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Quick reference
Manage Teams and Members
Explore the settings available to manage teams and team members effectively.
When to use
As a team owner, it's important to know how to manage your teams, teams list, and team members to ensure teams work as effectively as possible.
Instructions
Add Team Members and Manage Team Settings
- Click the three dots next to the team in the Teams list.
- Select Manage team from the list.
We will see 6 tabs running across the top.
Members
This area shows all members of the team including the team owner and any guests. As team owners, we can promote or demote anyone's access from Member to Owner or vice-versa. Simply, click the down-arrow in the Role column next to a team member to change. We can have more than one owner per team.
To add a new team member, click the Add member button and search for a colleague.
Channels
This is where our team channels live. Channels are spaces for team members to discuss specific topics. To add a new channel, click the Add channel button.
Settings
We can customize our teams from settings. Add a team picture, set member permissions, set guest permissions, specify who can @mention teams and channels, generate a team code, enable gifs, stickers and memes and determine who can manage team tags.
Analytics
We can see an overview of our team's statistics in the Analytics tab such as how many users, top channels, and engagement with posts.
Apps
Apps can be added to teams to extend the capabilities and add more functionality. We can see the apps our team has access to and add more apps from here.
Tags
Tags help us target messages towards specific groups of people. We can create tags and manage existing tags from this tab.
Hints & tips
- Only team owners can perform certain tasks such as deleting or archiving a team.
- 00:01 Now before we go any further into Teams,
- 00:05 let's take a look at some of the settings that we have available for
- 00:11 managing our team and also our members.
- 00:15 So as a team owner, the first thing you might want to do is add more members or
- 00:20 remove members.
- 00:21 So what we can do here is we can click on the three dots next to a team and
- 00:27 jump into Manage team.
- 00:29 Now when you come into this area,
- 00:31 you're going to see a few different tabs running across the top.
- 00:34 So let's take a look at members first.
- 00:37 You can see that I am listed as the owner of the team.
- 00:40 And it is worth noting that you can have more than one owner of each team.
- 00:46 And as the team owner, I can upgrade people's access from member to owner.
- 00:52 Notice underneath for this team, I have 3 members and guests.
- 00:57 And you can see the rest of my lovely team colleagues listed out there.
- 01:03 You'll also see in the role column currently they're all members, but
- 01:08 if I wanted to maybe promote Jen to an owner I can simply click the drop down and
- 01:13 change her access to owner.
- 01:15 So now Jen has the same access as me and
- 01:18 she can do all the things that members can't such as deleting teams.
- 01:23 Also notice from here we have an Add member button.
- 01:27 So this is going to take me back into that same window, and
- 01:30 I can simply start typing in people's names in order to add them to this team.
- 01:35 The next tab along is Channels.
- 01:38 Now we haven't really discussed channels in any great detail yet, but notice
- 01:42 here for Northwind Traders it's just showing me that I have a general channel.
- 01:47 And if I expand Northwind Traders currently that is the only channel
- 01:52 that I have.
- 01:53 And what I could do is I could add more channels from here as well.
- 01:57 Now we're going to do that a bit later on.
- 01:59 So for the time being, let's just jump on to the next tab.
- 02:04 Now settings is where you're going to find all of the good stuff.
- 02:08 For example, we can add a team picture.
- 02:11 So by default for Northwind Traders,
- 02:14 we just have the generic icon that Microsoft Teams has given it.
- 02:18 So to add a little bit more personality, we could change the picture.
- 02:23 So I'm going to upload a picture that I've created for this team.
- 02:27 And here it is just here.
- 02:29 I'm just picking it up from my local drives.
- 02:31 Now you will find that when you upload your own image sometimes I find this is
- 02:36 a bit patchy, it doesn't necessarily always load immediately.
- 02:40 But if we click on close and then close and reopen Teams,
- 02:44 we should find that that picture is going to refresh and update.
- 02:48 So I've done a quick reboot of Teams,
- 02:51 I can see that that image has updated in the title, but we're still waiting for
- 02:55 the little thumbnail image in the team's list to update.
- 02:58 So that will come through eventually.
- 03:01 If we expand member permissions,
- 03:03 this is where we can define what our members are allowed to do.
- 03:07 And by default, I have everything ticked.
- 03:11 So members can do things like create and update channels.
- 03:14 They can create private channels, and
- 03:17 they can do things like delete their own messages.
- 03:21 So this might be an area that you want to review and deselect and
- 03:25 select as necessary.
- 03:26 We then have a section for guest permissions.
- 03:29 So this helps us control the kind of access that guests or
- 03:33 external members have in our team.
- 03:36 For example, do I want to allow guests to delete channels?
- 03:39 Well, no, not really because they don't work for the organization.
- 03:44 So in general I tend to keep both of these deselected but
- 03:48 again that is entirely up to you.
- 03:51 We then have an @mentions section,
- 03:53 we're going to talk about @mentions a little bit more later on.
- 03:56 But if you've ever used something like Twitter,
- 03:59 you're probably very familiar with how these work.
- 04:02 It's really just a way of targeting messages at a specific person.
- 04:06 So this is where we can specify if we want to allow them to @mention entire teams and
- 04:11 entire channels.
- 04:12 The team code section,
- 04:14 we've seen this is where we can come to generate a code to send to somebody.
- 04:18 We have a fun stuff section where we can control some of the options we have for
- 04:23 giphys and stickers and memes.
- 04:26 Again, all of these things we're going to talk about later.
- 04:29 And then finally, we can choose who can manage tags.
- 04:33 So it's definitely worth reviewing this section when you create a new team.
- 04:37 We have an analytics tab.
- 04:39 Now this is just to give me some basic analytics about this team such
- 04:44 as how many users we have, how many apps, so on and so forth.
- 04:47 The next one is apps.
- 04:50 So these are all of the apps that are active for this particular team.
- 04:55 And again, apps is something we're going to cover a little bit later on.
- 04:59 And then finally, we have a tags area.
- 05:01 And I haven't currently created any tags for this team.
- 05:06 So those are the settings that you have beneath that manage settings option.
- 05:10 Definitely worth having a little look through that.
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