This can involve co-writing in documents, electronic meetings or collaboration in the various apps you have access to through MS Teams.
With each team you get the following:
- A separate area with document library for storing files
- A shared mailbox with calendar
- Access to other Microsoft 365 apps, and some third-party tools, through tabs in the team channels
There are two types of teams, Private and Public teams
Private team
In a Private team you can invite members. The creater of the team become the owner of the team and are basically the only one who can invite new members or remove existing members. External people who are invited into the team are given the role of guest user. These users have limited rights. More information about guest user. A member can subsequently be upgraded to owner, but a guest user can not get the roles owner or member.
If the people you want to invite into your new team have USN affiliation, you can search for people by name - it searches for the people automatically, and you click on the names of those you want to invite. If you want to invite external, you must enter the full email address - the recipient will then receive an invitation to the team.
Public team
In a Public team, you can invite participants as described above, but an open team is searchable, and others than those you have invited can apply to join. Owner must approve such applications. All external (in both types of teams) will have the role of guest user.
Everyone in the organization can join a public team. If you click on the button to join a team, you will immediately be added as a member, without anyone having to approve it.
Organizational teams (Employees)
A team is created for each organizational unit in USN. These teams are automatically populated with members based on the users organizational affiliation.
An organizational team will not have an owner who can add or remove team members. The reason for this is that membership in the team must be governed by the organizational affiliation. This means that the head of the unit can not register either internal or external persons in an organizational team. It is still possible to add internal people (USN employees) who need access to the organizational team, e.g. financial controller etc. Contact IT-Support for assistance with this.
To distinguish organizational teams from other manually created teams, we have chosen to name these based on the following naming standard: "Team USN-XXXX" - where "XXXX" consists of the organizational unit's acronym, for example "INHM".
Lifespan of teams
Teams that are created manually have a so-called "expiration policy" which is set to 365 days. This means that if there has been no activity in the team for 365 days, the team with all content will be automatically deleted. "Activity" is defined by this:
- To open, edit, download, move, share or upload a team file
- To enter a channel
30 days, 15 days and 1 day before the end of the life, the owner (s) of the team will receive a notice (e-mail) that the team expires. If the team is to live on, the owner (s) must confirm this by following the instructions in the notice. The team will then have its lifespan renewed by 365 days. If the lifetime is not renewed, the team with all content will be deleted.
If you own a team that you know will live a long time, you should consider upgrading one or more members to owner (s) so that the team is not deleted if you leave or have a long-term absence.
MS Team's instructions can be found here: MS Teams 1-2-3