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.


 

 


 

Access Web Apps in SharePoint Online retirement

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You should already know that Access Web Apps is being retired.

From the Office 365 message center :

« On April 2nd 2018 Access Web Apps databases were set as read-only.

Starting July 1, 2018, Access Web Apps will be uninstalled (and underlying databases will be deleted).

We encourage you to take immediate actions to migrate valuable data from active Access Web Apps.

There are multiple ways to migrate Access web apps data; export to SharePoint Lists, export to local Access database (.ACCDB) and export to SQL Server – are a few examples. In SharePoint Server this feature will be supported in accordance with the Microsoft Lifecycle Policy. »

Important : This announcement has no impact on the Access Desktop product, and on Access Desktop databases (.accdb).

 

If you did not do it yet, you should look at PowerApps to replace you Access Applications.

https://powerapps.microsoft.com/en-us/

More storage allocation for SharePoint Online

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This change was announced earlier, but the update will start June 21th 2018 and should be completed by the end of August 2018


With this change, SharePoint Online per user license storage allocation will increase to 1 TB plus 10 GB per user license purchased (up from 1 TB plus .5 GB per user license purchased). Note : this does not include SharePoint Online kiosk plans including Office 365 F1 and Microsoft 365 F1.

Once complete, you’ll see this increased storage in your SharePoint Online admin center.

If you are manually managing site collection storage limits those will not be changed, but you will have a larger tenant storage allocation to draw from.

Create Microsoft Teams from Template

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There are a lot of users asking to be able to create a team from a Template.

From UserVoice it says that creating Teams from Template is on the backlog : https://microsoftteams.uservoice.com/forums/555103-public/suggestions/16941814-team-templates

Last week at the SharePoint Conference North America,  at the Microsoft Teams booth I saw that we could Create Team from Template. (See image below)

It would then show the list of available teams to use as a Template.

Don’t hold your breath, It’s still in testing, but it looks good.

Maybe you will see this soon in a tenant near you!

Microsoft Office 365 April Updates

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If you are in the Office 365 world, you know that it is continuesly bein updated.

In the past few weeks Microsoft has announced multiple updates to Office 365 (Microsoft Teams, SharePoint Online, Stream and Azure AD sign-in experience). Some of these updates will affect the end users.

In order to avoid some surprises to your users, you should plan to communicate these changes to your users.

Here is a list of some of these updates :

What’s new in Microsoft Teams – April update

  • Skype for Business contacts are coming to Teams – All your contacts and groups that you created in Skype for Business will show up in Teams under your contact list
  • Unified Presence between Teams and Skype for Business – Presence states for users (i.e. available, busy or in a call) will now be aggregated between Teams and Skype for Business
  • Out of office message – Your out of office status and message will now show up in Microsoft Teams when people hover over your people card.
  • Skype for Business Interop with Persistent Chat – added the ability for Teams users to communicate with other users who are using Skype for Business (both online or on-prem)
  • Improved notifications about calls – If you have a missed call or a new voicemail, you’ll start seeing a notification in your Activity feed
  • Support for new languages – now support Indonesian, Romanian, and Vietnamese
  • Collaborate securely with anyone in Microsoft Teams with guest access – rolled out the ability to add anyone as a guest in Microsoft Teams. Read the full announcement for all details.
  • More channels per team – now able to create up to 200 channels per team
  • New Microsoft Teams & Skype for Business Admin Center including Messaging Policies – The new admin center provides you with additional functionality including the ability to manage messaging policies on a user level. Read the full announcement for all details.
  • Retention policies – With retention policies for conversations, chats, and channel messages, you can decide proactively whether to retain content, delete content, or both, and then retain or delete the content based on a time duration. Read the full announcement for all details
  • Install Microsoft Teams using MSI – Admins can now use MSI files (32-bit and 64-bit) to remotely deploy Microsoft Teams so that users do not have to manually download the Teams app. Read the full announcement for all details.
  • New features available on Teams iOS & Android apps – The features Skype for Business Interop with persistent chat, unified presence between Teams and Skype for Business as well as contact groups have started to roll out on mobile clients as well.
  • Guest access on mobile – Guest access and account switching is now available on iOS and Android, and on unmanaged and managed devices

Upcoming improvements to the Azure AD sign-in experience

  • Updated layout and styling of UI elements
  • Moving all screens to the new sign-in experience
  • Updated ADFS web theme so you can update your ADFS servers to have a consistent look across federated sign-ins

In June 2018, we’re making changes to the native social capabilities in SharePoint Online

Beginning in June 2018, the company feed will be set to read-only for existing Tenants and the option to implement the Newsfeed capability will be removed for new Office Tenants. For customers using the company feed we recommend considering options such as Team News, Communication Sites, and/or Yammer.

New Stream Features – April 2018

  • Tier-C compliance – Stream is now certified to be a Tier-C compliant service in the Office 365 compliance framework. This includes certifications for compliance standards like SOC 1, SOC 2, ISO 27001, HIPAA, and EU Model Clauses.
  • Spotlight videos on Home page – This enables admins to highlight (or spotlight) videos on Stream to raise visibility on those and bring them to employees. (Ability for group owners to spotlight videos to their group coming soon).
  • Cloud recording for meetings in Microsoft Teams (coming soon) – Stream enables recording of meetings in Teams and making those available for consumption after the meeting.
  • More seamless SSO with Teams – Stream now supports seamless SSO for Stream videos and channel embedded in Teams when using the Teams desktop client.
  • Edit transcripts and people timelines – Customer can edit automatically generated transcripts and curate face timelines. (E5 or Stream Plan 2 licenses only)
  • Splitting who can create channels and who can upload videos – Admins can now specify a different set of people who can upload videos to Stream from those that can create company wide channels.

PowerApps

Announced 3 additions to the PowerApps Office Template Series: Meeting Capture, QuickTask, and Company Pulse

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