Deploy Microsoft Teams and stay in control

All right good morning, good afternoon everyone, or maybe even evening! Thanks for joining the webinar here today on deploying Microsoft Teams but staying in control meaning once that thing is opened up in your environment how do you make sure that you can put the things in place that ensure that all of your users are actually happy and it's their favorite tool that they love the tool that you put in place so we're gonna dive into it first don't hesitate to ask any questions there is a Q&A button that you should see in the bar or it might be above it might be below where you can ask any member of our team here for questions during this webinar we'll do our best to answer any detailed questions but it's possible that we won't have time or sometimes we won't even have the answer it will get back to you through a blog post that we'll follow up in probably a day or two that will include the recording so if the question is will this webinar be recorded yes it's actually already recording me right now. So, welcome to deploying Microsoft Teams and staying in control let's get started. Now my name is Benjamin Niaulin you can reach me @bniaulin on Twitter at any point in time I work here at ShareGate as head of product where we manage or build three products one for migration called ShareGate desktop where we're positioning itself a little bit more for restructuring to adopt a modern workplace going flat and so on ShareGate Apricot that focuses on helping Microsoft Teams becoming everyone's favorite tool through governance and of course ShareGate Overcast that's for understanding reducing and tracking your cost in Azure but that's not what we're gonna talk about today I do want to give you a heads up after the webinar you know what even during the webinar on Twitter using hashtag ShareGate chat participate with the questions at 3:00 PM Eastern Time or after the webinar will be posting a couple of questions to get the discussion started if you want to follow if you want to continue engaging with us afterwards and just see what the answers are with people around Twitter feel free to start right away during the webinar if you have any questions now there's a little housekeeping let's get started first things first you probably migrated I've covered this before and everybody that's migrating usually starts with a straightforward migration checklist that means that at that point when you're moving to Office 365 and you're bringing in your important content from your file shares or from whatever else SharePoint on-premises wherever when you're doing this you're simply going through a checklist and you want to make sure that it migrates as fast as possible and that there's no errors to start thinking about Microsoft Teams and all these things surrounding it is far in your mind because you want to make sure there's no downtime now of course this brings me to a slide that I find extremely important that I repeat over and over and over is when we move to Office 365 this is what we see and for those of you that haven't seen this before I just want to go over it very quickly because everyone goes through this and I saw through the poll before we started this webinar that most of you are considering going or about to deploy Microsoft Teams in Office 365 so we're still in this phase where you came from on premises where for file share or SharePoint and you're from a top-down structure physical architecture I mean with sites and sub sites or folders with subfolders you have classic SharePoint you have exchange you have the office suite you control every aspect of your deployment of your training um you're in 100% control everything that happens with the platform then you move to Office 365 but I like to call this part of the journey online because typically when I'm speaking to people at conferences or customers they're not using the words like Teams or Groups or collaboration in that sense they're using well I've got SharePoint online or I've got Exchange online and we're using it and we're trying to adopt the modern stuff and that typically tells me that you're still in the top-down structure you still thinking about sites with sub-sites you're still looking at classic SharePoint we'll talk about that in two seconds or the modern experience in some cases now you're starting to deal with automatic updates that come frequently multiple products to govern and we'll talk about that operational expense instead of capital expenses which shifts your mind a little bit because now you have to make sure that you use the most of what you're paying so you're starting to make sure that you want to adopt most of Office 365 and now of course you start talking about security because we're in the cloud and there's all these concerns and things happening in the world well you want to make sure that by letting people build and use what they want it's still in a controlled environment so external sharing and multi-factor authentication and all these things we're talking about the last part of the journey that I find extremely important and to me when we're talking about Microsoft Teams we're talking about this last space this migration where essentially we are on Office 365 but we are shifting to what Microsoft calls the modern workplace essentially this is a name that Microsoft has branded it's a theme you can't look it up to find features it's a theme that says ok these people are using Office 365 in the way we at Microsoft intended to and that means we have self-service on anyone can create the things that they need to create to get work done we'll talk about that as well there's we're dealing with multiple products at the same time so we're no longer just enabling SharePoint and Exchange and maybe OneDrive for business now we have this bundle of products that came with the suit that we want to maximize and use while empowering everyone in the organization to organically grow scale and use the products properly which means decentralizing or rather democratizing the use of technology to get work done in this world where everything is fast-paced now and of course the bigger challenge is being flat instead of top-down when we're talking about physical hierarchies now I know that your organization is top-down most likely you have departments that have sub teams and then that have sub teams and that's gonna say I'm not saying that your company has to change its culture overnight I'm saying that the way we built the tools a bit different when we start creating things where instead of using folders with subfolders we put all our documents say in a document library and we tag them instead or the same notion now applies to the physical structure of things so this was a little very quick recap I want to talk about Microsoft Teams of course but I want to make sure everyone understands what I'm talking about where I'm going from on-premises to online and finally here talking about Microsoft Teams to me I find I talk to two types of organization these days two big categories and it's not it's not a ones negative and ones positive or once more forward thinking