Microsoft Teams best practices with Jasper Oosterveld, MVP.
Updated on October 17, 2019.
Welcome back to my guide on becoming a Microsoft Teams rockstar! Part 1 is all wrapped up, and we're ready to rock and roll with the next part in this 4-part series.
In this article, we'll be discussing the following topics:
GUIDE TO BECOMING A MICROSOFT TEAMS ROCKSTAR:
Are you ready? I know I am!
In the first part of this series, we discussed several different scenarios where Microsoft Teams might be used to enhance collaboration in the workplace. For now, let’s focus on how Microsoft Teams can help organize work around a specific project.
Let’s say we’re starting a new project to help our customer, Fabrikam, transition to the modern workplace.
Before we create a new team, we need to double check that a team for that project doesn’t already exist. Microsoft Teams doesn’t warn you about duplicates, which can cause problems for the connected Office 365 services—like SharePoint team sites, plans in Planner, and groups in Stream—that are created along with a new team.
For example: We already have a team for everyone in our sales department called Sales.
Microsoft Teams will let me create a new team—also called Sales—with its own SharePoint site collection. But, because you can’t have two site collections with the same name, a random series of numbers will be added to the end of the new site collection URL.
In this case: https://ourtenant.sharepoint.com/sites/Sales314. Oh my—that’s going to create a lot of confusion.
What can we do to prevent this situation?
There’s a button in the lower left corner of the Microsoft Teams app called Join or create a team. Here you can see an overview of all your public teams, or search for a team by name:
A quick search shows that a team named Sales already exists!
All we have to do is hover our cursor over the sales team’s icon, select Join team, and start collaborating.
Going back to our project scenario, we can see that there’s no existing team for our customer Fabrikam. Let’s go ahead and create a new one:
We now have two options:
- Build a team from scratch
- Create one from an existing Office 365 Group or team
Let’s take a closer look at these options.
Build a team from scratch
We are able to create a new team with the following settings:
- Private: The owners need to invite colleagues to join the team.
- Public: All colleagues are able to join the team.
- Org-wide: All colleagues are automatically added to the team.
The last option has huge overlap with Yammer—a topic we’ll discuss more in the near future.
Create from an existing Office 365 Group or team
Office 365 Groups were empowering Office 365 services—like Outlook Groups and modern SharePoint team sites—long before the introduction of Microsoft Teams.
That means these services aren’t automatically connected to a team.
By selecting an existing Office 365 Group, we can reuse the existing structure and settings for our new team. Microsoft Teams lets you move away from communication through email or SharePoint news, and start using chat.
Public or private
Because the power of the modern workplace lies, in part, with the enhanced ability to share knowledge and expertise, I always recommend creating public teams.
Of course, there are exceptions—especially where sensitive information is concerned—but private teams shouldn’t be the default.
The last step is adding members and owners:
Be sure to have at least two owners per team. This guarantees a backup contact in case one of the owners isn’t available.
At the core of the Microsoft Teams app are team channels—that’s where most of the action takes place.
Every team starts with a General channel. Use this channel as the name implies—to discuss general topics related to the team's purpose.
For every other topic—i.e. Projects—create a new channel. It’s an efficient way to bundle all related content into one location.
Currently, there’s a limit of 200 channels per team, including deleted channels. You can always delete a channel if you see that it's rarely being used—in which case, the conversations will be deleted, but the documents shared within the channel will still be stored within the modern SharePoint team site.
When you’re just getting started with Microsoft Teams, there won’t be many teams listed. But be warned—once adoption increases, so will the number of team names in your sidebar. The same applies for channels within a team.
So, how can you keep your sidebar organized and easy to navigate? By selecting Show:
All your favorite teams are listed under the Your teams section, with other teams appearing under Hidden teams. The same principle applies for channels. Your favorite channels are listed directly under the General channel. You can see the other available channels by selecting Hidden channels:
You can manually change the order of the teams by selecting a team, holding the left mouse button, and moving the team up or down.
The awesomeness doesn’t stop there! There are more useful features at your disposal:
- Create links to a team or channel
- Respond to emails in a channel
- Follow a channel
- Mention a team or channel
Create links to a team or channel
Each team has a dedicated modern SharePoint team site to store all of its related documents and OneNote files.
