Owning and managing a Microsoft Team

A Team Owner helps manage the Team workspace and supports the people using it. Microsoft Teams allows Owners to manage settings, add and remove members, assign other Owners and control certain Team and channel permissions. Your Team will typically have two owners. 

At the University, Team Owners are responsible for the following areas:

Important: A Team Owner is not a full technical administrator. You are not expected to resolve faults, change organisation-wide Microsoft 365 settings, remove someone from the University or manage technical permissions outside the options available within your Team.

A Team is a shared workspace for a defined group of people. For example, a Team might support a department, service area, project, committee or working group. Microsoft Teams provides the main place where members communicate, collaborate and access shared content. Behind the scenes, SharePoint stores and manages the files associated with the Team. It can therefore be helpful to think of Teams as the front door for everyday collaboration, with SharePoint supporting the Team's file storage and access.

A Team contains channels, which divide the workspace into clear topics, projects, services or workstreams. Each channel brings together:

• channel conversations
• shared files
• relevant Microsoft 365 apps and tabs
• resources associated with that area of work

A channel is therefore more than a folder. It provides a dedicated collaborative space where members can communicate, work on files and access resources relating to a particular area of work. There are three types of channel:

Important: Private does not mean outside University governance. Content held in Teams, including private channels, chats and documents, may still be discoverable through formal processes such as Freedom of Information requests, Subject Access Requests or legal requests.

Before creating a new channel, consider what people need to do, who requires access and how long the information will remain useful. In some cases, an existing channel, a chat or sharing an individual file may be more appropriate.

• Use Chat for temporary or informal conversations

  Chat is suitable for short-term discussions involving one person or a small group, where a long-term shared record is not required. University Teams chats are subject to a 90-day retention period, meaning that all chats will be deleted after that period.

• Use an existing standard channel when the right space already exists

  If the work is relevant to everyone in the Team and an existing channel already has the correct purpose and audience, continue using that channel rather than creating another one.

• Create a new standard channel for a distinct area of shared work

  A new standard channel may be appropriate when the whole Team needs ongoing access to a separate workstream and there is no suitable existing channel.

• Create a private channel when access must be limited

  Use a private channel when the work belongs within the Team but should only be accessible to selected people who are already members of the parent Team.

• Create a shared channel for ongoing collaboration beyond the parent Team

  A shared channel may be appropriate when selected people who are not members of the parent Team need ongoing access, where shared channels have been enabled and approved.

• Share an individual file when access to the wider workspace is not required

  If someone only needs access to a specific document, share that file with them rather than adding them to the Team or creating a separate channel.

Tip: Do not create a new channel simply because a new folder is required. Channels should represent meaningful areas of communication or collaboration. Use folders within the channel’s file area to organise its documents.

To access the management options for a Team:

1. Open your managed Team. 
2. Select More options (…) next to the Team name, then choose Manage team.

Within the Manage team space, you will see the following tab areas:

You can watch the video below for a step-by-step visual guide:

Adding someone to a Team gives them access to its standard channels and the files stored in the Team’s connected SharePoint site (Shared tab). Removing someone removes their access to the Team and its standard channel content.

Owners should review membership whenever:

• a new colleague joins the area
• someone changes role or department
• a colleague leaves the University
• temporary access is no longer required
• a project or working group changes membership

Add a member

1. Select More options (…) next to the Team name, then choose Manage team.
2. Open the Members tab.
3. Select Add member.
4. Search for and select the person.
5. Make sure Member is selected unless the person should also manage the Team (owner).
6. Select Add.

Owners can also add members directly by selecting More options (…) next to the Team name, then choosing Add member.

Make an existing member an Owner

Only give the Owner role to someone who has an appropriate responsibility for managing the Team. There must be a minimum two owners, but avoid adding too many people with these permissions. 

1. Open Manage team.
2. Open the Members tab.
3. Find the person in the member and guests list.
4. Within the Team role column, select the role drop-down and choose Owner. 

Important: Each Team should have at least two appropriate Owners. Do not wait until the only existing Owner has left or changed role before assigning another Owner.

Remove a member

1. Open Manage team.
2. Open the Members tab.
3. Find the person you need to remove.
4. Select Remove or the X next to their name.

• If the person is a Team owner, you must amend their role to Member first, then remove them from the Members list.
• Removing someone from the parent Team does not necessarily remove access that was granted to them directly through a shared channel. Shared channel membership should be reviewed separately.

You can watch the video below for a step-by-step visual guide:

Team settings allow Owners to control how members can use and contribute to the Team. This includes permissions such as whether members can create, update or delete channels, manage tabs and use certain communication features.

