Q & A: Microsoft Teams Webinar with Crow Canyon

Category: Microsoft Teams

Thank you so much to the 1130+ people who registered for the Microsoft Teams webinar yesterday in partnership with Crow Canyon Software. Wow, there were a ton of questions and most of them quite in-depth. There are obviously a lot of very skilled technical professionals working with Teams and looking to get even more from the product.

The winner of a free copy of Melissa Hubbard’s and my book, Mastering Microsoft Teams is Kimberly T. from Florida. Congratulations!

Here is a list of most of the questions that were asked during the webinar with their answers. I apologize if I could not get to all of them as there were over 200, but hopefully this will help!

 

Q: In the channel conversations why does Matthew have a picture icon of himself but not Chris C. ?

A: This is either due to a caching issue or a person being removed from the organization, however, in this case, it was a caching issue. I have gone into much detail about this question in this blog post: SOLVED: Microsoft Teams Profile Picture Not Showing

 

Q: Is it possible to select a due time in Planner?

A: Unfortunately, at this time there is not. However, others are thinking the same as you and have either created some complex Flows to create notifications at certain times or have voted for the feature on the UserVoice website to be added to the product. You can also vote for the feature to come to Planner yourself here: https://planner.uservoice.com/forums/330525-microsoft-planner-feedback-forum/suggestions/12905652-setup-the-deadlines-by-due-date-and-specific-time

 

Q: Every new team results in a new SharePoint team site. How do corporations manage the potential thousands of sites that will become dormant?

A: This is a great question and something I ran into myself while on a project at a large client. I highly suggest you implement a Teams request process and governance policy to monitor how many teams are being made, why they were made, if they have specific content in them and if they have a lifespan required for legal compliance. You will then have a list to go back to so you can clean up things on a periodical basis or implement retention and expiration policies in the Security & Compliance center. I have gone into great detail about this in the Governance chapter of Melissa Hubbard’s and my book, Mastering Microsoft Teams available here: https://bit.ly/2NyJns7

 

Q: If an organization has External sharing turned on, I understand that each teams site that is created is also externally shared by default. Is this true?

A: There are many sharing settings in the admin center that could affect external sharing but I believe you might be correct. At one client we ran into this issue and needed to prevent users from sharing the SharePoint files (from the Files tab) externally. I solved this issue by creating a scheduled task that ran a PowerShell script using the cmdlet set-sposite https://SITENAME.sharepoint.com/ -SharingCapability disabled on all new Teams that were created. Also, you might want to research guest access because this is another way that users could be circumventing sharing with people who are external.

 

Q: Can you rename channels in a Microsoft Team?

A: Yes, you can via in the team’s settings under the ellipsis (…), then Manage Team –> Channels, then click on the second ellipsis (…) and select Edit this Channel. One note though, this will not rename the folder in the attached SharePoint site collection, that folder will retain the original name given to the channel. If you rename the folder in SharePoint, it creates another one eventually and become messy. So only rename a channel knowing you are changing the channel name for visual reference for your users while inside of Teams.

 

Q:  When do you use comments (inside of Word as an example) vs. conversations when co-authoring a document in Microsoft Teams?

A: A conversation around a document in Teams is displayed for everyone to see in the team. The things people write are not stored in the document. Conversations are also probably considered a bit more generic and general but have higher visibility to others. Comments in Word, as an example, can be inserted in the document itself in case you are going to have a lot of commenting or will be sending the document to others outside of Teams. My personal recommendation is, if the file is shorter and needs just some quick feedback, go with a conversation. If the file is a long and drawn out one with many pages, go with commenting.

 

Q: Can you or will you be able to make subfolders in the email box in Teams?

A: I am not sure if I am understanding the question completely, but I will do my best to respond. All emails received by a team are stored in a folder called Email Messages in the attached SharePoint site collection’s document library. This folder is automatically created by Teams and creating sub-folders won’t help much as all emails stored in the team will still be placed into the Email Messages folder. If you are referring to the Exchange mailbox that Teams uses to store conversation threads or the Exchange mailbox of each user having chats, I believe those boxes are hidden and locked down to alterations such as creating sub-folders. Knowing what you are attempting to accomplish might help me better answer this question.

 

Q: Does Teams allow API calls from other applications (i.e. – CRM) or cloud SaaS apps?

A: Yes, there is a Teams API which is really a part of the Microsoft Graph. Depending on if you are wanting to pull information from Teams and push it into the CRM, you could use your language of choice to connect to the Microsoft Graph for Teams via REST calls from that CRM application. If you are looking to pull information into teams from the other CRM system, then you can use the SharePoint Framework (SPFx) to make calls via REST to this other CRM application. Also, you may want to check out the custom webhook connector in Teams which you add as a connector to a channel and configure. I am assuming the CRM application you want to use does not already have a pre-built connector in the store for you to just drop in. The link to the Microsoft Graph for Teams is here: https://developer.microsoft.com/en-us/graph/docs/api-reference/beta/resources/teams_api_overview

 

Q: When updating the team picture and user picture uploads are disabled. Is PowerShell the only option?

A: If I am understanding this question correctly, you are saying that the link in top right corner of the team where it says change picture for a user is disabled in your team and your users cannot upload their own picture. Unless you have Exchange on-premises, I have never seen this before and actually thought it was an issue not currently fixable because some organizations insist on all user’s pictures being uploaded from a specific area and propagating outward to all applications. If you meant that you cannot change the picture (logo) for the entire team, you need to be an owner to do this. If for some reason the link is greyed out, try using the internet version instead of the client to do this.

 

Q: Hello, what is the best way to add/maintain users in Teams. Currently, we have to manually add/remove members. We want to ensure certain departments are always in groups to now allow them to leave. Syncing with AD groups is not an option.

A: In my opinion, creating a governance process to request new Teams or anything based on Office 365 Groups (modern groups) is highly recommended. You can then use PowerShell to add those people to the team when it is created by creating a script that runs on a scheduled task or via an Azure function. You can also create a script with PowerShell that verifies the person is in the team and if they are not, add them again. This script could run once daily as an example.

 

Q: We don’t see Teams listed in our tenant when we go to Teams and Skype admin center.

A: Either you have a license plan that does not include Microsoft Teams or this is possibly a bug. For a while, I didn’t see SharePoint listed in my available apps even though I have dozens of SharePoint sites. Also, I am assuming Teams has not been disabled via PowerShell in your tenant. If it is not showing as an option of one of your applications, go directly to the URL at https://teams.microsoft.com and see if it opens Teams or gives you some type of error message which you can further investigate.

 

I hope this helps you learn a bit more about Teams!

– Matthew

Looking for the ultimate end-user, governance and adoption guide on Microsoft Teams?

Check out my new book, co-written with the lovely Melissa Hubbard, Mastering Microsoft Teams. 

Save 20% use “MatthewTeams” coupon!

 

 

 

 

 

  

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