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How to Manage and Archive Department Projects in Microsoft Teams

Rana Garcia Oct 10, 2026 870 views

Question details

The user needs a method to manage and archive completed department projects in Microsoft Teams, ensuring files and conversations remain accessible for long-term reference without allowing further edits.

How to Manage and Archive Department Projects in Microsoft Teams

Product: Microsoft Teams
Device & OS: not provided
Scenario: A department wants to safely freeze project data after completion, preserving chat history and making project files read-only for standard team members.
Observed behavior: Looking for the proper procedure to implement separate teams, read-only permissions, and long-term archiving for completed project resources.

Before you start

Ensure you are assigned the Team Owner role for the specific Microsoft Team you want to archive, as standard members do not have the necessary permissions to modify team status or SharePoint access.

Solution 1Recommended

Archive the Microsoft Team (Recommended)

Use the built-in archive feature in Microsoft Teams to freeze all team activity while retaining read-only access to files, chats, and channels for members.

Archiving a team is the most effective way to preserve all project data as a long-term reference. It stops conversations and file edits while keeping everything visible.

During the archiving process, you will also be prompted to lock the underlying SharePoint site, preventing members from bypassing Teams to edit project documents.

Open Team Management

Launch Microsoft Teams. At the bottom of your teams list, click on the gear icon labeled 'Manage teams'.

Initiate Archiving

Locate the specific project team in your list. Click on the 'More options' (three dots) icon next to the team name, and select 'Archive team' from the dropdown menu.

Set Read-Only Permissions

In the confirmation dialog box, check the box that says 'Make the SharePoint site read-only for team members'. Finally, click 'Archive' to complete the process.

Archive the Microsoft Team (Recommended)

Owner Edit Access: Even after the team is archived and made read-only for members, Team Owners can still edit the content, add files, or update documents.

Solution 2

Use a Dedicated SharePoint Archive Site

If you only need to retain project files and do not require chat history, you can migrate completed project documents to a central SharePoint archive site.

Free Microsoft Office alternative

Need a Reliable Suite for Your Project Documents? Try WPS Office

While Microsoft Teams handles your department's communications and archiving, WPS Office provides a free, lightweight, and powerful alternative for creating, editing, and managing your project documents.

1. Download the Installer: Visit the official WPS Office website and download the free installation package for your operating system.
2. Install WPS Office: Run the downloaded file and follow the straightforward on-screen prompts to install the suite.
3. Manage Archived Documents: Open WPS Office to seamlessly view and manage your archived project documents and spreadsheets.

Fully compatible with Microsoft Office formats, including DOCX, XLSX, and PPTXAdvanced built-in PDF tools perfect for creating secure project archivesLightweight application that runs smoothly even on older hardwareFamiliar user interface ensuring a seamless migration for your department

microsoft office alternative - wps office

Frequently Asked Questions

Can I restore an archived Microsoft Team if a project restarts?

Yes, Team Owners can easily unarchive a team. Go to 'Manage teams', find the archived team under the 'Archived' section, click the 'More options' (three dots) icon, and select 'Restore team'.

Do standard members lose access to files when a team is archived?

No, standard team members will not lose access. They can still view all files, channels, and chat history. However, they will no longer be able to edit documents, post new messages, or reply to old threads.

Are private channels archived along with the rest of the team?

Yes. When you archive a team, all standard and private channels within that team are frozen. The chat histories and files inside the private channels are preserved just like the standard channels.

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