Add a private document library in Microsoft Teams

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Microsoft Teams is a great collaboration tool. Collaboration means sharing everything with all the members of your Team.

In many scenarios I have been asked to provide a private Channel and library for some of the Team members.

Private Channels are not available at the moment. It’s a feature that is being requested in the Microsoft Teams User Voice. https://microsoftteams.uservoice.com/forums/555103-public/suggestions/16911079-support-for-private-channels

In this article you will find the steps to create a private/secured document library in Microsoft Team.

You should already know that documents stored in Microsoft Teams are actually stored in an associated SharePoint site.

Here are the steps to create a tab to display private/secured documents on a Microsoft Team Channel

  • Access your SharePoint site from Microsoft Teams
  • Create a new SharePoint group
  • Add member to the new SharePoint Security group
  • Create a new Document library in the SharePoint site
  • Break permission inheritance on the document library
  • Remove permission to Visitors and Members group on the document library
  • Grant permission to the new SharePoint group on the document library
  • Add a new tab to the document library on your Team’s channel
  • Test to confirm that it works

1.  Access your SharePoint site from Microsoft Teams

  • Open your Microsoft Teams client
  • Click on your team
  • Click on the channel where you want to add the secured document library
  • Click on Open in SharePoint

2.  Create a new SharePoint group

  • From your SharePoint site, click on the gear
  • Click on Site Permissions
  • Click on Advanced permissions settings (At the bottom of the site permission pane)
  • Click on Create Group (on the ribbon)
  • Give your group a name
  • Click Create

3.  Add members to your group

Once your group is created you can add users to your group

4.  Create a document library

  • From your SharePoint Site, click on the gear
  • Click on Add an App
  • Click on Document Library
  • Give your library a name
  • Click Create

 

5.  Break permission inheritance on the document library

  • From the site content click on the 3 vertical dots on the same line as your new library
  • Click on Settings
  • Click on Permissions for this document library (under Permissions and Management)
  • Click on Stop Inheriting Permissions (on the ribbon)
  • Click OK to accept the changes

6.  Remove permission to Visitors and Members group on the document library

  • Still in your permission settings
  • Select the groups that you want to remove (in this example Members and Visitors)
  • Click on Remove User Permissions (on the ribbon)
  • Click OK to accept the changes

7.  Grant permission to the new SharePoint group on the document library

  • Still in your permission settings
  • Click on Grant Permission (on the ribbon)
  • Type the name of your new group (Secure Docs Access in this demo)
  • Click on SHOW OPTIONS
  • Select the permission level that you want to grant your new group
  • Click Share

8.  Add a new tab to the document library on your Team’s channel

  • Open your Microsoft Teams client
  • Click on your team
  • Click on the channel where you want to add the secured document library
  • Click on the plus (+) sign
  • Click on Document …
  • Click on Use a SharePoint link
  • Type the URL of your SharePoint Site
  • Click GO
  • Select your secured document library
  • Click Next
  • Type the name of the tab
  • Choose if you want to Post to the channel about this tab
  • Click Save

9.  Test

  • Open the Team client with someone who is not a member of the Owner group or the Secure acces group
  • Click on your Team
  • Click on your Channel
  • Click on the Secured document library Tabs
  • You should have a message that says : You don’t have access to these files

In a next article I will show how to add private Notes to a Microsoft Team Channel

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New feature: Message translation in Teams

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Looking forward for this new Feature as we are working in a multilingual environment.

It was already in Yammer, nice to see it coming in Microsoft Teams!

Note : This rollout is excluded from Office 365 subscriptions in our Office 365 Government Community Cloud and Office 365 Germany environments.

 

Update July 18 2018 : It’s now live on my tenant. I did not need to activate anything.

Just click on the (…) next to a conversation, click Traduire (or Translate), and the message will be translated in the language of your Microsoft Teams client.


 

From Microsoft :

 

Published On : June 29, 2018

Inline message translation is a new Microsoft Teams feature. This feature allows your users click the Translate button (in the overflow menu for any message) and see that message translated to their client’s UI language. We’ll be gradually rolling this out to all customers in mid-July, and the roll out will be completed worldwide by the end of July.

This message is associated with Office 365 Roadmap ID: 31475.
 

How does this affect me?


Inline message translation is being rolled out off by default for your tenant. If you wish to allow users to translate messages inline within the Teams client, then you can turn this setting ON in the Microsoft Teams and Skype for Business Admin Center.

This rollout is excluded from Office 365 subscriptions in our Office 365 Government Community Cloud and Office 365 Germany environments.
 

What do I need to do to prepare for this change?


You don’t need to do anything, but you may consider turning the setting ON to allow users to translate messages inline within the Teams client.

Microsoft Team hidden from Outlook

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Microsoft has recently deployed a new feature that automatically hides a new Microsoft Team from the Outlook Global address list and from the Groups section in Outlook (See Microsoft Message below).

In order to show the team in Outlook you need to use the new property in the Set-UnifiedGroup cmdlet called HideFromExchangeClients.

This command will show your Team in the Outlook Global address list and in the Group section in Outlook.

Set-UnifiedGroup -Identity “Your Team’s name” -HiddenFromExchangeClientsEnabled:$False

Note: there might be a delay before the Team is shown in Outlook.

If you only want to show the Team in the Outlook Global Address list and not in the Group section, you need to execute the following command instead.

Set-UnifiedGroup -Identity ” Your Team’s name ” -HiddenFromAddressListsEnabled:$False

It would be great if a there would be an option in the Team’s settings to hide or show the Team in Outlook, instead of having to use PowerShell, then the Team owner could change the behavior. If you like this idea you can vote for it in UserVoice : https://microsoftteams.uservoice.com/forums/555103-public/suggestions/34793197-settings-options-to-hide-or-show-team-in-outlook

 

Messagge that was sent to the Office 365 Message center :

Updated feature: Office 365 Groups created from Microsoft Teams will be hidden from Outlook by default

Based on your feedback, we’re improving how Office 365 Groups display across the Office 365 suite. New Office 365 Groups generated as a result of creating a team in Microsoft Teams will no longer show in Outlook by default.

This change will result in a more tailored experience in Outlook by removing groups which are predominately used in Microsoft Teams. For organizations that want to continue with the existing behavior of showing these groups in Outlook, an Exchange Online PowerShell cmdlet will be provided which can enable the group for the Outlook experience.

This message is associated with Office 365 Roadmap ID 26955.

How does this affect me?


When users create a new team in Microsoft Teams, the Office 365 Group associated with that team will no longer show in Outlook. The group will not be visible in the Outlook left hand navigation and will not be visible in the address book. Additionally, the group name will not resolve when attempting to resolve the address while authoring a new mail message in Outlook.

Groups created through Outlook and then later enabled for Teams will continue to show in both Outlook and Teams. Additionally, groups that were already created prior to this change will continue to display in both Outlook and Teams. This update will gradually roll out across Outlook and Teams in the coming months.

Groups created in Teams will continue to be visible in Teams, OneDrive, SharePoint Online home, Planner, and other groups experiences. This change affects visibility in Outlook, only.

We’ll be gradually rolling this out to Targeted Release customers starting late-April, and the roll out to the rest of the world will be completed by the end of August.