Office 365 Q & A about Microsoft Teams Access,OneDrive, O365 Groups, Shared Calendar
- 1. MS Teams Access, O365 Groups Access, OneDrive Sync and Shared Calendar Envision. Onboard. Drive Value Office 365 Questionnaire
- 2. 1 Contents Microsoft Teams Files Access Management..................................................................................................5 Objective..........................................................................................................................................................................................................5 Understanding File Access Management for MS Teams...................................................................................................5 Managing who can create Office 365 Groups...............................................................................................8 Objective..........................................................................................................................................................................................................8 Understanding Office 365 Group Permissions........................................................................................................................8 Archiving SharePoint ContentSharePoint Sync...........................................................................................9 Objective..........................................................................................................................................................................................................9 Sync SharePoint Files...............................................................................................................................................................................9 Getting a Shared Office 365 Calendar on your Android or iPhone.......................................................... 11 Objective........................................................................................................................................................................................................11 Recommended for Readers...............................................................................................................................................................11 Share a Calendar from Office 365..................................................................................................................................................11
- 3. Envision. Onboard. Drive Value Microsoft Teams Files Access Management Objective To provide guidance and best practices to work with Office 365 Groups and MS Teams Files. Describe MS Teams’ default Files access, Channel File Storage, Member Access and OneDrive File Sharing within MS Teams. Understanding File Access Management for MS Teams By default, files uploaded to MS Teams are stored in team's document library and are accessible to every member of your Team. To restrict access to the uploaded files, the author of the file must explicitly remove the access by modifying the permissions of the file in Team’s SharePoint document library. To know where the files are uploaded, let’s first understand how Channels are represented in the associated SharePoint document library. Channels and Files: Each channel in Teams has its own file store where you can upload and share files with the team members. To access the file store, go to the channel and click Files on the tabs above the conversation window. All the files uploaded to the channel are listed in Channels Files store. In the connected SharePoint site, however, each channel is represented as a Folder. All files from the channel (under Files tab) are uploaded in the Channels folder. As a group Owner, you can control access to the Files uploaded to Channel by modifying permissions assigned to the Channel’s folder or files within it. To modify the access, simply navigate to the channel folder in SharePoint Document Library and select the channel folder. In the top right pane, select the details icon to open the Details pane. In the Details pane for the channel folder, select Manage Access under “Has Access” In Manage Access pane, group owners can addremove members or change their permissions to set granular access to all channel files. Member Access: Users whose access have been removed will not be able to access the Files from both SharePoint or Teams.
- 4. Envision. Onboard. Drive Value The restricted users when trying to open a document from Teams will get the following error. No files will be visible in Files tab for the channel. In SharePoint, restricted users will not see any documents in the channels folder. No message will be displayed if the members are still added to the site. Restricted user can still participate in conversations, access wiki and add new tabs in Channel within Teams. OneDrive File Sharing: Team members with access to channel in SharePoint can anytime reference documents from their own OneDrive. Members can select files to upload using the attachment icon in channels conversation window. Select OneDrive or browse & upload from the local machine.
- 5. Envision. Onboard. Drive Value If the access for the team member is removed from the channels folder in SharePoint, the member will not be able to upload any files to the channel; and they will get a friendly message as below. It is recommended to restrict only the files in the channels folder (instead of the entire folder) if the restricted member requires files to be uploaded in Conversations or Files tab. Tips and Tricks Make sure to use the Files tab at the top of the channel conversation window instead of the Files button on the left-hand navigation pane in teams. The Files button on the navigation pane gives you access to ALL your cloud files, rather than just the files for that specific channel.
