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Teams (Microsoft): Organizing

Plan Ahead

Plan ahead by defining your goals and organizing your structure before creating channels. Shown below are some examples of how you can start planning your channels.

  Department Channels

  • General
  • Marketing
  • Strategy and Planning

 Class Channels

  • General
  • Announcements and requests
  • Assignments
  • Week 1: Poetry

  Study Group Channels

  • General
  • Study Tips
  • Resources
  • Fun stuff

Team Owner

The person who creates the team. Team owners can make any member of their team a co-owner when they invite them to the team or at any point after they’ve joined the team. Having multiple team owners lets you share the responsibilities of managing settings and membership, including invitations.

Team Members

Members are the people in the team. They talk with other team members in conversations. They can view and usually upload and change files. They also do the usual sorts of collaboration that the team owners have permitted.

Adding Team Members

If you're a team owner, you can add someone to a team. If you're not a team owner, you can submit a request, and the team owner will accept or deny it.

To add members to a team:

If you're a team owner, go to the team name in the teams list and click More options Add member.

add member to a Teams channel

If you’re a team owner, go to the team name and click More options  > Get link to team. Click Copy and send the link to the person you want to invite to your team.

That person can simply paste the link into any browser to join the team.

Note: Currently, guests can't join a team via a link or code.

link to team

When you send someone a code for joining a team, they can join directly—you won’t get a join request. You can use the code as many times as you want.

If you’re a team owner, go to the team name and click More options  > Manage team

manage team

1. Select the Settings tab 

2. Select Team code > Generate. Click Copy.  

team code setttings

Share the code with your invitees however you choose—send the code to a single person via chat or write it on a white board for a whole room full of people.

People can use the code on the Suggested teams screen.

Channels

Teams are made up of channels. Each channel is built around a topic, like “Team Events,” a department name, or just for fun. Channels are where you hold meetings, have conversations, and work on files together.

NOTE: Make sure to plan your channel names and privacy settings.

  • You cannot delete and reuse the same name.
  • Decide if you want private channels for smaller groups within your team.

Private Channels

Private Channels

Use Private channels to create focused spaces for collaboration within your team or to limit collaboration to small groups in your team.

For example, a private channel is useful in these scenarios:

  • A group of people who require a focused space to collaborate without having to create a separate team.
  • A subset of people in a team who need to discuss sensitive information, such as budgets, resourcing, strategic positioning etc.

Guide for Team Owners (Video: 2:41)

Overview of Teams & Channels (Video: 1:14)

Member Permissions

Team owners can manage team-wide settings directly in Microsoft Teams. Settings include the ability to add a team picture, set permissions across team members. With some Teams, you will want to manage your team by turning off the options listed below.

teams permission levels

Add Files

One of the core features of Microsoft Teams, as a collaboration hub, is a file-sharing function. Each channel has its own Files tab. Files stored in the team's library are available to every team member and allows for real-time collaboration.

Apps and Services

Apps and tabs allow users to connect common applications and other useful resources.