it has nothing to do with that what I'm talking about is there's organizations that have never heard of SharePoint that have never word never really built Microsoft based intranets or portals as we like to call them and instead they enter Office 365 through the buzz and the marketing around new ways of communicating and collaborating around a brand to me called Microsoft Teams and Microsoft Teams is two things to me it's a product that does something and we'll talk about that because it's very important but it's also a representation of working in that modern workplace we were talking about in just a few seconds here on the right-hand side because if you're an organization that's starting from Microsoft Teams you're really directly starting from this point in time where you get multiple products at the same time everyone's working together communicating and it's not exactly the same method as starting from a SharePoint based environment where you're used to portals and intranets with sites and now you want to add Microsoft Teams to it very different scenarios not that one is bad or another is better it's just different approaches to deploying and enabling this platform that creates a lot of changes in your organization no matter which take you start so Microsoft Teams is really that brand and a product that embraces that change and start right into it and our workplace is changing don't worry I'm not gonna do a let's think about the philosophy of things I just want to acknowledge that this is from Avinade I found rather interesting generations are changing and with that I know we're getting tired of it everyone's tired Millennials that we're talking about the Generation Z or Z depending where you come from in the world but I found it regardless very interesting because where we come from perhaps more of an outlook based there we can see that that's not so much what people may be focused on these days to communicate or to talk to others it may be more team workspaces or very highly instant messaging it might be persistent chat conversational user interfaces so we know that as we grow that workplace is changing and of course the tools that we put in place is as a company what do we want to do we want to make sure that we're growing with the times we want to give everyone the tools that they need to be able to innovate in their industry and whatever it is you're doing if you're selling clothes I mean there's different ways of selling clothes today is the same thing as if you're in in tech or if you're everything is changing and your approach is changing that means the tools that you use at work to enable people to get that work done need to change as well so we know that that workplace is changing and when we're talking about Microsoft Teams remember I mean two things when I talk about Microsoft Teams and I think Microsoft and I don't know if everyone is from Microsoft field they're excellent in that marketing so when we hear Microsoft Teams it means many different things to different people and so sometimes when we talk about Microsoft Teams people think it's this new approach to collaboration where we need to compare it to a previous approach to collaboration which could be a SharePoint Team Site for example and this can be further from the truth because ultimately when we're speaking about Microsoft Teams all we're talking about is a chatting tool I know it I'm definitely not in the marketing side of Microsoft here but Microsoft Teams ultimately and no it does a lot of things I know it does voice calls I know but ultimately it's a chat tool plus plus but there's also a brand around it that represents that new method of collaborating and the new approach to using technology in the workplace that falls under the umbrella that Microsoft calls the modern workplace so while we're going through this webinar in this session we have to make sure that we understand that we're talking about Microsoft Teams as a tool that enables people to chat to do calls to do live meetings and that's what this tool is and I'll dive into what it enables and how we can make sure that it goes down successfully so overview first things first I love and I'm sorry about the colors but this is where I like to start and we are always sorry I separate things into three major categories me work we work and us work and this helps me because there's different tools in office 365 that tackle these different categories when I'm talking about me work I'm talking about individual workspaces so we're talking about your mailbox right this belongs to you as an individual yes it belongs to the organization but you log into your mailbox only you have access to it and you can communicate to people so your mailbox is part of your me work and OneDrive for business is part of your me work it's your one part of it is your storage in the cloud but it's your personal storage in the cloud right at work it belongs to the organization but it's your personal storage when you're in Microsoft Teams Microsoft Teams has a section for one-on-one chats or little group chats that are not yet a team and we'll discuss that in a second that falls onto the me work as well if you are under we work now we're talking about Microsoft Team's team I know SharePoint planner Power BI workspaces stream video channels so much that goes into the we part of the work look at it as you're the team that needs to get work done look around you who's working with you that team needs to get something done a project or represents a department while they are going to be part of the we work and that's what we're going to be looking at there lastly we have us work and us work we're not going to talk about in this webinar but it's really more to division portals the hub sites the communication sites Yammer where us as an organization or us as a department and as a division would like to talk to others we were getting work done me and though this is very important in what we're about to talk because in the me work will find Skype for business or Microsoft Teams and both will be able to talk to each other and there's some things that you have to look into of course weather Teams and Skype work together some things are available some are not but what's important is that all of the files that you upload while you're working no one-to-one chat so let me quickly skip and go into my Microsoft Teams's web app over here if I'm in chat and I start typing to start a new chat and I decide that I want to talk to Angelina Jolie here all of the files that I would be uploading while we're chatting will actually get uploaded to my personal space by OneDrive for business so it's something important take into consideration because as your employees leave or as your employees get transferred or whatever happens where they are no longer part of your organization you disable their account or you delete their account whatever your method is it's important to take that into consideration because all of these one-on-one shots that have happened on the sides the files have been uploaded during these chats into that person who uploaded them OneDrive for business