How to administer Microsoft Teams

this time it's the turn of microsoft teams are you ready [Music] greetings youtubers andy malone microsoft mvp as well as a microsoft certified trainer this time it's the turn of administering microsoft teams so in just 30 minutes i'm going to take you from xero to hero and teach you all the basics and features of microsoft teams and really get you up and running and getting you started now to help you along i've time coded each section um so if you don't have a chance to watch the whole video then please feel free you can jump in and jump out at the various elements now if you have not subscribed then please do go ahead click on that subscribe button ring that bell and you won't miss out on any future postings and as always i love your comments and your feedback so without any further ado let's jump right in okay enjoy so i'm kicking off our journey into teams administration here in the microsoft 365 admin center i'm going to click on settings and i'm going to go into organizational settings now first of all there's a couple of settings here that you really want to take a look at first one is the microsoft teams option here in the services area and this essentially turns on teams all users and also allows guest access in microsoft teams please note that guest access is on by default the next thing you want to do is you want to go into microsoft groups so microsoft 365 groups is down here and again a couple of very important things for terms of administration let group owners add people outside of your organization so there is a special role an admin role in microsoft azure called the guest inviter role now if you tick this check box group and team owners can invite guests into uh collaboration into teams yes um on saying that let guest group members access group content now as i've said many times before groups are teams microsoft 365 groups are microsoft um their collab their first stage in collaboration and with the microsoft 365 group you get access to um a lot of content you get a shared mailbox calendar contacts you get a sharepoint team site a onenote page and you also get access to a sharepoint document library the next place to go is the actual user account themselves and i'm just going to click on alex's user account here in the 365 admin center i'm going to click on licenses and apps and here in licenses i'm often asked well obviously make sure that your users are licensed so in this case you can see that my users have got a microsoft 365 license a common question i get asked is andy how do i disable an app for a user well that's easy you simply go into the apps themselves here so if i scroll down here and i come let's say right down to the bottom and of course one of the options here will be microsoft teams so whatever app you want to disallow you simply just take that check box out and that app will no longer appear in the user's um list of various applications so that's the first thing okay so with microsoft teams then the core admin is done in two places firstly in microsoft teams itself so in terms of administration um i'm selecting here let's say the mark 8 project team and the market project team contains a microsoft team and also what we call various channels um i can click onto the little ellipse here beside the team and i can go up and i can either manage the team add a channel a member i can edit it and so on if i go into manage the team here and i can add owners if i want to add some owners and at the same time i can also add guests a common question i always get is andy how many guests can i have well typically it depends on your license and the rule of thumb is you can have five guests for every paid license that you have all right now you can change membership so an owner can become a member and vice versa and it's pretty easy to do that so what else is here so we have channels and you've got access to this is quite important here so do you want to show the channel for you and show for your members so for example i've got a channel here called research and development you may only want that to show for you or not for the team you can see that the team is a is a public group here again you can also change the privacy on that and it shows you when the last activity took place um you can edit and manage the channel individually either by clicking on the ellipse on the right hand side or by clicking on the ellipse next to the channel of your choice you can control things like notifications um you can manage the channel so if i click onto managing the channel you can control things like permissions so for example do you want this channel to be a moderated channel i.e before anything is posted into the channel it needs to be approved first of all um who can start posts so everyone can start a post or everyone except guest users can start the post the nice thing about teams is you also get an analysis page and this tells you how busy the site has been how much engagement have you add so you know that's that's a really nice feature i'm going to go back into managing my team and again back to that channels tab here now you can also add a new channel here um so i can specify hey okay i want to create a new channel here and i'm going to call this management okay and in the management you can specify is it going to be a standard channel so everybody can see it or is it going to be a private channel now please note with a private channel only members of that channel can actually see it so when i click on ok and add this channel in um you can see i'm i can now add in some users so i'm gonna add in alex i'm gonna add in adele let's say grady okay so i'll bring in these three users okay fantastic so i've now added in those members into that channel now you'll notice here just on the right h left hand side rather that the channel now has a little padlock and that padlock means that only those members can interact with that channel okay um andy can i change that privacy of course you can but the key thing to note um that this is now a sub channel of the microsoft team market project team now the other thing that you can also put in of course when you create a channel it's a sub team in essence and you also get your own document library so you can upload documents in here just as you would work with um onedrive or something like that now andy a common question i get is is it just one drive for business and the answer is of course not no you can actually use third-party cloud storage here as well that's of course as long as your organization supports it so you can choose any one of these options so whether it be sharepoint on premises a dropbox box um share file google drive whatever you can actually have shared documents uh and of course yes you can have both as well so you can have both um third-party cloud storage and you can also have microsoft cloud storage as well all right um so the other things that we have here so again you can leave the team at any time i can edit the team so by managing that team um again you've added your channels and you've got various settings here so things like a team picture you can set member permissions so once you've added in members of course there are two levels of membership so owners and members so you can actually specify what do you want those members to be able to do so do you want to let's say allow members to edit things when they've posted things so you