Control what Teams members can do in SharePoint

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As you probably know when a Microsoft Team (or an Office 365 group) is created, an associated SharePoint Site automatically gets created.

At the site creation, the Office 365 members group is added to the associated SharePoint site Members group…(I know a lot of group…)

In many scenarios I have customers that want to control what Office 365 group members or Team members can do in SharePoint.

The SharePoint Members group has the Edit permission level. This permission level allows users to Manage List. This means allowed to create lists, column, views etc. Some administrator find that this permission is a bit much.

To control what Teams member can do in SharePoint, you can simply:

  1. Create a new group called “YourSiteName Contributors” in the associated SharePoint Site.
  2. Assign the Contribute permission level to your new SharePoint Group
  3. Remove the Office 365 members group from the SharePoint members groups (the two groups have the same name….)
  4. Add the Office 365 members group to “YourSiteName Contributors” SharePoint group

Note: You could change the permission level assigned to your SharePoint Members group or change the permissions granted to the Edit permission level. But I don’t like to change the Out of the box settings to permissions levels and existing groups.

For those who don’t know how to create SharePoint Groups and how to manage permissions to SharePoint Groups here are the steps:

  • To access your associated SharePoint Site Open Microsoft Team
    • Goto your Team
    • Click on a channel
    • Click on the ellipsis (…) next to your channel name
    • Click on Open in SharePoint

Once on the SharePoint Site

  • Click on the gear on the top right
  • Click on Site permissions

  • Click on Advanced permission settings

The 3 Out of the box SharePoint Groups will be displayed

On the ribbon

  • Click on Create Group

 

Name your new group with the same naming convention as the out of the box groups. YourSiteName – YourPermissionLevel. In our case Demo SharePoint Permissions – Contributors

  • Add the Contribute Permission Level to your new group
    • Click Create

In your new group

  • Click New
  • Click Add Users

Type the name of the Office 365 group in the section where it says Enter Names or Email Addresses.

 

 

 

Just start typing the name and it will find your Office 365 group

  • Click on the full name to select it

 

  • Click Share

Next you need to remove the Office 365 members group from the SharePoint Members group

 

On the Quick Launch bar (left bar) of the People and Groups page,

Click on your SharePoint Members Group

 

Select the Office 365 Members group (yes it has the same name as the SharePoint Group)

  • Click on Actions
    • Click on Remove Users from Group

 

That’s it your Office 365 members will now have the Contribute permission to your SharePoint Site.

Here is a list of what the contribute permission level is allowed to do:

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Office 365 Allow only specific users to share externally

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Many companies want to control which users can share content with external/guest users with good or bad reasons…

Some administrators seem to think that they have done their job by allowing only trained and trusted people to be able to share content with external users from SharePoint and OneDrive, but users can still send files by email, use dropbox, copy files to USB keys etc…Securing content in Office 365 could part of another article.

If you really want to allow only certain users to share content externally, you will first need to create an Azure Active Directory Security Group.

Once your security group is created, open the SharePoint Online Administration center:https://YourOrgName-admin.sharepoint.com/_layouts/15/online/AdminHome.aspx#/home

  • In the SharePoint Online Admin Center, click on Sharing
  • On the sharing page, under Other settings, click on Limit external sharing to specific security groups

On the External sharing page (https://YourOrgName-admin.sharepoint.com/_layouts/15/online/ExternalSharing.aspx),

In the section Who can share outside your organization:

  • Select Let only users in selected security groups share with authenticated external users
  • Add your security group

 

Note: There is also an option to Let only users in selected security groups share with authenticated external users and using anonymous links that includes sharing anonymous links

 

Note: At the moment of writing this article, this does not prevent the member of the security groups to add external/guest users to a Microsoft Teams (if external sharing is allowed for Teams in your organization).

Roadmaps from SPC19

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This week I attended the SharePoint Conference North America 2019 (SPC19).

There were a lot of announcements during the week. I have stated to gather the roadmaps that were disclosed during the conference.

Note: This is a quick release, I will update with more clear images and links to the sessions when the slides decks become available.

 

 

 

Configure Live Events for Microsoft Teams

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Microsoft Teams live events allows users in your organization to broadcast video and meeting content to large online audiences. The maximum duration of the event is 4 hours and you can add up to 10 000 attendees, including external/guest users (if allowed by your company)

Microsoft Teams Live Event license requirements

A user must be assigned the following licenses to create a Teams live event

  • An Office 365 Enterprise E1, E3 or E5 license or an Office 365 A3 or A5 license.
  • A Microsoft Teams and Microsoft Stream license.
  • Allowed to create live events (via Live Event policies)

How to enable Microsoft Teams live events in your Organization?

To enable Live events (if not enabled), your Office 365 Administrator, needs to connect to the Microsoft Teams Administration center.