and then shared into the chat the file actually lives in OneDrive for business so in terms of governance and making sure that we control this later it's something that's important to take into consideration and of course you can have multiple people in the chat but it's still considered me work and thus you use the me tools one-on-one chat plus OneDrive for business now the other aspect is going to be Microsoft Teams teams yeah so in Microsoft Teams teams so the space what Microsoft has dubbed the Team's Hub for productivity and that's the brand of it it's the space where productivity happens but ultimately it's a white box where people get to chat right now bear with me because we're going to go a lot further with all of this Microsoft Teams ultimately is just that and don't give it more power than it is if you are the person that's responsible for rolling it out and making it a successful part of the suite and you're using for your users it's yes it's a good word as a hub for productivity ultimately what you're managing is this you're going to Microsoft Teams you go to the Team's teams you choose one whichever one it is inside of it you'll have channels which we'll discuss and within it you can chat right now Microsoft Teams power is that you have the chat room and then you have the ability to add tabs at the top that allows you to see things that are in Office 365 or even outside of Office 365 because you can literally connect almost anything inside as a tab you also have concepts of connectors but I don't want to go into the end user interface of Microsoft teams I know you can look that up what I want you to make sure is to understand that this tool is this chatroom over here and the fact that you can do a video call is great you can do an audio call is great but what Microsoft Teams truly is is a place where you create what they call a team so a space where you can have persistent chat rooms for people to chat in that's it Microsoft Teams is not a place for files and you'll be like well Benjamin there's a section called files and we can see files that are in our conversations no these are not inside of Microsoft Teams Microsoft Teams is incapable of storing your files if you're doing one-on-one chats your files go to OneDrive and then they are represented in your chat room if you're on a team chat in the we type of work your files get stored in a team site and then represented in the chat room the section called files here is not your Team's files it's the Team's files that are in SharePoint simply displayed here right the power of Microsoft Teams and why we call it the Hub for productivity is that it is the tool that allows you to grab content for that group of people that is stored in other products that are better what do you do and display it right there where you work and where you're talking with your colleagues and that's the true power of Microsoft Teams and why it's gotten so much press and why it's so attracting to organizations because people don't have to jump from Outlook to SharePoint to wikis the OneNote they stay in the same tool they discuss a document they have a video call they chat about the document and leave comments associated to it and that's the true value all right hope everyone's good so what Microsoft Team's truly is is that chat room where people do this with a built-in access to SharePoint OneNote Planner and other software that allows you to collaborate and do stuff as we type of work happens but ultimately when you're looking at this this is what Microsoft Teams is all right let's jump into it a little bit here actually before we do there's two things you create teams and the definition of a team is a collection of people content a tool surrounding different projects and then within it you create channels where it's a dedicated section within the team to keep conversations organized places where everyone at the team can have conversation can be expanded with tabs connectors and boss and that's essentially what you'll be looking at you'll have your organization then you'll have a bunch of Teams in a flat manner right the way to group them and to logically organize them will exist through another method and teams and I'll talk to you about that in a second in short when you're building a team they're flat all of them under your organization directly there's no this department and this division you just build teams and within them you have channels that host conversations and access to your files to your notes other tabs or connectors and that's how this works create and it looks beautiful here whoops we have a number of access and I'll update this slide a few seconds must have changed in while we change it but essentially it's the axis all these little you with the two dots here assume they're checkmarks and it's essentially the separation between what does a team owner allow you to do when as a team member allow you to do and what yes people outside of your organization have access to in Microsoft Teams so it's important because team owners can create new teams of course leave the team but what they are important because this is a new role in Office 365 now when we have a group of people but within this group of people we identify who the owner is and what's important about the team owners and why you want to make sure there's always a team owner somewhere in the team it's because they are the ones responsible for not only editing the settings but also making sure the members are the right members inside of your Office 365 group they're usually the ones are also going to add channels and edit channel names and descriptions and overall settings or delete the team some of the access to team members can be modified and tweaked to make sure that they have access as well but typically speaking they won't so assume that all of these here they do not have access neither at the bottom as well and it's typically going to be the team owners so as you're giving power to these team owners there's going to be some things we're gonna talk about when we're talking about governance and making sure things is smooth is what happens when you have no more team owners in a team right what if Joe was the team owner and he's left the company and he was only on 20 Teams who can change the settings at the member so there's a couple of things that I'll encourage you to do to make sure that that goes well some limits and specifications to keep in mind the number of Teams a user can create about 250 now this is not a match team's limit remember keep this in mind I'll get back to in a second Microsoft Teams is a thing that allows you to create chat rooms and when you're gonna want to govern Teams or control the settings of Teams it's not going to be happening in Teams itself the settings for Teams will be do you want to enable emojis or not do you like to have voice calls included or not do you want to enable people to create tabs and connectors those are going to be the settings for teams but that's not the questions you're wondering when you're talking about scaling inside of your organization's with things like self-service or controlled