Top Ten Mistakes of Microsoft Teams Administrators

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Placing apart the clickbait-y title (which I established, so lay the blame at my feet), there are a quantity of faults I see Microsoft Teams administrators make on a typical basis.

In my prior Options Motor weblog post “Issues with Microsoft Teams Administration”, I pointed out how when developing the MS-700 exam, myself and a selection of MVPs and Microsoft workers talked over/debated what a Microsoft Groups administrator must know.

As with numerous points, the respond to is subjective. It is dependent on what other roles exist in the team, what other groups exist, what the dimensions of the organisation is, and so on.

Regardless of these, simply because Microsoft Groups sits on prime of, and integrates with so quite a few places of the Microsoft 365 platform, any administrator well worth their excess weight ought to at least be informed of the related parts.

The beneath list is in no distinct order of worth, as my stage is that they are all arguably similarly important.

Disregarding Stability

Protection in Microsoft 365 is a range of distinctive matters. It contains devices, identity, content, access, and so forth. So, when contemplating the safety of Microsoft Teams – no areas can be overlooked.

It doesn’t make feeling to have Conditional Access guidelines used proscribing access to Microsoft Groups from unmanaged devices or destinations, when SharePoint does not observe suit – for the reason that we can even now get the files.

Admins will need to be throughout all places of Defender (or no matter what it’s called at the time you are examining this blog site publish), and how it interacts with areas of the platform that are not Microsoft Teams.

Heading way too powerful in just one spot of safety can cripple features inside of Microsoft Teams, create avoidable support phone calls, and in actuality travel persons to shadow IT.

Safety should be well balanced with usability, and cross-system ordeals. It also requirements to be documented, skilled, reviewed, altered, documented, trained, reviewed, altered, documented, experienced, reviewed, adjusted, documented, trained…

(No, that was not a typo: stability is an ongoing hard work and duty of both of those admins and users that in no way ends.)

Ignoring Exterior Buyers

This just one is a can of worms, because many of the applications in Microsoft 365 have unique functions and controls close to exterior end users. Listed here we have to count on controls in Azure Lively Listing and SharePoint to assistance us to take care of friends, access to shared channels, access to material from file libraries, multi-element authentication, etc.

In Microsoft Groups by itself we have a range of distinctive possibilities:

Teams-Mistakes-1

But that is just for visitors!

Individuals of us who change tenants on a regular basis lament the point that there are chat conversations concerning guest variations of an external man or woman in our tenant, and their federated edition. Why not make this easier and disable chat for company? Want to chat – go back again to your own tenant.

The exact applies to non-public phone calls, and the skill for friends to edit/delete the messages they send in chats or channel conversations.

We also have a range of other options below meeting configurations:

Teams-Mistakes-2

How several occasions have you been in a assembly where by you as an exterior participant have the means to mute other folks, or even take away members? Absolutely sure, this can be established at a for every-meeting amount, but why not set it at the organisational amount like it was back again in the Skype for Business enterprise days – when external people had been attendees by default?

But be watchful not to go far too really hard on this, as men and women will operate around it. A easy circumstance is where by admins disable the capacity for external customers to ask for monitor sharing management. I’ve been on phone calls where by this was in position, and the buyers requested if we could sign up for a Zoom contact alternatively so they could do it. And unless units are so locked down that consumers simply cannot set up or operate nearly anything in their have profile – you’ve now misplaced any logging or visibility into the reality that there was a display screen sharing practical experience.

Organisations have to have to have business enterprise-level procedures for these, and the tenant configurations to match.

Disregarding SharePoint

Admins need to comprehend that in order to actually know Microsoft Teams – they want to have an understanding of SharePoint. It’s not to say they have to have to be SharePoint authorities – but they need to have an understanding of how a lot SharePoint powers features in Microsoft Teams.

Documents and Lists – they all reside in SharePoint. The permissions of them, and sharing is all ruled by SharePoint. This flows into entry all over personal channels, shared channels, and visitor access. It also aspects into guest expiration policies that may possibly utilize, and what sort of shared url SharePoint defaults to.