may not want that so if you've ever submitted a message in facebook for example you know you can go back and you can edit it whereas if you go into whatsapp you can't edit the message you can only delete it and it's the kind of the same things here so you've got various options um on you know how you want your users and members to be able to interact again you get that analytics page so it's really nice it gives you an update how many users you've got how many apps are there how much interaction have you had this is really useful and this is quite good because remember it's a microsoft 365 group as well so there's nothing worse than having a team or a group that's doing nothing it's just wasting resources i mentioned apps so when you create a microsoft 365 group and what and you extend it to become a microsoft team essentially what you're doing as well as the microsoft range of products um so onedrive um sharepoint document libraries onenote planner and so on you can also extend it with third-party products as well all right so this is one of the really cool things about the um teams the fact that i can go in i can select a third party app here so this might be a a line of business application that you work with and you can bring that in and share that with your microsoft team so that's that is really awesome by the way and it's great that we can do that okay finally we've got the tags uh tab here and of course i can create tabs and this is this is quite useful because tags allow you to search for content throughout microsoft 365. all right so those are my kind of settings there if you will all right now just to mention that when you create channels and you can have many many channels many channels um the key thing to remember here is that you can hide your channel so if you don't want your users to view a channel you can hide them the one thing that the one exception to that rule of course is the general tab you can't hide the general tab okay now the one the the i'm saying tab i mean the general channel i should say now the one really cool thing is if i go into the management or let's say i'll go into the market plan channel here you'll notice that i now have tabs so it's almost like each channel is like its own little independent sub team if you will so not only can you see the chat space that's going on here um you can also uh upload and share files so each channel also as i mentioned has its own sharepoint document library or connection to third-party cloud storage you've also got a wiki um you've got a planner so microsoft planner connects here and you can see that i've got numerous more tasks here as well all right you can also create tabs so you can have many tabs here and these can link to documents apps and many many things so for example here let's say you know you want to create some travel requests so you can use this app this is awesome by the way this is microsoft lists and this is in part of microsoft 365. um so i'm going to add lists and it says hey do you want to add an existing list or do you want to create a list so i can go ahead and i can say yeah okay let's create a list here and we have a whole bunch of different templates so everything from a content scheduler to an event itinerary to a travel request so let's click on the travel request and i'm going to use this template so i can stick in here i can say okay this is my mark 8 travel request page and i can change the color i can change the icon here so i'm going to leave it as the little aircraft and i'll click on create and initially it just looks like a blank page but of course when your team are working and they want to take some time off and they want to do a travel request they can just simply click on a new item look at that i now have that form to create travel requests how cool is that and of course once you've uh added that so i'll just say this is my trip one um and you basically just add the different values yes so you can choose the the airline you can put in the estimated cost you can say when do you want to go and all that details and again you can simply save that you can see that that trip has now been saved and the key thing is the team can share that information so like i said tabs in channels are really really useful okay so the first part of managing microsoft teams is actually in microsoft teams itself well the second part this is done in the microsoft 365 admin center and what i'm going to do here is i'm going to scroll right down and i'm going to go into microsoft teams here so this now opens up the microsoft teams admin center all right and this is the tenant admin center so this manages absolutely all aspects of microsoft teams so you can see that i can see all the teams activity um you know right across the board here and if i click on the drop down arrow i can see hey do i want to manage my teams so if i go into teams management look at that you can see that i've got um 43 users i've got 42 external users plus an external guest in this case and again just like before you can see your various teams now should you wish to manage these or edit these so if i scroll down you can see that i've got a number of teams including the microsoft eight project team here so some of the things that you can do again i can scroll right across here you can see it shows me that the team is currently active and everything looks good i can click onto the team and this goes in and gives me more detailed in here so in the team i can open it in microsoft teams itself i can send an email you can see i can see the owners and the members here so and it shows me if the user is an owner or a member like before i can also change and customize that role as well now the other things that we can do here if i click on the little wheel settings here you can choose what fields you want to see so you can customize that at the moment i'm viewing everything so you can just deselect the object here if i click into channels you get the same screen as we had before so i can scroll down here here is my management channel here again and you can see that that channel is private now if i click in i can get a little bit more detail so it now shows me the owner and alongside the different members of that channel okay so that's just the team settings what else have we got so now we have things called policies so how do you want to manage and control this team now out of the box you get a global default policy if you want to so i can it is possible that i can create a policy um for the mark 8 team policy okay and i can say hey am i going to allow users to create private channels um so if you don't want users creating private channels for example in this case it's only admins that can do that all right so um for the purpose of this demo i'm gonna say ah no no users can create private channels all right this is very cool so when users create teams and we have a selection of templates that the teams can use so there is a whole bunch of different templates here so you can add to templates you can remove templates you can change them you can copy them and so on all right so this is basically allowing you to pre-create and make those templates which are appropriate to the team available here and you can also control the policies of those as well so i can click into the organizational settings and you can see you've got the various templates you can go into each of the templates and it gives