self-service so all of these limits I'll talk to you in a second they actually belong to another object that secretly controls Microsoft Teams behind the scenes but the number of Teams you can create around 250 as an individual user don't worry as an administrator you do not have such limits the number of members in the team 5,000 about because a Team's made four we work it doesn't make too much sense to have larger amounts of members though there is a concept of an org wide team this is a type of team that you can create where every time a new user gets added they will automatically join this team it's automatic and then you have some couple of limits here at the top I believe you can read so I'm gonna skip through this and let you check it out so now we dive into what's actually happening behind the scenes as Microsoft Teams it's just the chat tool you click on create you get a white square and in there you can chat oh and you can add tabs that show you things that are outside of Microsoft Teams so what exactly is happening every time you create a Microsoft Teams well SharePoint's required that means that when you're using Microsoft Teams and every time you create a new Microsoft Teams you also get brand-new congratulations modern SharePoint Team site very important every time you create a Microsoft Teams because I had people telling me oh no Benjamin we have self-service turned on we don't have modern SharePoint we're completely staying the way we are and then later on in our chat they're like oh I have a couple of questions about Teams wait a minute what well well these people are creating Microsoft Teams oh you don't realize that every time you created a Microsoft Teams you also created a modern SharePoint Team site and that person went back into panic mode and realized that they had over 2000 SharePoint Team sites that they had not realized that they had interesting story that person actually left my training right then and there so SharePoint Online is required and every time you deploy a new Microsoft Teams for people to start chatting you're actually provided them with a brand-new modern SharePoint Team site with all the power that a modern SharePoint Team site grants pages news document libraries which mean flows which mean power apps which mean a much more than what you think you opened up if you are in one-on-one chat you're not using SharePoint SharePoint is only for Teams teams if you're using one-on-one chat its OneDrive for business that is used in the patch and of course that means that you have to have that enabled for the people that are using that feature very quickly I've said modern SharePoint a few times what I'm talking about classic SharePoint I'm talking about this look and feel the older SharePoint and it's not a version it's not on-prem SharePoint it's not it's the group of all the SharePoints that we consider are now old classic and that means this looking you know what if you click on browse or page if you have a menu bar at the top and then you see a ribbon that that ribbon that we use the serum word to thousand seven but in SharePoint if you see a ribbon in SharePoint and you know you're using classic when we're talking about modern SharePoint I'm talking about this SharePoint over here the the new look and feel and that's what I mean by now I also want to quickly talk to you about planner because planner is a tool that you absolutely get every time you create a Microsoft Teams as well normally do you get a brand new SharePoint modern Team site with your Microsoft Teams but you also get a brand new planner plan and you get also other things I'll get to that planner is a way for you to create columns and then within these columns you create what they call cards that represent ultimately a task and then you move these cards from the left column to the right column to represent their progress so I would have a column called to do doing done and then you create your tasks as cards which have tons of functionality of course and as I move the called the card from 2d to doing and obviously it tells everyone that it's in doing house make track my projects comes with some dashboards and that analytics front tool but that's not the purpose of today so what's important is that if we noted every single Microsoft Teams chat room comes with a modern SharePoint Team site and what did I say about Microsoft Teams earlier therefore under the organization there's no way to organize Microsoft Teams in groups and logical groups that make sense to you when you're gonna open up this Microsoft Team software right here right I mean just open it up and you click on teams and you're gonna be looking at these teams over here that's gonna be all your teams your teams there you go and that's a very small testament as you can tell by the name of these teams so there's no like grouping of this is gonna be the marketing teams there's gonna be all these sales teams and there's gonna be flat so hint naming convention ideally would definitely help you sort out a little bit but that's going to be something you have to think about to help increase the adoption productivity of people ultimately you want people to love that tool you want them to want to come back and use the tool and if they can never find where their things are where their teams are that's going to be a challenge for sure so it's important for you to start going flat in what you create because if you currently have SharePoint already established and this SharePoint comes with sub-sites those sub sites will never get there on Microsoft Teams because Microsoft Teams can only be added to a modern team site that's flat under the organization now don't worry there's going to be a way for you to logically organize things back into a logical structure that represents your business but it only happens on the SharePoint side of things so this I know it's confusing isn't it ok let's recap really quickly you got a Microsoft Teams that's a chat room and nothing else stop giving it more power than what it is when you create a new MicrosoftTteam you get a chat one great when you created this chat room it came with a brand new Microsoft SharePoint Team site attached to it this new Microsoft Team site is going to be directly under your office 365 tenant representing your organization and all these chat rooms are all going to create a new team sites there are all ways for you to start from a team site and then add in Microsoft Teams to it as long as this team site is already at the top right under your Office 365 tenant so of course the next step is how do you logically organize the structure of SharePoint that is attached to your Microsoft Teams to create that logical structure of well this is the marketing division and under marketing we have SEO we have ads we have all of these other sub groups that will be again flat but logically structured not in a dive back into that I encourage you to watch our other webinar that's now available for recording Office 365 moves to Office 365 now what we'll try to add it in the description as well so you can jump back into it and dive into that restructuring with Hub