What is Microsoft Teams? Need a tutorial on how to use Microsoft Teams? Microsoft MVP Jasper Oosterveld explains how to use Microsoft Teams effectively with these Teams best practices, tips, and tricks.
ShareGate's easy-to-use SaaS tools enable organizations to achieve more than ever before with Microsoft cloud technologies. In this four-part series, Jasper Oosterveld brings you up to speed on Microsoft Teams.
- Part 1: What is Microsoft Teams?
- Part 2: Teams vs channels, private channels, and Microsoft Teams integrations
- Part 3: Bots, chat, files, meetings, and activity feed
- Part 4: Governance, settings, and user adoption
Microsoft Teams is a relatively new member of the Office 365 collaboration family and—in my eyes—a promising tool that’s going to revolutionize the workplace.
My goal is to bring you up to speed, fast—so you can start using Teams within your company, or set it up for your customers.
The series is kicking off with a discussion of Microsoft Teams, Office 365 Groups, and some of the business scenarios where you might use them. Let’s go!
Collaborating with external users in Teams? Download our latest eBook, Sharing is caring: A ShareGate guide to creating a productive and secure guest sharing environment in Microsoft Teams.
What is Microsoft Teams?
Microsoft Teams is a communication and collaboration platform that combines persistent chat capabilities, video conferencing, file storage, and integration with many other Office 365 apps.
To put it simply, Teams brings together the best parts of Office 365 in a single tool. You can:
- Share ideas and expertise in private, chat-based conversations.
- Create Office Online documents within the browser.
- Integrate internal or external content & tools with different tabs.
- Leverage bots to support your daily activities and tasks.
Make Teams everyone's
Guide users towards productive and secure collaboration,
with governance that scales with you.
Microsoft Teams vs Office 365 Groups
Because of the way Groups is set up, there are a few important decisions you have to make before getting started with Teams. You will need to consider:
Microsoft Teams naming conventions
The name you choose for your newly created team impacts several aspects of Office 365, so it's important to take this step seriously. Read more on how to create an effective naming convention for Office 365 Groups.
Naming will especially affect your:
- SharePoint site collection
- Outlook email address
Imagine that one of your users gets creative and names a new team: The Project Team for the Fabrikam Project.
This results in the following email address: [email protected].
Not great, right?
The name and email address also appear in the Global Address List. Other users unfamiliar with the team will have no idea what the name and email address refer to.
Thus, I highly recommend looking into multiple domain support.
That’s great, because my colleagues immediately recognize that the name and email are related to a collaboration space within Teams.
For organizations with similar departments in multiple countries, having a naming convention is crucial.
Imagine that Contoso is present in Europe, the US, and Japan—each country with its own marketing department. This results in three marketing departments, and perhaps a global marketing department as well. Jack Jones from the US creates a team and calls it Contoso Marketing. What happens when Marieke Huizing, from the Netherlands marketing team, also creates a team?
Unfortunately, Teams doesn’t give you a heads-up to let you know that a team with that name already exists. Each team also comes with its own modern SharePoint team site, so Office 365 adds a random number behind the name of the site collection if that name already exists.
For example: https://contoso.sharepoint.com/sites/contosomarketing372.
Not only does that look ugly, it’s also confusing, and isn’t user friendly at all.
The different teams also appear in SharePoint home:
Imagine the confusion! That’s why implementing a naming convention is key to maintaining an organized environment. For example:
The above is just an example, but you get the drill—right?
SharePoint managed paths
The SharePoint site collection connected to each team is, by default, created with the managed path /sites/. This managed path is often used for classic SharePoint sites.
I recommend creating modern team sites with the /teams/ managed path, because the SharePoint Online admin center has an option to change the managed path:
Microsoft Teams provisioning
Finally, you need to think about who is going to be allowed to create Teams.
By default, every user in Office 365 can create a Microsoft Team. Every time a new team is created, a new Office 365 Group is created, too.
If you’re an Office 365 administrator, this probably sounds like a horrible situation. But if you’re an end user, this might actually sound great. You need to find a balance between maintaining control and letting it go—you need to figure out what works for your IT admin as well as your customer.
I always advise against disabling collaboration features because people will find a way to get their job done, whether it’s within—or outside of—your company walls. You do, however, want to prevent a situation where hundreds of groups are accidentally provisioned, yet nobody really knows which ones are actually being used.
For more on Groups governance, check out these three ways to manage Office 365 Groups.
Currently, I suggest that my customers turn off self-service team creation for all users within Office 365. The next step is to create a security group containing a select pool of people who can create teams, and then configuring a SharePoint list where users can request a new team.
Microsoft Teams use cases
At the end of the day, Microsoft Teams is all about collaboration.
The business scenarios where you’re most likely to benefit from using Teams is collaboration within a team, department, or project. How do you organize Teams for these scenarios?
Let’s look at how we do it within InSpark and with our customers.
Every department in our organization (e.g. HR and marketing) receives its own designated team within Teams.
We also usually create a channel (more about channels in the next part of this series) for each collaboration topic.
For example: Templates & procedures. The members of the team share expertise and collaborate on documents—all within this channel.
All of or our collaboration happens through team channels, but what about communication?
I would be lying if I said that also takes place in Microsoft Teams. Actually, all of our communication happens in Yammer. We are heavy—and enthusiastic—Yammer users. Yammer works for us, so why change?
The use of two different tools—one for collaboration, one for communication can be confusing for some people. Because of that, we’ve decided to dedicate time to driving adoption internally moving forward (more about adoption in a future blog post in this series).
A technical approach to narrowing the divide between the two tools is working with tabs. To integrate Teams and Yammer, you can use links or create a website tab:
All of our colleagues are already working in Teams daily, and they also have easy access to Yammer within the Teams app itself. Perfect!
We create a new team for each one of our customers, and every assignment or project for that customer gets its own channel. When you create a new channel, a new folder is also generated in the SharePoint document library. All content related to that project is now centrally stored in SharePoint, enabling everyone to work from SharePoint as well as Teams.
Remember, choice is good. People want to work the way they want to work. So we tried to make their lives easier by adding a link to Teams in SharePoint’s Quick Launch menu. Quick Launch allows you to link to a URL, so you can go to Teams and retrieve the URL of the general channel:
For in-depth instructions on how to add a link below one of the standard Quick Launch headings, refer to Adding links to Quick Launch in Microsoft docs.
All team members can now switch between Teams and SharePoint easily. Currently, there is a limit of 100 channels per Team. This should be sufficient for a while, but there are of course exceptions.
I hope you enjoyed the first part in this series. Stay tuned for more!
Next article in the series
Want to read more articles from Jasper? Start here:
- The SharePoint Modern Experience Is Here to Stay!
- 3 recommended udpates: org-wide chhanels, page recommendations, and Q&A in Yammer
- Microsoft Teams & Office 365: Collaboration Overload?
And check out Jasper's bi-weekly news series, 3 recommended updates!
- Version 19.11.13: SharePoint sensitivity labels
- Version 19.11.27: Microsoft Teams sensitivity labels
- Version 19.12.11: Microsoft Teams for Linux
- Version 20.01.16: Microsoft Teams-Outlook integrations
- Version 20.02.19: Support for 'People with existing access' default sharing link
- Version 20.03.11: Assign policies to a batch or group of users in Microsoft Teams
- Version 20.04.09: Multi-window chat for Microsoft Teams
- Version 20.04.23: Modern experiences for the SharePoint metadata service