SharePoint vs Microsoft Teams vs Office 365 Groups: What Should I Use When?
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The document discusses the differences and use cases for SharePoint, Microsoft Teams, and Office 365 Groups, detailing their functionalities and integrations. SharePoint is highlighted as a customizable platform for managing projects and documents, while Microsoft Teams offers collaborative features similar to Skype for Business, including persistent chat and file sharing. Office 365 Groups serve as a simpler, more accessible option for teams to manage communication and resources, although Teams may eventually supersede it in some aspects.
SharePoint vs Microsoft Teams vs Office 365 Groups: What Should I Use When?
- 1. Which Should I Use When? SharePoint vs Microsoft Teams vs Office 365 Groups:
- 2. Microsoft Strategist | Solutions Developer | Trainer Specialty: Office 365, SharePoint, and Related Tech Applications & Intranet Developer 2001 – 2009 SharePoint Developer 2009 - Present Microsoft Strategist | Trainer 2012 – Present CompTIA CTT | Microsoft MVP Published Author | Accomplished Speaker Other Roles: Microsoft Voices for Innovation (VFI) Taskforce; SUGDC community lead; Tech Speaker; Former IAMCP DC Philanthropy Chair, Board Member, and WIT Community Leader; MFCF-DC Founder; FEDSPUG and WSPDC Board Member; Former Microsoft WPC/Inspire Partner Engagement Board (PEB) Member; Tech Event Co-organizer (IT ProCamp DC, Office 365 Ramp Up and Cloud One Day) Nikkia T. Carter
- 3. Feel Free to Reach Out! Nikkia T. Carter Microsoft Tech Strategist nikkia@nikkiatcarter.me www.nikkiatcarter.me (540) 369-6058 (call/text) @ladygwenavear NikkiaTCarter
- 4. Thanks to our sponsors, hosts, and to all of you!!!
- 5. Baltimore SharePoint User Group SharePoint User Group of DC FEDSPUG/Women in SharePoint DC Flow User Group SharePoint .NET Group SPSEvents SharePoint Fest Collab365 Microsoft Tech Community
- 6. Questions? Ask Me! Please use the chat window.
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- 8. Disclaimer 9 • Microsoft cloud technology is constantly being updated. • As such, although we try to keep up to date slides, it is extremely difficult. • Please excuse any inconsistencies between our slides and the cloud. • Also, please excuse me if I fumble around if Microsoft added something or moved a button. This Photo by Unknown Author is licensed under CC BY-SA
- 9. And now, the moment you have been waiting for!
- 10. What is SharePoint? What are Office 365 Groups? What are Microsoft Teams? When would I use each? How do I get to each?
- 12. ….SharePoint "SharePoint" is shorthand that some people use to refer to one or more Microsoft SharePoint products or technologies. You can use SharePoint to set up collaborative sites to share information with others, manage documents from start to finish, and publish reports to help everyone make better decisions.
- 13. Office 365 Groups are based on Exchange technology, namely the distribution list, and include: • Email distribution list • Shared files • Group calendar • Planner • OneNote By default, any staff member can create and manage a group, making it a convenient option for small project teams and committees. …Office 365 Groups
- 14. Microsoft Teams are based on Skype for Business technology and includes: • Persistent chat and online meeting capability like Skype for Business • Shared files • You can add pieces available in O365 Groups such as: • Planner • OneNote …Microsoft Teams
- 16. Office 365 Groups • Sharing with internal and external team members • Comes with widgets for files, tasks, notes, calendar, and emails/conversations • Have the ability for adding other pre-fab widgets and connectors Good for making quick sites for projects (projects can be long term projects, reoccurring projects, or one offs)
- 17. Microsoft Teams • Conversations and Files like Office 365 Groups has except Conversations is a persistent chat board and not a distribution email list • Have the ability for adding other pre-fab widgets, connectors, and tabs for SharePoint ***My prediction: May totally replace O365 Groups at some point and O365 Groups will become a security layer only Also good for making quick sites for projects Used to be only for internal teams but that has changed. Capability to add external people as members is available now BUT can’t add External Contacts.