you more details on that template and more than that it shows you all the different features of that template so it shows me the different apps that's contained within the template it shows me the channels that it's going to generate and again you can decide whether you want to add or remove any of these apps all right so teams templates and like i said you've got the various policy settings as well okay um devices so at the moment i don't have any devices in here at the moment but if you are using microsoft teams phones teams room systems um collaboration bars and so on this is where you'll find all of that detail so when you purchase teams phones they basically come complete with kind of a minimalized version of windows 10 and teams on board and when you import that device into your organization you can create what we call con configuration profiles and the configuration profiles are basically thing you know different settings so if you want to uh let's say i'll create a head office profile okay and you can see um which features do you want the device the phone to have so you can set the date format the time format you can choose the language that you want that phone to have so for example if you were in norway you might choose norwegian um you might want to set the office hours so when is that phone available for your users you can also set the network settings so dhcp means dynamic host configuration protocol in other words it will pick up its addressing from a database server automatically yes so once you've created this profile i can simply save that profile when we add devices in to 365 and when we add them into teams i can now assign that profile to that particular device and it's pretty much the same with these various types of devices so whether you buy a team's room system or an actual phone system they're all very very similar if i go into users these are all my users in microsoft teams so for example if i click into adele's account here you can see that it picks up adele's details and again it shows me a couple of things it shows me um first of all that she's got dia a dial in conferencing number so if she can't make a meeting an online meeting then she she can dial in to this number and she can listen in uh to the actual meeting okay so that's nice um you can see also that you've got various other settings as well so for example if you have a license and e5 license this gives you voice capabilities or pstn in other words you can call mobile devices you can make phone calls and so here if you can imagine you were in a call center and let's say adele was a member of a sales team you could specify is she allowed to call any destination is she only allowed to make domestic calls or is she allowed to make international calls as well and essentially with teams you can buy calling credits for that now if she was part of a sales group what you could do is you could also bring in things like call pickup um so if she's not able to take a call then alan and alex can pick up the call so you can actually use these things called policy packages so and policy packages you can see you can choose what kind of employee it is so for example if somebody works in healthcare if i click into that you can see this policy or package contains numerous policies so rather than me going through each of these policy settings you can just assign them a policy package that's really useful by the way probably one of the most important tabs in teams is the organizational wide settings these are your default tenant settings and they can affect every user one of the most important settings that you'll see here is external access and guest access now i know what you're thinking you're probably thinking that sounds like it should be the same andy actually they're not they are different so external access here think about external access as communication and that's the key word here users can communicate with other skype for business and teams users users can communicate with skype users so if you didn't want that you could switch that feature on or off now the other thing that you've got here is um and let's say you you've got a partner organization so i could click on add a domain and let's say your partner organization was called contoso.com all right now you can either create an allow list or you can create a block list you understand so if you wanted to you could say you know i don't want anyone from contoso.com to be allowed to communicate with my organization all right so you can either do it with only allow these people or allow everyone except these people all right so for communication purposes only now guest access is on by default so that this is your guests your external users if you've not seen my video on guest access and i'll put a link in the description and if you want to go off and have a look at that session um other things just to do here things like team settings um so with the team settings um you know things like managing tags do you want to integrate your email system this is on by default by the way of course otherwise you wouldn't be able to send emails and things like file access this is important so we mentioned that microsoft teams is part of microsoft 365 groups microsoft 365 groups of course you get onedrive and sharepoint document libraries but as you know you also get access to third-party file systems so if you don't want your users using dropbox or google drive you can switch that off and your users won't be able to interact with those third-party file systems that's really important for security reasons by the way um organization um again show organization tab in chats i'm often asked what the heck does that mean andy let me show you if i quickly go back to teams and let's say i go back to let me open up a team here and go in here okay so here is who's this this is isaiah so if i click into isaiah it shows me all about isaiah it shows me his oops sorry shows me his phone number and his contact but check it out look um organization so where does isaiah sit in the organization that's the organization tab get it so if you do some people don't like that so if you want to disable that you can switch that off okay um there we go just a little bit of those um organizational uh wide settings so just the basics of microsoft teams so there you have it microsoft teams admin fantastic in just 30 minutes i really hope you enjoyed it and that you learned something as always if you did i'd love your comments and your feedback so get them down below and if you've not subscribed please go ahead click on that subscribe button ring that bell and you won't miss out on any future postings and as always and please like and share the video all right until next time you stay safe and i'll see you soon take care thanks for dropping by hope you enjoyed the video go ahead and click on the subscribe button and ring that bell and you won't miss a thing see you next time [Music] you

Channel: Andy Malone MVP

Views: 1,045

Keywords: Andy Malone MVP, administering microsoft teams, mvpbuzz, microsoft teams admin, microsoft teams, microsoft 365 teams, managing microsoft teams, Office 365, microsoft teams app how to use, microsoft teams admin center, microsoft teams administration, microsoft teams administration guide, microsoft teams admin training, Microsoft teams tips and tricks

Id: 3_C9UrE1Tw4

Length: 32min 44sec (1964 seconds)

Published: Sat Aug 21 2021