Sites now Microsoft's vision is really to have a flat sorry a flat environment where things are linked to a hub site but that you can essentially move after the work to a new location and that's the benefit of having things flats I encourage you to check out the URL at the bottom it's a co-creation between very dear friend and MVP Susan Hanley and Microsoft that worked together to help you plan that logical structure I'll move onto Microsoft Teams and let's eliminate that confusion now once and for all do not ask anyone or mean anymore when did you use Microsoft Teams versus SharePoint or versus an Office 365 Group because that question does not make sense SharePoint is to store content Microsoft Teams is the chat an Office 365 Group is the secret player behind it all and let's get to that famous slide that is and will be in every one of my session for the rest of time because what we've been talking about is creating this little chat room here called Microsoft Teams and because of its name and Microsoft's branding and oh it's the hub for productivity we assume that it does so much more but the true power of it is it leverages the power of the other tools in this suite and bring them together and Microsoft Teams is the chat room that when you create will automatically go to Exchange server and create a mailbox with this Microsoft Team as well it'll automatically go to SharePoint and create a team site associated to this mailbox and to Microsoft Teams that are good at planning and create a new plan that's associated to this team site this mailbox and Microsoft Teams and the list goes on I can go on forever this is just a short diagram but it's the same thing when Microsoft forms is also attached to your Microsoft Teams it's also Power BI workspaces it's also Microsoft Stream it's also almost every single tool that falls into the category of we work in Office 365 that will be attached to Microsoft Teams every time you create one the secret to be successful in governing and scaling your Microsoft Team so that every user in your organization loves using it is to realize that they're not attached to your Microsoft Team's chat room it's all of them attached to another object behind the scene in Active Directory called an Office 365 Group sometimes called an Office group sometimes called a unified group depending on where you are and what you're doing you remember in Active Directory you're still using them today they're called security groups they're a group of people that we place together under a shell that we call a security group and then we grant them access to that security group in various places in our environment we go to a file share and we grant access to that folder to a security group called marketing that includes ten people now what happens is that every time you create your Microsoft Teams first it goes to Active Directory it creates that security group version 2.0 called an office it puts the people that you want inside of it and then goes and creates your Microsoft Teams your mailbox your SharePoint your Planner your Power BI your forum and whatever else and grants access to that group to these objects so yes it looks like I mean if you're going through the marketing thing it looks like it all is attached to Microsoft Teams and Microsoft Teams is the hub for productivity it's an amazing tool don't get me wrong but if you want to govern it it's scale with it you're not going to find too many settings in the team's admin center you're gonna find them at the source where you manage the core object that manage is all these objects called the Office 365 Group all right now very quickly we talked about hub size to logically organize your team sites which means your Teams and other sides and ultimately what you'll find is that three-tiered navigation you have your global thing here at the top then you'll have your hub site navigation here and then you'll have your individual team site navigation there it's the same at Microsoft and XBox will work you have Microsoft in the top then you have the hub side navigation for Xbox and then you have this individual Microsoft Teams SharePoint team site navigation and that's how you logically structure all of these things so these are tons of URLs that will help you get started before I get into all of this governance thing you have a success with Teams I like teamwork tools that as your web sites that come all of these will be available for you to go into I'm sorry rec recommend you go into the Microsoft has done an amazing job providing tons of helpful content and interactive demos and practical guides things templates or emails that deploy internally lots of information during this slide but let's go into my environment and it's go into Microsoft Teams right we're going to create a Microsoft Team right here and we're gonna call it actually I want to show you something else I want you to see what can happen in your environment so let me get into that real quick of course this always hides behind my book having a hard time cuz my webinar bar is coming up too quickly there you go so let's go into my environment and what I'm going to show you is a typical user behavior if left uncontrolled and I'll manage I'm a typical user call me Brad Pitt and I work gotta have fun buddies of webinars at the same time so I'm a typical user and I decide that I want to create a new SharePoint team site so I create a new team site it's gonna be modern I'm gonna give it a name and the name of this webinar is going to be called of this site this is going to be called Apricot now when I create this I click on next I'm gonna add Brad as an owner maybe I'll add Angelina as a member click on finish now let's happening behind the scenes now I just created a team site right that's what I think I did that's a regular user that's followed no training no change management no communications I know SharePoint and it's got an old new look and feel great and then later on in life now take and pay attention to my URL slash sites slash Aricot now I'm in Microsoft Teams maybe six months later maybe three months later and I'm wondering hey I heard about this Microsoft Teams things from this other coworkers so what am I going to do as a regular end user what do regular end users do they go to their office and then of course what do they click on app teams they launch Microsoft Teams because that's what they've heard of they don't understand that your team site already comes with Microsoft Teams and it's attached and it's an office with a group in Active Directory and you get they just heard sure point they go to share politically create then go to teams and they don't see a team called apricot so what do they do they click on create team build a team from scratch force private and they call it apricot they click on create nice work of course nice work right do I want to start typing a name to add more members no it's all good skip so now I created a Microsoft teams called apricots but if I open the shear points that is at Hach to this Microsoft teams that I just created look at the URL apricot 170 it duplicated my site I have a site called apricot