- 18. SharePoint • Waaayyyyy more customizable • You can make projects sites plus… • Intranet • Portals • Workflows • Dashboards • And more … Makes all types of sites including those for projects
- 20. …Office 365 Groups Note this is an overlay on top of your calendar and there is not menu to help you get to other parts of the Group. The view if you go to the Group through Mail The view if you go to the Group through Calendar The view if you go to the Group through People
- 21. …Microsoft Teams
- 22. …SharePoint Takes you to the SharePoint Home Page
- 23. A Few Things You Should Know… This Photo by Unknown Author is licensed under CC BY When you create … An Office 365 Group, a corresponding SharePoint site collection is created A Microsoft Teams, a corresponding Office 365 Group (not easy to access anymore) and SharePoint site collection is created. The O365 Group may not show up in the Groups section in your Outlook. A workaround is to go to the Teams, click on the … next to the Channel, choose Open in SharePoint then click on Conversations on the left navigation (a lot, I know). These site collections are not seen through the old SP Admin Center but you can see through the new one (still in preview) although you may see them on your SharePoint Home. You can see the distribution email list via Office 365 Groups in the Office 365 Admin Center under Groups but not the Group itself. Channels in Teams creates a folder in Files in the Office 365 Group (no longer true) and in the document library in the SharePoint site When you delete an Office 365 Group via the O365 or Exchange Admin Center, the corresponding site collection is deleted but the site collection may still be seen in the new SP Admin Center. Files They flow up and down between the connected Groups and sites and between Team and sites (not necessarily between Groups and Teams) but not conversations and emails. If you need to add content types or workflow, you need to create it in the SharePoint site. NOTE: They may only work in SharePoint, i.e. content types only show for use in the SharePoint site but not in Files in the Group or Team. Conversations in Office 365 Groups is connected to an email distribution list (Exchange) as well as a discussion board and the Conversations in Microsoft Teams is a message board (Skype for Business). Emails you send via the O365 Group will NOT be sent to you, even if you are Following the group, but you will be able to see the email via your Sent mail and in the O365 Group Conversations board.
- 24. A Few Things You Should Know… This Photo by Unknown Author is licensed under CC BY Sharing files in Teams via the message board goes to the “sharee”’s (person being shared with) OneDrive for Business in the Shared with Me section. The “sharer” (person sharing the file) can share from their O4B or from SP. If the file is shared through Files in Teams then the file goes to the main Document Library of the corresponding SP site collection. CAUTION: I would not rename or delete this library from the site collection if I were you! PowerApps can be embedded into Microsoft Teams (only mobile PowerApps though) Site collections generated by Teams or Groups is NOT a fully featured site collection as a site collection created from the SP Admin Center (this also applies to Communication sites and the Team Site created using the Create Site button on SP home). The site collection with the most feature and functionality is the Classic Team Site. Teams 5 external members can be added per internal member with no additional fee Can enforce multifactor on external members Up to 500,000 Teams per tenant, 250 Teams per user creation 200 channels per Team (including deleted channels) Members Limited to 2500 people O365 Groups can be used across site collections as a permission group BUT you can’t see the groups in SharePoint under People and Groups And yes, there is an app for that! (and by that, I mean an app for all: SharePoint, Microsoft Teams, and Office 365 Groups )
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- 26. Check out the Office 365 Roadmap and SharePoint NA 2019 Sessions https://products.office.com/en- us/business/office-365-roadmap https://sharepointna.com This Photo by Unknown Author is licensed under CC BY
- 27. Any Final Questions? Please use the chat window.
- 28. Feel Free to Reach Out! Nikkia T. Carter Microsoft Tech Strategist nikkia@nikkiatcarter.me www.nikkiatcarter.me (540) 369-6058 (call/text) @ladygwenavear NikkiaTCarter
- 29. 30 References • Office Blogs: https://blogs.office.com/en-us/ • Office 365 Customer Stories: https://products.office.com/en-us/business/office-365-customer-stories-office- testimonials • Office 365 Success Center: https://blogs.office.com/en-us/2014/09/29/accelerate-office-365-adoption-microsoft- introduces-office-365-customer-success-center/ • Fast Track: https://fasttrack.microsoft.com/ • SharePoint • Overview: https://products.office.com/en-us/sharepoint/collaboration • Help Center: https://support.office.com/en-US/SharePoint • Microsoft Teams • Overview: https://products.office.com/en-us/microsoft-teams/group-chat-software • Limits and specifications for Microsoft Teams: https://docs.microsoft.com/en-us/microsoftteams/limits- specifications-team • Help Center: https://support.office.com/en-US/Teams • Adoption: https://blogs.technet.microsoft.com/skypehybridguy/2017/10/27/tools-microsoft-teams-awareness- campaign/ • Blog: https://techcommunity.microsoft.com/t5/Microsoft-Teams-Blog/bg-p/MicrosoftTeamsBlog • News: https://news.microsoft.com/microsoft-teams/
- 30. 31 References • Office 365 Groups: https://support.office.com/en-us/article/Learn-about-Office-365-groups-b565caa1-5c40-40ef-9915- 60fdb2d97fa2 • Ignite 2017 - Matt’s List of Recommended Sessions: https://blogs.technet.microsoft.com/skypehybridguy/2017/09/16/ignite-2017-matts-list-of-recommended-sessions/ • SharePoint Conference NA 2018 (News) - https://sharepointna.com/#!/news
Editor's Notes
- #6: Attend and participate