These settings can affect the structure, organisation and day-to-day use of the whole Team, so Owners should understand what each option controls and consider the impact before making any changes.

To review the settings:

1. Select More options (…) next to the Team name, then choose Manage team.
2. Open the Settings tab.
3. Expand the relevant settings category.

Team Settings

• As a Team Owner, you should review these settings and decide which options are most appropriate for your Team’s purpose and audience. For example, a formal departmental or operational Team may need a more professional tone, so you may choose to limit or turn off features under Fun stuff, such as GIFs, stickers and memes.
• Member permissions apply across the Team and can affect how quickly it becomes cluttered or difficult to manage. For example, allowing all members to create and delete channels may be appropriate in some Teams but unsuitable in others.

Pending membership requests

Some Teams may allow people to request access. Where a Pending requests area is available:

1. Open Manage team, and select Pending requests.
2. Review the person requesting access.
3. Confirm that they have a legitimate reason to join the Team.
4. Approve or decline the request.

ℹ️ Note: Many Owners may never receive a join request because the option depends on how the Team has been configured.

You can watch the video below for a step-by-step visual guide:

Before creating a new channel, first check whether it is genuinely needed. It is helpful to consider:

• whether an existing channel already has the correct purpose and membership

• whether the work requires ongoing conversations, shared files and resources

• whether everyone in the Team needs access

• whether a folder within an existing channel would be sufficient

• whether the channel will remain useful after the immediate task or project has ended

• whether a private or shared channel is necessary, or whether a standard channel would be more appropriate

If a new channel is required, make sure it includes:

• a clear and recognisable name

• Avoid abbreviations or internal terms that may only make sense to the person creating the channel. Channel names and descriptions should be clear to both current and future Team members.

• a useful description explaining what the channel is for

• a defined purpose so members understand what belongs there

• the correct channel type for the people who need access

• a welcome post explaining how the channel should be used

• any important tabs, links or pinned resources members need to find quickly

Once you have confirmed that a new channel is needed, you can create it from within the relevant Team. 

Create a new channel

1. Find the relevant Team.

2. Select More options (…) next to the Team name.

3. Select Add channel.

You can also access this by selecting Manage team, opening the Channels tab and choosing New channel.

4.  Enter a clear channel name.

5.  Enter a description that explains what the channel is for and how it should be used.

6.  Choose the appropriate channel type:

• Standard
• Private
• Shared

7.  Complete any additional membership options.

8.  Select Create or Add.

After creating the channel

1. Open it.
2. Add a welcome post explaining its purpose. See the Welcome post section of this page for more information.
3. Add any key tabs or resources.
4. Confirm that the correct people can access it.

Note: Creating a private or shared channel creates a separate SharePoint site with separate membership, permissions and storage. These channel types should therefore only be created when their separate access model is required.

You can watch the video below for a step-by-step visual guide:

Standard channel access comes from membership of the parent Team. Private and shared channels have their own membership that must be managed separately.

Add someone to a private channel

A person must normally be a member of the parent Team before they can be added to a private channel.

1. Find the private channel.
2. Select More options (…) next to the channel name, then select Add members. If this option is not displayed, select Manage channel, then open the Members tab.
3. Search for and select the person.
4. Choose whether they should be a Member or Owner of the private channel from the drop-down.
5. Select Add.

⚠️Important: Only the Owners and members of a private channel can access it.

Add someone to a shared channel

1. Find the shared channel.
2. Select More options (…) next to the channel name, then select Share channel. If this option is not displayed, select Manage channel, then open the Members tab.
3. From the drop-down, select Share with people.
4. Search for and select the person you want to add.
5. Choose whether they should be a Member or Owner of the private channel from the drop-down.
6. Select Add.

Shared channels can be used with people who are not members of the parent Team. Collaboration with people outside the University depends on the required Microsoft configuration being enabled and approved.

Important: Regularly review private and shared channel membership. Access may continue independently from the parent Team, particularly where someone has been added directly to a shared channel.

Channel moderation allows Team Owners to control who can start and manage conversations within a channel. By default, standard channels are unmoderated, which means members can create new posts, react to posts and reply to existing conversations.

When moderation is enabled, only Team Owners and members appointed as channel moderators can start new posts. This creates a more controlled space where information is published by an agreed group of people, while other members may still be allowed to reply and participate in existing conversations.