In addition, admins need to take into account metadata, folder composition, and versioning – as these can all turn out to be a massive mess if not understand by consumers, aid team, and the admins them selves.

Disregarding Teams

This is a huge a person. Microsoft 365 Teams come in all styles and measurements. And by that, can be developed in a wide range of unique approaches, and function in several eventualities.

And since Microsoft 365 Groups have so many involved factors – how does all of this variable for Microsoft Teams administrators?

If a Team is created on leading of an current SharePoint web-site (identified as “Teamifying”) – will it get all the pertinent controls and options that you would typically incorporate in your provisioning method? No. Can you command the potential for people today to Teamify a SharePoint crew web site? Also no.

For this explanation, admins need to be frequently examining recently created Teams and understanding their source. What about the necessity to focus on a policy or entry to an application to a group? At the main of them, Microsoft 365 Groups are run by Azure Active Directory, which lets us to use them as container objects for groups of consumers.

Nevertheless, by default Microsoft 365 Teams are not protection-enabled. So, possibly that requires to aspect into the provisioning system, or admins and assistance staff need to have to be knowledgeable of this ability, so they really do not always build copy protection teams in order to meet the objective.

Which qualified prospects me to still one more level on this topic… membership. In just Azure Lively Listing we can established teams to possibly have assign or dynamic membership. If we chose the latter route, then no member can at any time be included to or removed from the Workforce – so how can we have a scenario in which users of a division are immediately additional to a Group, but other people can also be extra if necessary?

One particular approach to this is to use protection groups with dynamic rules for the membership management and policy/app/authorization targeting, and leave the Team/Team membership as assigned – but then we need some type of synchronisation to occur between them. Luckily Energy Automate previously has a template prepared to go for this exact need.

And last of all, the mailbox and distribution list operation of the related Team. (This is by no implies the previous position on the subject matter, but at some level I require to get off my soapbox.) All also frequently admins and buyers alike overlook that the fundamental Group has the functionality to be a shared mailbox and calendar, as effectively as give distribution record performance.

So if you will need to nevertheless acquire email messages for the Workforce customers – you really do not have to have them show up in the channel just since it has an e-mail deal with. You can nevertheless use the fundamental Team just like you generally would with a shared mailbox and/or distribution listing. Sadly this especially features is all-also-often neglected about by equally people and admins, and copy situations get established – main to more confusion and challenges all around membership administration.

Disregarding Compliance

Facts Loss Prevention, sensitivity labels, and retention procedures are just some of the factors admins need to have to be throughout.

Retention policies used to SharePoint websites never include things like individuals linked with Microsoft 365 Teams, and by extension Groups. For that you require a diverse retention policy. And what if they really don’t match?

On top of that, retention guidelines for Groups simply cannot be in the exact retention plan as the SharePoint web pages previously described. Once more, we need to have to make certain that they in some way meet up with in the middle and match the organisation’s organization insurance policies and regulatory necessities.

The very same obstacle occurs for sensitivity labels – where by we can apply just one label on the Crew by itself, but a diverse label on the articles within just it. For illustration, we can have a sensitivity label that helps prevent visitors from getting extra to the Team/Team, but a authorization degree on the SharePoint web site that allows for information to be shared with exterior buyers anonymously.

How do we capture that? How can we manage that?

Maybe in that occasion, we have sensitivity labels that implement to the data files them selves – so when they can be shared anonymously, only these with the right entry can actually open them.

Once more, we’re drawn into the requirement to recognize SharePoint, security, external users, Teams, AND compliance configurations in purchase to make the answer perform.

However, if IT admins are not throughout a number of these regions, it can lead to an boost in support tickets, consumer aggravation, and shadow IT.

Now, it’s unrealistic for admins to be throughout the detail and particulars of all of these, but it’s not unrealistic, nay – it is a downright need that admins at least be aware and have at least a higher-amount knowledge of all of these regions and far more, in buy to give a cohesive, compliant, and usable person knowledge.

And just when you thought we were accomplished here, you’re now still left with the awareness that in Aspect 2, I’ll deal with: products, use, lifecycle, integration, and eventually – user working experience.

 

 


 

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