a team. You can view archived teams on mobile though.
Does Archiving A Team Delete Files?
No, files are not deleted. They remain in the SharePoint site and are accessible. If you checked the box to make SharePoint read-only, files cannot be edited but are still there.
How Long Does It Take To Archive A Team?
Archiving is instant. The team moves to the archived section immediately. However, it may take a few minutes for all changes to sync across Microsoft 365.
Can Guests Access Archived Teams?
Yes, guests can still access archived teams. They can view messages and files but cannot post. Their permissions remain the same as before archiving.
What Happens To Channel Meetings In Archived Teams?
Channel meetings are preserved. Recordings, chat, and files from meetings remain accessible. However, no new meetings can be scheduled in the archived team.
Final Thoughts On Archiving Teams
Archiving is a simple yet powerful feature in Microsoft Teams. It helps you manage your workspace without losing data. Whether you are cleaning up after a project or preparing for a new quarter, knowing how to archive team in Microsoft Teams keeps your environment tidy and compliant.
Remember to communicate with your team before archiving. Export data if needed. And always test the archive to ensure it worked correctly. With these steps, you can archive teams confidently and efficiently.
If you run into issues, refer to the troubleshooting section above. Most problems have simple solutions. And if all else fails, your IT admin can help. Archiving is a team effort, after all.
Now you have all the knowledge you need. Go ahead and archive that old team. Your active list will thank you. And your data will remain safe for future reference.