Moderation can be useful for:

• announcement channels
• formal or official update areas
• channels dedicated to a specific topic
• channels where information should come from a defined group
• keeping important updates easy to find
• reducing unnecessary or unrelated new conversations

Team Owners are moderators by default and can appoint other Team members as moderators. Depending on the permissions selected, moderators can:

• create posts and react or reply to channel conversations
• add or remove other members as moderators
• control whether members can reply to existing posts
• control whether bots and connectors can submit channel messages

To enable channel moderation:

1. Select More options (…) next to the channel name, and choose Manage channel.
2. Open the Settings tab. and expand the Moderation section.
3. Under Channel moderation, change the setting from Off to On.
4. Add any Team members who should act as moderators.
5. Review whether members can:
   • reply to existing posts
   • pin channel posts
   • use bots and connectors to submit channel messages

Note: When channel moderation is turned off, you may still be able to choose whether everyone or everyone except guests can start new posts.

You can watch the video below for a step-by-step visual guide:

Archive a channel when it is no longer actively used but its conversations, files and other content should remain available for reference. Archiving preserves the channel without leaving it open for further day-to-day activity. When a channel is archived:

• existing conversations and files remain available
• members cannot start new posts or reply to existing conversations
• apps and tabs cannot be added
• an archived icon appears next to the channel name
• Team and channel Owners can still manage membership and roles
• the channel can be restored later if work needs to resume

To archive a channel

1. Select More options (…) next to the relevant channel name.
2. Select Archive channel.
3. Review the confirmation message.
4. Decide whether to select Make the SharePoint folder read-only for team members. Selecting this option prevents Team members from editing the files stored in the channel’s associated SharePoint folder. Team Owners will still be able to edit the content.
5. Select Archive.

The channel will be removed from the primary channel list but you can view archived channels by:

1. Selecting More options (…) next to the relevant Team name and choosing Manage team. 
2. Opening the Channels tab.
3. From the top banner, selecting Archived to display only archived channels.

• Once it is opened, it will typically be added to the hidden channels section of your Team. This will be on an individual basis. 
• Archive a channel rather than deleting it when its conversations or files may still be needed. Only delete a channel when you are certain that its content and conversation history are no longer required.

Restore an archived channel

Restore a channel when it needs to become active again. Restoring it allows members to resume conversations and use the channel normally.

1. Select More options (…) next to the archived channel name.
2. Select Restore channel.

You can watch the video below for a step-by-step visual guide:

The files you access through a channel in Microsoft Teams are stored in SharePoint. Teams provides the workspace where members open and work with the files, while SharePoint manages their storage and access behind the scenes. How the files are stored depends on the type of channel.

Standard channels

All standard channels in a Team use the main SharePoint site connected to that Team.

• Each standard channel has its own folder within the Team’s main document library.
• Everyone who is a member of the Team can access the files in its standard channels.
• Files remain available from both Teams and the connected SharePoint site.

Private and shared channels

Private and shared channels have their own membership, so each one uses a separate SharePoint site.

• Access to the files follows the membership of that specific channel.
• Only people who have access to the private or shared channel can access its files.
• Adding someone to the parent Team does not automatically give them access to a private or shared channel.

Access channel files

To access the files for a channel:

1. Open the relevant channel.
2. Select the Shared tab.
3. Open an existing folder or file, or create a new one.

To open the same file location in SharePoint:

1. From the Shared tab, select More options (…) on the toolbar.
2. Select Open in SharePoint.

Note: Teams and SharePoint do not hold separate copies of the files. When you open or edit a channel file in Teams, you are working with the same file stored in SharePoint.

A single source of truth means keeping one agreed version of a document in the appropriate shared location. Creating and editing files directly in the Team reduces duplication and helps everyone work from the same version.

Team Owners should encourage members to:

• create or upload working documents directly in the appropriate channel
• use clear folder and file names
• edit the shared document rather than downloading and circulating separate copies
• use version history where an earlier version needs to be reviewed or restored
• avoid attaching duplicate copies to chats or email conversations
• remove or clearly label obsolete files

To view file information

1. Open the channel’s Shared tab.
2. Select More options (…) next to the file.
3. You can then review options such as Details or Version history.

Access to files and information should be provided in a way that matches what the person needs to do. Before adding someone to a Team, channel or individual file, consider whether they need ongoing access to the wider workspace or only access to a specific piece of content. Choosing the correct level of access helps keep membership and permissions clear and avoids giving people access to information they do not require.

Share an individual file

Share a file directly when someone needs access to that document but does not require access to the wider Team or channel.

1. Open the relevant channel and select the Shared tab.
2. Select More options (…) next to the file and choose Share.
3. Enter the specific people who require access.
4. Select the appropriate permission, such as:
   • Can view
   • Can review
   • Can edit
5. Review the sharing details.
6. Select Send.