The administrator must select the Global policy (which applies to everyone) or create a new policy (that could be assigned to specific users)

In the policy you can:

  • Allow Live Events Scheduling
  • Allow Transcription for Attendees
  • Allow Recoding of events
  • Specify who can join Live events in your organization
    • Everyone in the Organization
    • Specific users or Groups
    • Everyone (means also guests/External users)

How to assign a Custom Live Event policy to a user?

 

To assign a custom Microsoft Teams Live Event policy to a user, you need to:

  • Open the Microsoft Teams Administration Center
  • Click on Users
  • Click on the name of a user to open the user’s properties
  • Click on Edit (to the right of Assigned policies), to change the assigned policy

Note: There might be a delay before the policy is actually applied to the user (up to 24 hours)

In the Edit user policies pane

Click on the arrow beside Global (Org-wide Default) for Live Event Policies and select the policy that you want to apply to your user.

Click Save to apply your changes

Note: “Allow to create events with guests” is a custom policy that I created.

Microsoft Teams Live Event Features and Limits

Capability

Events produced in Microsoft Teams

Events produced in external app or device

Maximum audience size

10,000 attendees*

10,000 attendees*

Maximum duration of live event

4 hours

4 hours

Live event creation

Teams, Yammer via Teams

Teams, Yammer via Teams, Stream

Audience engagement – Yammer

(integrated experience)

(integrated experience)

Audience engagement – Moderated Q & A

Producer client on Windows

(Teams)

(Stream, Teams via Stream Embed)

Producer client on Mac

(Teams)

(Stream, Teams via Stream Embed)

Attendee count in Producer UI

(Teams)

(Stream, Teams via Stream Embed)

Allows multiple presenters

(Teams)

N/A

Invite a presenter during the meeting

X

N/A

Presenter join on Web and Mobile

X

N/A

Federated & Guest presenters/attendees

(coming soon)

N/A

Presenter – PSTN access

(Teams)

N/A

Present a screen

(Teams)

N/A

Present a PowerPoint (PPT Sharing)

X (mitigated via screen sharing)

N/A

Cloud based meeting recording

Auto Publish Recording to Microsoft Stream

X

Real Time Captions and Translation

(coming soon)

X

Captions in live event recordings

(coming soon)

Attendee DVR controls (pause, rewind)

Partner eCDN Support

(Hive, Kollective, Ramp)

(Hive, Kollective, Ramp)

Post-broadcast attendance report for Producers

X

Audience Sentiment Analysis – Live voting & polls

X

X

*Limits can change

Microsoft Teams: Manage who can use @mention

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With the recent announcement of raising the maximum team membership limit from 2500 users to 5000 users, I think that it becomes important to learn how to restrict who can use @MentionYourTeam.

Note: Any Team owner can modify your Team settings.

To restrict whom can use @Team and @Channel mention:

  • Open your Team client and select a Team
  • Click on the ellipsis (…) on the right of the name of your team
  • Click on Manage Team

In Team Settings

  • Click on Settings
  • In the @mentions section remove the check mark next to: “Show members the option to @team” to restrict the use of @MentionTeam

Office 365 custom training portal

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Microsoft just launched the Office 365 custom training portal.

The portal is a SharePoint Online site that you can provision in your own Office 365 tenant.

The site includes a many training videos and material that is customizable.

To install the portal to your tenant you need to be tenant administrator.

  • You can go to the PNP Provisioning Site
  • You will need to log in with a tenant administrator account
  • Then click on Solutions and install the Custom Learning Solution for Office 365.

To customize the training portal:

  • Go to the Custom learning for Office 365 page.
  • Edit the page
  • Click on Playlist administration

You will be able to select the products and the training material that you want to make available.

To learn more about the Office 365 custom training portal

Important: This solution is in Beta and available only in English for now.

Translate conversations in Microsoft Teams

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Did you know that users can write conversations in any languages (almost) in Microsoft Teams and every members will be able to understand the conversation even if they don’t speak the language?

Thanks to the Translation feature in Microsoft Teams, we can do this!

To be able to translate a conversion in your language you need:

  • Microsoft Teams
  • Microsoft Teams Administrator need to allow Translation for Teams (see this article)
  • The language of your Teams client must be set to your language

 

In the image below, the text in the conversation is in French, but by Microsoft Teams client is set to English.

To translate the conversation

  • Position your mouse to the top right of the conversation and clicking on the ellipsis (…)
  • On the menu, click Translate

The message will be automatically translated to the language of your Microsoft Teams Client (English in this Demo)

Note: You will see a new icon that indicates that the text is not in the original language.

Note: If the Translate option is not visible, it is possibly because Microsoft Teams conversation is not enabled at the global Microsoft Teams settings.
See this article to enable (you need to be an Office 365 Global Administrator or a Microsoft Teams/Skype Administrator).

 

To display the original message

  • Click on the Ellipsis(…) on the right of the conversation
  • On the menu, click on See original message

 

It is a great feature of Microsoft Teams to enable collaboration and discussions in your own language!

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