that if I pay attention in the bottom left I could have joined a Microsoft teams through this team site but because I went straight to SharePoint to Microsoft teams and decided to create a new one instead it created apricot 170 and essentially duplicated my blah we're off to figure out which one you want to keep the SharePoint team site with all the files or the teams with all the conversations interest them so what's important is to understand that every time you created one of these things they're all already attached but you may have to come here and click on create team so that it gets attached to it because if you start an office 365 group from anything other than Microsoft teams Microsoft teams will not be created it will be optional I repeat if you go to Outlook and you click new outlook group if you go to SharePoint and you click new team site if you go to planner and you click new plan if you go to power bi again you click on new workspace you will get this entire package but the Microsoft teams will not get it attached it will be left optional will be reserved if your end users come on the side and create a Microsoft team with the same name it will duplicate the entire package of products once more with the same name alright let's jump into I think you guys are good right in other words Microsoft teams is in a magical unicorn it's a group chat it doesn't it's a group chat it allows you to join these other things together the thing you have to realize that you're managing is an office 365 group so if you've already deployed Microsoft teams before the next things I'm about to cover you're probably in for quite a riot or hopefully you've already done some of it so ultimately you've got a couple of players you got to think about naming conventions life cycle life cycle means it's how do you create office 365 groups does Microsoft teams right let's stop giving power to Microsoft teams we understand how it works now and you understand what you're enabling people to create is an office 365 group in Active Directory directory which starts a script creates Microsoft teams team sides and everything else prevention of duplication are you gonna figure that one out classifications content location if ever in a hybrid environment and ownership or permissions management if you allow people to scale with Microsoft teams because it's good that they are working in a environment that you provide with the tools that you provide but they have the access to quickly create what they need and what they want and all of these great tools provide them with the capabilities to do it you also have to figure out a way to make sure that security follows all of these things that are growing organically if you will so of course you can go to teams Edmonson and let's go to it very quickly I won't spend too much time there but let's go here and in the admin center of office 365 you have the ability to click on teams and there you'll have some settings you have a number of things you'll be able to see the teams portion of it so you'll be able to click on teams manage teams and you'll have a number of teams that may have already been created which will be visible here you have a number of channels members owners guests privacy some status whether they're archived which isn't archived by the way it's just a sort of a tag they stay there so anyways we'll talk about that in a second and you'll see all of your Microsoft teams there you'll be able to select them to edit some of their basic settings you'll be able to go to team policies these team policies are typically much more into the communication aspect than this so you can create a policy create product channels on discover private teams and an apply and now you have this new policy that's been created that has these settings on you can discover how it works and how you want to apply it then you have a bunch of settings but all of these settings are more about the chatting and their voice functions right the meeting settings the device is sending messaging policies the voice settings or why settings such as external access and some basic team settings email integration whether or not you allow Dropbox and Google Drive to be connected but that's not where you're going to be managing teams so that they scale in your environment because teams is just the chat room but you're managing is off by group so I know I'm annoying I'm repeating it all the time but it's important where you'll be going is an active directory in Azure that is automatically linked to your office 365 yes you have one everyone has one all environments worldwide has one and you have a little thing here called Active Directory an Active Directory will show you all your groups your security groups but also the two apricot groups have we created today one that has Microsoft teams and one that we forgot to add Microsoft teams so here let's check it out a new preview has been enabled let's see what happens we'll see so we click on it I don't even know which one oh there we go 170 and not 170 these are the email addresses that have been generated because every time you created a Microsoft teams which create an office 365 group it created a mailbox first so now you got to make sure you're friends with the Active Directory people with the exchange people the SharePoint people the power bi people have fun so here I'll click on apricot and I'll see my owners I'll see me and wrap it I'll see the members which obviously includes everyone plus Angelina Jolie and this is where you'll have some other like group membership settings we'll talk about that where you want to add manually or you can also do this dynamically and you will have some of the settings that we're going to be talked about later you'll see some of the basic settings but I'm going to talk to you about these settings we're looking into a little bit more so the ship Microsoft team's admin Center is good for teams is that what we need to look at to scale to govern to make sure that everything is adopted successful I provided these hyperlinks so that you can go into the Microsoft documentation for everything I'm going to cover but essentially first you need to know your limits and I talked about some of them beforehand and that maximum number of group members about thousand users can join up to a thousand groups maximum number of office you can join at the same time you've got certain size limits and I'll let you look at all of those the first thing that you have to look into is who can create office 365 groups which means teams which means team sides right you have a couple of choices and I've gone to pull at the beginning asking that's very same question do you have this setting on or do you can control it or do you have it disabled now you have to find a fine line you can have a group creation policy meaning that you can choose individuals in your organization that have the power to create office with 65 groups and only day will be to able to create office 365 groups however this require requires either a D premium so for those of you that don't have a charade premium then you will not be able to set that