Teams in the Architecture
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The document is an overview of Microsoft Teams as a chat-based communication and collaboration platform, detailing its functions, types of teams, and integration with SharePoint for file management. It emphasizes modern architecture principles and the advantages of using Team and SharePoint sites for document and content management. Additionally, it offers guidance on private channels, resource organization, and security management within Teams and SharePoint environments.
Teams in the Architecture
- 1. Teams In the Architecture
- 3. Joy T. Apple Microsoft Service Adoption Specialist • Modern Workplace Strategist & lead trainer at PAIT Group • Joy of SharePoint webinar series • 12+ years working with SharePoint and other Microsoft products & technologies • Farm Administrator • Trainer • Consultant • Modern Workplace Strategist • Contributing author, validation and technical editing on several SharePoint Admin books
- 4. What IS Teams? CHAT BASED COMMUNICATION PLATFORM COLLABORATION HUB FOR IMPORTANT AND RELEVANT FILES MEETING HUB WITH BUILT IN CALL AND VIDEO CAPABILITIES MORE…
- 5. 2 Types of Teams: Public and Private PUBLIC TEAMS CAN BE JOINED BY ANYONE IN THE ORGANIZATION PRIVATE TEAMS HAVE RESTRICTED SECURITY. USERS MUST BE ADDED BY A TEAM OWNER.
- 6. Components of a Team What we see: • Posts (chat) • Files tab • Ability to add additional tabs • Channels What we don’t see (at first): • Microsoft 365 Group • SharePoint • Outlook • Planner • Group calendar
- 7. SharePoint for File Management When we start investigating Teams and its file management functionality, we begin to see that SharePoint is the content management component of Microsoft Teams. • Files shared in Teams are stored in SharePoint sites • Files shared in 1:1 or group chat are stored in the sharer’s OneDrive (baby SharePoint)
- 8. Architecture at 10,000 feet
- 9. Modern Architecture = Flat Architecture • Microsoft recommends avoiding subsites • Every site is a top-level site (site collection)
- 10. Coming from on-prem SharePoint? • Nested/child sites get broken out to be stand-alone sites • Great time to kill those in the middle subsites that were unused! • Migrated subsites will need permissions rebuilt
- 11. Sounds Overwhelming but It’s Great! • Admin portal gives us a true representation of the sites we’re working with • Nothing hidden in subsites • Fewer issues with broken permissions • Building according to permissions is best practices • Unless you’re overusing nested folders, you won’t have issues with exceeding the URL length limit • Don’t nest folders. There are good reasons. Find me later if you have questions • Microsoft has raised the site collection to 2 million, so you probably won’t hit the limit
- 12. Teams is for Teamwork Team sites are for collaboration
- 13. Traditional Team Site Usage Department/group/project specific content HR: Benefits, Wellness, Compensation IT – AD/AAD, Network, Help Desk, Servers Operations Contract or project work More secured sites on the intranet SharePoint security groups Site specific workstreams
- 14. It absolutely makes sense then that a modern team site would be the default content management tool for Microsoft Teams We already use them for: • Document management • Alerts • Flows • Dept/team announcements • Events/meetings
- 15. But Wait, There’s More! With Teams we take all our traditional SharePoint collaborative work and add to it! Better Together!Better Together!
- 16. How Teams Promotes Teamwork Messages in channels involve the whole team rather than specific folks on an email thread Channels are conducive to chat Searchable Did you know CTRL+F works in Teams? Files are organized in channels rather than hiding in emails
- 17. Channels = Folders in Document Any private channels won’t show as folders in the SharePoint library. They get their own SharePoint site. Let me say that again: Private channels get their own SharePoint site. Not a subsite; a site collection. These sites are not listed in the Admin center.
- 18. Public or Private Channel? Considering a private channel? Ask yourself these questions: “Are these people all part of the same team?” “Is it a breach of security if everyone sees the content/conversation?” • Yes: They’re all on the team. Not a big deal for security. • Then security should be about the same for everyone. No need for any private channels. • No: Different people need to be brought in. • Then a new Team, just for them is more than likely needed. They can have a true team, with additional channels and resources. • Sorta: They’re in the team but everyone should not see the content/conversation. • If it’s just a cubbyhole for a small amount of data and an occasional conversation, that’s related to the bigger team but needs little extra protection, private channel makes sense.
- 19. Tabs – Put Important Resources At Your Fingertips • Microsoft 365 applications • SharePoint resources • SP lists or libraries • 3rd party apps • Reduce context switching
- 20. Breaking Down the Architecture • SharePoint • Communication sites – Organization wide • Cannot connect to an M365 Group • Broadcast into the organization • Using Yammer? Throw a webpart on the page! • Team Sites – Department, Team, Collaborative effort • We work as a team here! • Document management • Approvals, versioning • Teams – • Access team-centric documents • Discuss and conversate • Use Tabs to access resources without having to leave Teams
- 21. Already Have a team Site and Want to Connect Teams To It? No problem! If your existing team site doesn’t have an associated Microsoft 365 Group, you’ll need to groupify it.
- 22. This Is How We Do It! • Communication sites are for company-wide information sharing • Link to these from the Home page • Depts own/manage shared assets on their own site • Plan for Teams to be folded into the architecture • Utilize the Teams created team site as the dept/business’ collaborative workspace • Security managed on site-by-site basis. As much as possible. • Tab to other SharePoint libraries to help keep “everything from being dumped in Files • Rename Documents on the site to say “Files”
- 25. Thanks for joining! Joy T. Apple @JoyOfSharePoint joytapple@paitgroup.com
Editor's Notes
- #7: Traditionally when we talk architecture, we’re referring to our SharePoint sites. Now, we need to broaden that mindset and consider all of te M36 tools, especially Teams.
- #10: How many looking to move On-SP to SPO? How many sites? May of those subsites? What about file shares? Google Drive/Docs? Lots of folders? Permissions on the folders? Subfolders?