⚠️ Important:

• Avoid broad sharing when only named individuals require access. Sharing a file gives access to that specific item; it does not automatically give the person access to the channel’s conversations, other files or wider working context.
• If you share a folder, then everything within that folder will also be shared.

A channel can include tabs that give members direct access to shared pages, Microsoft 365 apps and other frequently used resources. Tabs appear at the top of the channel, making important tools and information easier to find without relying on links within conversations.

When you Add a tab, you can immediately choose from the following options:

• New page creates a new collaborative Microsoft Loop page within the channel. This can be used for shared notes, planning, ideas or information that Team members need to update together.
• Existing page adds a Loop page that has already been created and that you have access to.
• New List creates a new Microsoft List for the Team, allowing members to track information, tasks assets, issues or other data in a structured format.
• Existing List adds an existing Microsoft List to the Team, making it accessible to Team members without creating a new list from scratch.
• Apps allows you to add a Microsoft 365, supported app or resource to the channel.

Examples of apps that can be added include:

• Planner for managing tasks, responsibilities, progress and due dates
• Whiteboard for visual planning and collaborative idea development
• A website for quick access to a frequently used online resource

Only add tabs that support the channel’s purpose. Each tab should have a clear name and should be reviewed over time so that unused or outdated resources do not make the channel harder to navigate.

Adding a tab

1. Open the relevant channel and select Add a tab (+) at the top of the channel.
2. Choose one of the available options:
   • New page
   • Existing page
   • New List
   • Existing List
   • Apps
3. Follow the instructions for the option selected.

Adding an app

1. Follow the instructions above, but select Apps.
2. Search for the required app, or select See all to view the full list of available apps.
3. Once you have identified the app, select it. A window will open with more information about that option.
4. Complete any additional information required for the selected app. For example, when adding a website, enter the relevant URL.
5. Choose whether to select Post to the channel about this tab. This creates a channel post to let members know that the app has been added.
6. Select Save.

You can watch the video below for a step-by-step visual guide:

Good communication in a Team depends on members understanding where to post, what belongs in each channel and how information should be recorded. Team Owners can support this by creating a clear channel structure, setting expectations and encouraging consistent ways of working.

Owners should encourage members to:

• use channels for shared work, updates and decisions that others may need to refer to
• choose the channel that best matches the subject
• reply to an existing post or conversation rather than starting a separate discussion about the same topic
• use a clear subject line for important or detailed posts
• use chat for temporary, informal or short-term conversations
• record important decisions and outcomes in an appropriate channel or shared document
• avoid posting or storing the same information in multiple locations

Add and pin a welcome post

When creating a channel, add a welcome post that gives members a clear overview of the channel and how it should be used. This provides a shared point of reference and helps Team members use the space consistently from the beginning. It is also a good way to help achieve the points above.

The welcome post should explain:

• the purpose of the channel
• who should use it
• the types of conversations, files and updates that belong there
• anything that should be posted elsewhere
• whether everyone can create new posts or whether moderation is enabled
• where members can find related files, tabs, processes or guidance
• who to contact if they are unsure how to use the channel

After publishing the welcome post, pin it so that members can find it easily and refer back to it when needed. Review the post if the channel’s purpose, membership or ways of working change.

A tag groups selected Team members under a shared name based on a role, project, skill or function. Tags make it easier to direct a message to the people who need it without mentioning each person individually or notifying the whole Team.

For example, a Team could create tags for a support group, project team or specific role. When the tag is mentioned in a post, everyone assigned to it receives a notification. It is used in the same way as other Mentions, by typing the @ symbol, followed by the tag name.

To create a tag:

1. Select More options (…) next to the Team name, and choose Manage team.
2. From the top menu, open the Tags area.
3. Select Create tag.
4. Enter a clear tag name.
5. Add a description explaining its purpose.
6. Add the relevant Team members.
7. Select Create.

ℹ️ Notes:

• Tags should be reviewed when people join, change role or leave the Team. Update the membership when needed and delete tags that are no longer in use.
• Use tags to notify the smallest relevant group rather than mentioning the whole Team unnecessarily.
• Tags can only be used within the team that it was created in, and not in other teams or Microsoft 365 application.

You can watch the video below for a step-by-step visual guide:

Channel notification settings are personal to each Team member and control how they are alerted to activity in different channels. Team Owners are not responsible for choosing or managing these settings for other people.