setting that means you either have this setting to on everyone can create office 365 groups as long as they have an Active Directory account or off only the admins can create office from simply private groups and of course when we say can create office 365 groups we essentially mean everything in office 365 because every portion of collaboration is done through office 365 groups now there is no way around it there's some little temporary workarounds but moving forward you should brace yourself to work in this method now that's the script it's essentially a PowerShell script you can find it online as well that allows you to define your group creation policy which means who is allowed which security group is allowed to create office 365 groups in a self-service manner the other thing is the group naming policy I'm going to show you where that is because once again we're an azure ad premium and remember I went into my Active Directory I'd click on groups and I have a couple of settings here an exploration policy and naming policy and access reviews which I'll go over in a few seconds you have all your groups I'm not sure what change in this preview mode and here I have a naming policy now there's two parts to a naming policy you can block certain words from being used but they have to basically be the exact words so I mean it's great mostly using education space so far but I haven't really used it in enterprise you download the CSV file you just comma separate every word that you want to not be available when people create office 365 groups and you're back to uploading the file and these words will be blocked 100% foolproof done and then you have your group naming policy whenever an office 365 group is being created by an end-user based on certain pre-fit based on certain categories based on certain criterias you can add a prefix automatically or suffix at the end of the office 365 group you have some examples here but we're gonna see right now it's just the group name so if I decided to call my office 365 group or my Microsoft team's apricot is going to be called apricot but if I want I can add a prefix and the prefix can be an based on an attribute of the person creating the office 365 group of course that works if you are in self-service because if you are the only person creating all the office 365 groups then it might be a little different but here attribute it can be the company the department the office or other user properties that you want to make a bubble and in this method it will be the name of the department - apricot right and that's the same thing for suffix when you're done you click Save and the policy will be applied next thing is of course identifying inactive office 365 groups and there's no there's no way to be honest there's a couple of scripts I put the script here online very difficult there's Tony Redman that stand up previous script that's also done a new script and github that you can go and download so hopefully this helps you out because the challenge here in finding duplicates is there's no real method to do so but it's also hard to find inactive groups for your lifecycle management how do you know when they're no longer good is going to be a challenge for you because you can't just look at the last modified date of sharepoint or whether or not they're using teams in the chat because they could be using power bi they could be using planner they could be using the mailbox they could be using microsoft forms only so you have to scan across all the different products that are attached to your Microsoft teams which are really attached to your office 365 group and see the activity in all of these so there's some scripts that do their best but it's always a little bit of challenge and here you can try your best to find duplicates typically we try to do that using the hyperlink of SharePoint if we see that it's the same hyperlink of SharePoint but then there's some numbers added at the end one of your chances is that this is a duplicate but it's top because they could better call the team marketing and then they called it marketing team and so this is a duplicate but how do you make sure that you identify them one of the ways that I recommend customers is basically run a report every week of all the new teams said all the new office 365 groups that were created this week and compared them to your entire list and it is what it is there's no easy solution Stanley for us and then everything related to groups compliance though works and what does that mean is that you're all it works so if you have questions of who created the team contoso who may Mallory a team's owner who changed the channel settings I want to know whenever a team is created so this you're gonna go into the security and compliance center in fact more and more you'll be visiting the security and compliance center in office 365 to deal with class product governance as you moving into this modern workplace where you're deploying teams and you want that to be successful you're gonna want to govern and scale with multiple products at the same time and that's where the whole auditing portion the alerts that you're gonna be setting up that you're looking at the policies the classifications the data governance everything is really gonna be if you're searching for something a Content search or audit search if I go back to it you'll be able to some issues my internet there there you go your new alert policy and if you don't want to do in the load policy you can just look for it you click on what kind of activities you're looking into type teams and you'll say user sign in two teams upgraded change of casing unblocked team device and you have some other ones you have like added added a channel deleted a channel this is called a management API but if you're in the interface we call this the audit block search and here you can see when this event created a channel has happened so you selected you specify a date on date range running other times I'm not gonna do all of this where for too long here but you'll be able to search you'll get the results with as much information possible to answer those questions you can filter on users so the audit log here is gonna show you these channels created and whatever else you're looking into you also have the that's the example just in case then you have the content search who posted about our super secret project long horn you can content search it across my short teams and mailboxes what messages have been posted to channel secret what was the content of a certain deleted message I need to find all messages from Malory all those can be answered and exported into an excel file CSV file using the content search tool in the security and compliance center because now remember you're not dealing with the deployment of Microsoft teams you're deploying with group connected collaboration products you've got to scale across products now if you want to block external people it's not just from teams is from all of them or if you want to monitor them they could be insurer point without being in teams now there's a way for you to create a secret group