Best practices for Microsoft Teams at IU

UITS recommends these best practices for effective use of Microsoft Teams at IU:

  • Creation: Though it is possible to create a new team within Microsoft Teams itself, UITS discourages this at IU. Instead, fill out the form available at Request new institutional storage; this is the only way to create a team that is approved for Critical or Restricted data.
  • Scope: Rather than having a single team for an entire organization, it is usually better to have multiple teams, each with a more focused group of people. For example, if a group is working on a project, that could be its own team. Other examples include student clubs, research labs, internal or interdepartmental committees, and teammates within an organization. If a team becomes unwieldy, with too many members or tasks, create new ones to help maintain focus and security.
  • Institutional data: Microsoft Teams is primarily meant for institutional data. What qualifies can be ambiguous, but if you were to leave the university, should the data still need to be available to others at IU? If the answer is yes, then it should be treated as institutional.
  • Channels: Every team within Microsoft Teams begins with a General channel that all members can access. In addition, you can create additional channels for more focused topics. Standard channels are available to all within the team, while private channels can be limited to a subset. You can't add members to a private channel who aren't already in the team itself, however. You may also have no more than 30 private channels in a team; if you find yourself frequently expanding the membership of your team to accommodate channel topics, consider creating new teams instead.
  • Permissions: Three permission levels are available:
    • Owner: Should be restricted to those with organizational responsibilities for the team. Owners can add and remove users, and also have the ability to delete the team itself. You are limited to 100 owners, and UITS recommends that you have at least two in any team to maintain access and security.
    • Member: This would apply to most people in the team.
    • Guest: Guest designation is for external individuals.
  • Access: For full functionality, use the Microsoft Teams application or the web app. If you'd like to access Microsoft Teams documents from File Explorer or the Finder, you can also use the OneDrive application.
  • Training: IT Training offers webinars on Microsoft Teams.

This is document bglj in the Knowledge Base.
Last modified on 2020-09-11 10:48:42.

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