The navigation between your SharePoint team site and Microsoft Teams isn’t great, so that’s where the Add a link feature comes in.
Copy the team link, and create a new shortcut in your SharePoint team site quick launch:
Works like a charm!
That being said, in most cases—especially after a team has been in use for a while—the Teams link should already show up in the Choose an option menu:
We also use this link within emails or chats to point colleagues to a certain team.
Respond to emails in a channel
Ideally, every member in a team saves content directly through the Microsoft Teams application or in the SharePoint team site. Unfortunately, we don’t live in a perfect world where everyone works the same way—resulting in a lot of attachments still arriving in your email inbox.
If you want to send an email to a channel in Teams, the channel email address comes in handy.
Go to the channel name and click More options > Get email address.
You can forward an email with an attachment, or reply to an email in a channel:
The email is displayed as a conversation, allowing your colleagues to respond—without sending an email reply to the original sender.
The attachment and email will also be stored in the SharePoint team site:
I'll talk a little more about files later.
Follow a channel
Following the updates of one team and of a handful of channels is doable. But what about when you're dealing with multiple teams and channels? It can become a full-time job.
By choosing the Follow option for a channel, you'll receive updates about that channel’s activity—such as when a new post is published. It's an easy way to stay up-to-date with your favorite channels.
Mention a team or channel
By using @team within a conversation, each member of the team receives a notification. The type of notification depends on each individual’s settings:
When using @channel within a conversation, each member who has favorited, or follows, the channel receives a notification.
Your team will be structured with tabs. There are three default tabs: Conversations, Files, and Wiki. I'll skip the Wiki tab because I'm not a fan. Before Wiki, we had a default OneNote tab—but no longer. Because of the change, you should always start by creating a tab to OneNote within your new team:
We always create a new section for each channel, but that’s definitely not a requirement.
Let’s look at the different available tabs:
Wow! That's a lot of tabs.
These all have different functions— from displaying Office 365 documents, to website applications, and even Power BI reports integrated with external tools.
That’s right, you can integrate an external tool within Microsoft Teams. You don’t have to exit Microsoft Teams to work with the tool—you can do it within the application.
This really shows how Microsoft Teams is evolving into the modern workplace tool for all your daily tasks. Are you missing a tab? Don’t worry! Get your smartest developer in action and start creating your own custom tabs.
Teams and channels are nothing without conversations. All conversations happen in chat, and are enhanced with the following features:
- Stickers and memes
If these aren't your thing, don’t worry. The fun features aren't mandatory, and you can also just use plain text. If you do use them, it might be a good idea to discuss how and when to implement them—either with the other project members, or within your organization.
In a future post in this series, I’ll go into more detail about Microsoft Teams-related governance.
The Files tab displays all of a team’s files, which are stored in the SharePoint team site.
No surprise there, right? The out-of-the-box shared documents library is used to store the files, with each channel within the team getting its own folder.
I'll go into more detail about the Files tab in your left sidebar in a future blog post.
You can work directly within the Microsoft Teams app with Files, or you can use SharePoint. That’s up to you, you're in charge!
Did you create a new metadata field called owner and assign owners per document? Too bad! The Microsoft Teams app won’t display your owner field. The Files interface in the Microsoft Teams app does the job, but the main disadvantage is the absence of custom metadata.
Last year, Microsoft announced a full SharePoint document library experience. Unfortunately, this has been delayed a couple of times now.
One of the greatest features in Microsoft Teams is the ability to add a document to a tab:
The tab is extended with a conversation window. All members of the team can now see the new tab:
I recommend using this feature for documents you're currently working on. For example: project plans, designs, calculation sheets, or reports.
Once you're finished with the document, you can remove the tab. The conversations will remain intact, so you don’t have to worry about that part.
That's it for this second part of my Microsoft Teams guide—I hope you enjoyed it! Are you starting to feel like a rockstar yet?
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?
With Microsoft Teams and modern SharePoint team sites being created at a record pace, how do you keep all of that content secured, protected, and retained?
Join Microsoft MVP Joanne Klein for our upcoming webinar, and learn how Office 365 features working together can help you breathe a little easier.
Thursday, November 21, 2019 @ 2:00 PM (ET)
Protect your Teams work across Office 365
Hosted by Joanne Klein
Office Apps and Services MVP