However, Owners can help members understand which activity is most important by making it clear:

• which channels contain essential or time-sensitive information
• which channels members may need to follow more closely
• when an @mention will be used to highlight required action
• which channels are intended mainly for optional discussion or reference

Clear channel names, descriptions and communication expectations can help members decide which notification settings are appropriate for their role.

For instructions on viewing or changing channel notifications, see the Working with Teams and channels page. 

Team Owners are responsible for helping make sure that the Team remains appropriately managed, organised and useful over time. This includes reviewing who has access, whether channels still have a clear purpose and whether the Team’s settings and resources continue to support the way people work.

The areas below provide a comprehensive guide to what you may want to review as part of a Team health check. You do not need to complete every check at the same time, but they can be used as a reference when reviewing the Team periodically or following a significant change to its purpose, membership or ways of working.

A health check does not mean reading or monitoring every conversation. Focus on the Team’s ownership, access, structure, settings and shared resources, and take action where something is no longer accurate, relevant or useful.

Ownership and membership

• Confirm that the Team has at least two appropriate Owners.
• Check that every current member still requires access to the Team.
• Remove people who have left the University, changed role or moved to another area where access is no longer required.
• Review any temporary access and remove it if it is no longer needed.
• Check the membership of each private channel.
• Check the membership of each shared channel.
• Confirm that any external participants still require access.

Team information and settings

• Confirm that the Team name still clearly reflects its purpose.
• Review the Team description and update it if the Team’s purpose has changed.
• Check that member permissions remain appropriate for how the Team is used.
• Review whether @team and @channel mentions are being used appropriately.
• Check that existing tags still have a clear purpose.
• Confirm that each tag contains the correct members.
• Remove any tags that are no longer required.

Channels

• Confirm that every channel still has a clear and current purpose.
• Check whether any channels duplicate another area of the Team.
• Review whether inactive channels should be archived.
• Check that channel names are clear and easy to understand.
• Review channel descriptions and update them where necessary.
• Confirm that each channel type still matches the required audience.
• Check that private and shared channel membership still matches the work taking place.
• Review pinned welcome posts and update them if the channel’s purpose or ways of working have changed.

Files, tabs and resources

• Check that files are stored in the most appropriate channel.
• Identify and remove or clearly label duplicate or outdated documents.
• Confirm that folder and file names are clear and consistent.
• Review the tabs added to each channel.
• Remove tabs that are no longer used or relevant.
• Check whether existing Lists, Planner plans, Whiteboards, websites or other resources are still required.
• Confirm that members can easily find the main files, tools and resources they need.

Ways of working

• Check that members are using channels for shared work, updates and discussions.
• Confirm that important decisions and outcomes are recorded in an appropriate channel or shared document.
• Review whether broad @team or @channel mentions are being overused.
• Check that members understand which channel should be used for different types of work.
• Confirm that members know where to ask local questions or find further support.

Team analytics gives Owners a high-level view of how a Team or individual channel is being used over a selected period. It can help you identify patterns of activity, understand which channels are being used and support wider decisions during a Team health check.

Depending on the view selected, analytics may show:

• the number of active users and active guests
• the number of meetings
• activity such as posts, replies, reactions and mentions
• changes in activity across a selected date range
• information for all channels or a specific channel

• This information can help you understand whether members are actively using the Team, whether engagement is concentrated in particular channels and whether activity has increased or decreased over time. For example, a channel with regular posts and replies may be supporting active collaboration, while a channel with little recent activity may be used mainly for reference or occasional work.
• Analytics should be used as a guide rather than as a measure of whether a Team, channel or individual is performing well. It does not provide the full context behind the figures and should not be used to assess individual productivity. Low activity does not automatically mean that a channel is no longer useful, as it may contain important reference information or support a process that is only used occasionally.

View Team analytics

1. Select More options (…) next to the Team name, and choose Manage team.
2. Open the Analytics tab.
3. Choose whether to view all channels or a specific channel from the Select a channel drop-down.
4. Select the required time period.
5. Review the available summary and engagement information.

• Choose Analytics across teams to give a brief snapshot of active users, guests, post and replies compared across different teams that you have access to.
• Use analytics alongside other information, such as the Team’s purpose, channel content, membership and feedback from the people using it. This will provide a more complete picture when deciding whether anything needs to be updated, reorganised or archived.

Team Owners are not expected to resolve every question or technical issue themselves. Their responsibility is to identify what kind of support is needed and direct colleagues to the most appropriate route. These support options are also available for Team Owners to use when they need advice, guidance or technical help themselves.

The examples in the When to use it column are not exhaustive. They are intended to give an indication of the types of situations where you may want to signpost a colleague or contact that support route directly yourself.