that means right now every time someone creates a Microsoft teams it creates a team site but it also creates a mailbox which means that if the group will appear in the global address list now this can be set to often I believe that they change that so that the default may not do that if you create it from teams instead of creating it from Outlook but if ever you want on Dement change the state and hide it from the global address list that's going to be your command line and if ever you want to make the calendar only I've left the flag here as well running out of time so I'm going to go through a number of things very quickly we're almost at the end we have the dynamic groups as well that you can implement if you have as your ad premium which means that the membership of an office 365 group is automatically updated based on certain criteria so I want everyone who's Department is marketing to be in this Microsoft teams you can do that using dynamic office 365 groups but everyone has to have the license of azure ad premium assigned there's multi domain support and there's guest user management that you can go through so that you can create policies of who can allow the additional external users or just in your office 365 now remember if you're in Microsoft teams and you allow an external guest to be added into your team's chats they're not just in your chat they're in your Microsoft teams they're in the mailbox they're everywhere that supports guest user access so remember you're doing cross product governance now one thing I want to talk to you about as well is in your adder I'm just going to open up a new one this is hard for me to get to if you're managing your Microsoft teams that have been created but in terms of governance you'll be looking at your office 365 groups and there's another option called a group expiration policies well you can say look after the lifetime in days created of 60 days after the group was created contact the group owners of the groups that I mentioned here and ask them whether or not they want to keep the office 365 group if they do not answer that they want to keep the group that means they forget or they want vacation the group and the team's chat and the SharePoint and everything along it will be deleted automatically now they've added something where they automatically detect the policy but it's still something you should take into consideration and this is also a sure ad premium only another thing that I truly enjoys the access reviews which is the ability for you to frequently say create a new access review give it a name and you can say what I wanted to is every month or every quarter I want to scan for just users in the office 365 group that means people outside of my office 365 group you can choose for which office 365 group you want this to happen and who should be validating this group owners a specific user I like group owners I think if you want to scale with teams and with office 365 group connected things we're gonna have to ask a couple of things from the group owners like hey are all these people that are from outside the company in your group still legit or can we remove them and can you please do so and this is what an access review will do is ask the group owner to be accountable for what's happening inside of the office 365 group or providing them all the tools that they need to make sure that they can make a quick answer and not bother them too much by providing you the value that you they however only in Azure ad premium as well I know what passed the time so I'll go with the last two slides I recommend of course that you first modernize it in your sure point you plan your provisioning who can create office 365 groups you don't have a lot of options there some people create a custom power apps with Microsoft no process some people buy third-party tools some people figure it out with scripts and some people just say send me an email and I create your Microsoft tips just figure out what your plan will be for provisioning all of this because if you disable self-service people will start going to Dropbox or slack DUP bypass you to get what they need because now the internet provides these services prevent sprawl by making sure you have an expiration policy and retention policies you don't want your office 365 to keep growing with people creating team sites and Microsoft teams because then we can find what we're looking for it's hard to navigate and it makes the search even harder offer to help you with relevant and fresh content so find an archive solution where things that remove from your tenant in your environment so that they're not still there and still on forever part of the navigations of all your sites very challenging there cross products don't start managing just one product when you're enabling teams and you want that skill you want to make sure that there's classification labels there's no sharing on across products the security and compliance center will be your friend for this but also an azure active directory which is where many of the settings are then you're ready to start Microsoft teams if you've created that plan in the first place I don't mean create a 200-page PDF I mean just figure out how this is going to plan out do a pilot start with a smaller group and then you'll be able to scale with that and start looking at making owners accountable if the team owners have so much power you want to make sure there's always a team owner in every office 365 group or teams you want to make sure there's a minimum number of - usually if somebody is on vacation and something needs to happen you want to be able to that scale because if everyone has to contact IT we're not better positioned to do so so you want to make sure that that's done what we've done is we've created a book here for you the image is wrong stop migration adoption is about governance so you can download the e-book right now go to share get outcome slash governance guide and there's the number of content written by not only us here at Hsu gate but some MVPs some Microsoft field engineers that provide guidance from the field on how to make sure governance goes right with your deployment of office 365 groups and themes of course so feel free to downloaded at any point in time if ever you're looking for help of course we're at share gate and we've built a tool for all of this but I hope the webinars help you you can try this for free it works for 30 days and you'll have governance to help you make Microsoft teams everyone's favorite tool you can try for free folks thank you very much we'll switch into the share gate shot now on Twitter if you want to join us otherwise thank you very much have a wonderful day and I hope your Microsoft team's deployment is gonna go well otherwise feel free to contact us thank you

Channel: ShareGate

Views: 12,062

Rating: 4.9411764 out of 5

Keywords: teams, microsoft teams, groups, O365 groups, Office 365 groups, Office 365, mvp, microsoft mvp, benjamin niaulin, regional director, sharepoint, yammer, collaboration

Id: djP1SHS7TRc

Length: 66min 43sec (4003 seconds)

Published: Wed Sep 11 2019