Chris Stegh / /

Teams Governance Q&A

On our June 24th webinar on the topic, we received so many good questions on Governing Teams that we are publishing more detailed answers here. If you have other questions, hit us up.

Q: is there a reason to delete Teams ? number of Teams limit? or storage limit?

A: In these early days of Teams, you’d mainly clean up to control sprawl and provide a clean UX. Eventually the bloat could cause SharePoint storage quota concerns. Limits/specs for Teams/SharePoint can be found at https://docs.microsoft.com/en-us/microsoftteams/limits-specifications-teams

Q: What happens to files in a chat and a team or channel when it's automatically deleted?

A: Assuming this refers to when a Team is dormant and it's deleted, the content is retained for 30 days during which IT can restore the Team and all its content. 

Q: Can the Teams be archived instead of being auto deleted when expired?

A:You can Archive the Team prior to its expiration. The Teams Admin has the ability to mark a Team for Archive. This "freezes" the Team content in place, including making the SharePoint content Read Only should you wish.

Q: How do other orgs archive outdated Teams groups and content? How many days of it not being accessed before archiving? Where do they get archived to?

A: The best practice of the day is to expire Teams after 180-365 days of dormancy. The retention policies are optional. Content is archived through Exchange/O365 backend. There is also an option to Archive a Team which "freezes" the content of the Team in place. You can still change membership, but chat and file content can be locked down. When you're ready to bring the Team back to life, you can un-Archive.

Q: With Microsoft's upcoming Project Cortex, organizations may want "old" content from archived teams to still be available to be indexed & searched. With that in mind, what's a good approach to archiving old teams with Project Cortex in mind?

A. Set up retention labels on the Teams for as long as you think they'll be needed.

Q: The Azure Active Directory Premium license you keep mentioning. Is that included in (Office 365) E5?

A: No, Azure Active Directory is part of EMS (Enterprise Mobility and Security) E3 or EMS E5. That licensing sku is defined at https://www.microsoft.com/en-us/microsoft-365/enterprise-mobility-security/compare-plans-and-pricing. The big addition to the bundle is Microsoft Endpoint Manager (AKA Intune).

Q: Does every user need an azure AD license? or just admin?

A: Any user you want to be able to be audited, have their Teams expired, be added to a Group that can create their own Teams (while other users can’t), etc. require the AAD Premium 1 license.

Q: Is there a template to use to automate the creation of Teams? Something that includes Power Apps?

A: Here's a github link for that https://github.com/thatapiguy/Microsoft-Teams-Provisioning

Q: Also, Is there a limit on owners per Teams?

A: Each Team can have up to 100 owners

Q: How can meeting/messaging policies be scoped to certain users?

A: In Teams Admin, you'd call up a given user you want to apply a Custom Policy to and assign it. If there a lot of folks you need to assign the Custom Policy to, you can use PowerShell.

https://docs.microsoft.com/en-us/MicrosoftTeams/teams-policies

Q: Guest users coming via web or without valid Teams MS account are still able to chat between themselves in a Teams meeting via meeting conversations. Is there a way to stop that? We tried meeting and messaging policies and it does not stop them.

A: If the policy that the meeting organizer is in allows IM in Meetings, then no, there is not a way to stop it. Hit up https://microsoftteams.uservoice.com/forums/555103-public/suggestions/40297813-disable-chat-for-external-guests-in-meetings with that request.

chris pic 1

Q: Does governance depend on setting up security groups in AAD (almost like mimicking the on-prem AD)?

A: For certain aspects, yes, others, no. For instance, controlling who can create a Team, who is alerted if their Team becomes dormant, etc.), AAD Premium 1 is needed. For other aspects (i.e. protecting the data uploaded from being shared with unapproved parties), no.... that comes from the Security & Compliance Center controls, which is part of Office 365 E3/E5.

Q: Can you make apps available just to certain users in your Org, or do they need to be company-wide?

A: This answer was detailed enough to deserve a separate page: https://blog.enablingtechcorp.com/publishing-3rd-party-apps-in-teams-for-certain-users

Enabling has developed a Teams Creation and Governance PowerApp that automates the process of making and governing the creation of Teams within Microsoft Teams. Please contact Christa Anderson: canderson@enablingtechcorp.com  for more info. 

 

Work with our team of Cloud Computing Consultants who have done this so many times they know all of the “minefields” to prevent missteps.

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