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Version: 7.3

Limitations and best practices while using modern shortcuts in Teams

Introduction​

Modern shortcuts can be used across Microsoft 365 platforms, including Microsoft Teams. While modern shortcuts provide access to archived files without storing the original content in Microsoft 365, some Microsoft 365 functions and user scenarios have limitations.

This page describes the limitations that apply when using modern shortcuts in Teams, including sharing shortcuts, supported and unsupported links, guest user access, and recommended practices for compliance and offloading.

Not all Microsoft 365 link types work with modern shortcuts. The following are supported:

  • Copy link – links created for People in MSFT or People you choose
  • Share – links created using the Teams sharing flow for People in MSFT or People you choose

When sharing or referencing a modern shortcut, use these two methods.

Conversely, the following are not supported:

  • Copy path - the path copied from the detail panel
  • Copy URL - the URL copied from the browser address bar
  • Insert link – links inserted through Microsoft 365 applications (e.g., Word, Excel, PowerPoint) or other applications

Guest user access​

Guest users without a contentACCESS user account cannot access archived content through modern shortcuts, as contentACCESS sign-in is required.

Best practices for compliance​

For compliance-related jobs in Teams, consider the following practices:

  • Create a backup copy of files modified within the last 6 months
  • Run the job on a daily or weekly basis

Best practices for offloading​

For offloading jobs in Teams, consider the following practices:

  • Focus on larger files, for example files larger than 5MB
  • For files that have not been modified in the last 6 months, remove older versions and keep only the last version
  • For files that have not been modified for 2 years, convert the files to modern shortcuts
  • Run the shortcutting job monthly