- 6. Envision. Onboard. Drive Value Managing who can create Office 365 Groups Objective To provide guidance and best practices on how to manage Office 365 Groups creation within an organization. Describe default Group OwnersMembers permissions, Managing Office 365 GroupCreation, Provisioning of Office 365 Group in Microsoft Teams. Understanding Office 365 Group Permissions Any user Licensed with Office 365 subscription that has Exchange Online and SharePoint Online service can create an Office 365 Group. Users can create an Office 365 group from any of the following services (when licensed to use): Outlook SharePointOneDrive Yammer Microsoft Teams StaffHub Planner PowerBI By default, the person who created the group is the group owner. Group members typically create their own Groups, add themselves to Groups they want to join, or are invited by other Group owners. Members can be promoted to owner status and owners can be demoted to member status anytime. Adding and removing members from an Office 365 groups has a cascading effect on other dependent cloud applications such as Teams, planner and the associated SharePoint site. For example, if you remove a member of a team, they will be removed from the Office 365 Group, as well as from the associated SharePoint site. Removing a member from the SharePoint site, however, does not replicate the access in Teams or Groups. Managing Office 365 Group Creation: To control who creates Office 365 Groups, it is recommended to Create a single security group (not an Office 365 group) to define the set of users who can create Groups in the organization. Groups created by these members will be available to all, but only these members will be able to create new Groups. Only one security group can be flagged for group creation but, you can nest other security groups as members of this group. A Security group can be created in few clicks from the Office 365 admin center. Once you have the group ready; with the member's setup, the parameters that we need to modify for the security group are called "EnableGroupsCreation" and "GroupCreationAllowedGroupId." Use AzureADPreview and follow the steps listed in the article here to make the modifications. Provisioning of Office 365 Group in Microsoft Teams:
- 7. Envision. Onboard. Drive Value When a user in your organization creates a Microsoft Team, on the backend, they are creating an Office 365 Group along with the associated SharePoint document library, OneNote notebook, along with ties into other Office 365 cloud applications. If your organization has restricted access to create groups, group owners who intend to create teams, must be enabled for Office 365 Group Creation in order to Create Teams. If the person creating the Team is an owner of an existing Office 365 Public or Private Group, they can add Teams functionality to the existing Group. Every team creates one default “General” channel in which chat messages, documents, OneNote, and other objects reside. Viewing the document library for the channel will reveal the “General” folder representing the channel in the Team. More importantly, if you create your own folder structure within a document library it does not propagate to Teams as a channel; for now, it only flows from Teams into SharePoint. Tips and Tricks Archiving SharePoint ContentSharePoint Sync Objective To provide guidance and best practices on how to archive or backup Content in a SharePoint Site. Describe how to Sync SharePoint libraries, Uploaded bulk data from personal drives or NAS storage or a File Share. Sync SharePoint Files In Office 365, you can sync SharePoint Files with your local using the new OneDrive sync client. The option to sync SharePoint files in your organization can be enabled in the SharePoint admin center settings, which will allow users to browse to a SharePoint Online site and click "Sync" to sync all contents in a document library. Follow the instructions here to setup SharePoint to sync with new Onedrive for Sync client. Uploaded bulk data: Once you Sync a SharePoint Library, it adds a folder structure in the left pane of Explorer view on your local machine. The structed is usually represented with your organizations name or Office 365 Tenant name. If your users have an Exchange-only plan, they can still create a group and get the shared Inbox and shared Calendar features of groups in Outlook, but they won’t get the document library, Planner or any of the other capabilities.
- 8. Envision. Onboard. Drive Value The easiest way to migrate any existing data from your personal drives or File Shares is to copy the data from your personal drive into the synced SharePoint library Folder. You can copy the entire folder structure including any content files to the synced SharePoint Folder on your local machine. Once you have copied the files, you will notice that the folders and files you have just pasted have a tiny icon in the left corner. This will display a green tick when the item has been created in SharePoint. Refresh the SharePoint site to verify if the content has been copied on the web. Copying Files to SharePoint has many limitations. Please refer to this article for all the limitations. Tips and Tricks If you see a lock icon on synced files in File Explorer, it means the files are synced read-only. You might not have permission to edit the files, or the library might require checkout or have required columns or metadata. If you change the files on your computer, the changes won’t sync.
- 9. Envision. Onboard. Drive Value Getting a Shared Office 365 Calendar on your Android or iPhone Objective To provide guidance and best practices on how to get a Shared Calendar on your Mobile device. Describe how Shared Calendars from Office 365 Syncs to Mobile devices for Exchange Online users. Recommended for Readers It is recommended for readers to install Microsoft Outlook app on your Mobile device as the app works great with an Office 365 account. Share a Calendar from Office 365 Office 365 Exchange users can now see Shared Calendars synced to their mobile phones. Users can share their calendar from any version of Outlook and have the same permission options available on all versions. The shared calendar will only sync to mobile phones if: The calendar is shared between users who are both hosted in Exchange Online. The calendar is accepted from a sharing invitation using Outlook on the web, iOS, or Android. If someone changes a shared calendar, all other people sharing the calendar will see the changes instantly. Although, instant syncing is enabled only if both users are in the same Office 365 tenant, or if the calendar is shared by an Outlook.com user. For more details on how to share calendars, see here. Tips and Tricks References: https://support.office.com/en-us/article/add-or-remove-members-from-office-365-groups-using-the-office-365- admin-center-e186d224-a324-4afa-8300-0e4fc0c3000a https://support.office.com/en-us/article/manage-who-can-create-office-365-groups-4c46c8cb-17d0-44b5-9776- 005fced8e618 If the shared calendar is enabled for instant syncing, and the user is viewing it on Outlook on the web, Outlook for iOS, or Outlook for Android, the new sync experience is in use. If the user views that same calendar on Outlook for PC or Outlook for Mac, they'll see the old sync experience. Currently, for the same shared calendar, changes might appear faster in Outlook on the web, Outlook for iOS, or Outlook for Android than on Outlook for PC or Outlook for Mac.
- 10. Envision. Onboard. Drive Value https://support.office.com/en-us/article/sync-sharepoint-files-with-the-new-onedrive-sync-client-6de9ede8- 5b6e-4503-80b2-6190f3354a88 https://support.office.com/en-us/article/calendar-sharing-in-office-365-b576ecc3-0945-4d75-85f1- 5efafb8a37b4?ui=en-US&rs=en-US&ad=US#bkmk_sharecalendar