Microsoft Teams Recommendations for Departments

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Introduction

These are ITS recommendations for creating and managing Microsoft Teams for departments to ensure proper organization, security, and long-term maintainability.

Microsoft Teams are designed to bring people together around a shared goal, whether within a department or across the organization.

Important:
Every Microsoft Team is backed by a SharePoint Team Site, which stores all files shared within channels. A Team cannot exist without its connected SharePoint site.

Best Practices and Recommendations

1. Assign Multiple Team Owners

  • Always have at least two owners per Team
  • Helps ensure continuity if staff leave or change roles
  • Owners can:
    • Manage membership
    • Adjust settings
    • Maintain content and structure

2. Channel Structure

Organizing channels properly helps control access and keeps information easy to find.

General Channel

  • Default channel for all team members
  • Use for:
    • Broad communication
    • Announcements
    • Shared resources

Private (Locked) Channels

Use private channels to restrict access to sensitive information.

Examples:

  • Office Channel

    • Office staff only
    • May include roles such as:
      • Student workers
      • Administrative staff (OAS)
      • Department leadership

  • Dean Channel

    • Restricted to Dean’s Office personnel only
    • Example members:
      • Dean
      • Office Manager
      • Administrative staff
      • Associate/Assistant Deans

  • Department Leadership Channel

    • Example members:
      • Department Chair
      • Office Manager

3. Hidden Channels

  • Channels can be hidden by users to reduce clutter
  • Hidden channels:
    • Are not visible in the main list
    • Can be accessed by selecting “Hidden channels”
  • Users can choose which channels to show or hide

4. Tabs Within Channels

  • Each channel can have customized tabs at the top
  • Tabs provide quick access to tools and content, such as:
    • Files
    • Planner (Tasks)
    • OneNote
    • External apps

Tip: Customize tabs per channel based on its purpose

5. Tagging in Teams

  • Tags allow you to mention specific groups of users within a Team
  • Useful for:
    • Departments
    • Roles (e.g., “Student Workers”, “Advisors”)
  • Improves communication without messaging the entire Team

6. Shifts (Scheduling Tool)

  • Teams includes Shifts for scheduling
  • Recommended for:
    • Student worker scheduling
    • Shift-based roles

Note:
Contact the designated admin (e.g., Sarah Beers) for setup and guidance on using Shifts.

Additional Tips

  • Plan your Team structure before creating channels
  • Avoid creating too many channels—keep things manageable
  • Use clear naming conventions for Teams and channels
  • Regularly review membership and permissions
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