Teams - Secure Teams Upon Creation Tutorial

Secure your Teams from the outset by understanding the importance of creating a SharePoint team site. Find out how to store and share your documents securely, whether you opt for a public or private team.

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Available in Microsoft365

Objectifs :

Understand the process of creating a new team in Microsoft Teams and the implications for document sharing and security through the linked SharePoint site.

Chapitres :

Introduction to Team Creation in Microsoft Teams
Creating a new team in Microsoft Teams automatically generates a linked SharePoint team site. This site serves as a repository for all documents shared within the team, making it essential to understand its functionalities and settings.
Public vs. Private Teams
The choice between creating a public or private team significantly affects the security and accessibility of shared information: - **Public Team**: All members of your organization can join without restrictions. - **Private Team**: Only invited members can join, enhancing security as you control who has access.
Document Sharing Policies
Document sharing within the SharePoint site is governed by your organization's rules. Depending on the settings: - Team members may share documents with internal or external collaborators, even if they are not part of the team. - As a team owner, you will not have visibility into whether documents are shared outside the team.
Configuring SharePoint Permissions
To manage document sharing effectively, you can configure the SharePoint site linked to your Teams team. Follow these steps: 1. Create a new private team in Teams. 2. Open the linked SharePoint site. 3. Access the site permissions to adjust sharing settings. By default, both owners and members can share documents. To restrict sharing: - Allow only site owners to share the entire SharePoint site. - This means team members can only share documents with individuals who already have access.
Further Restrictions on Document Access
To enhance control over document sharing: - Disable access requests to prevent collaborators from requesting access to your team and its documents. - Team members will be limited to sharing only among themselves, ensuring tighter security.
Conclusion
Understanding the implications of team creation in Microsoft Teams and the associated SharePoint site is crucial for maintaining document security. By configuring permissions and sharing settings, team owners can effectively manage access and protect sensitive information.

FAQ :

What is the difference between a public and private team in Microsoft Teams?

A public team allows any member of the organization to join freely, while a private team requires approval from the team owner for new members, enhancing security.

How does SharePoint integrate with Microsoft Teams?

When you create a new team in Microsoft Teams, a linked SharePoint team site is automatically created to store and manage documents shared within the team.

Can team members share documents with external collaborators?

Yes, if permitted by the organization, team members can share documents with internal or external collaborators, even if they are not part of the team.

How can I restrict document sharing in my team?

As a team owner, you can configure the SharePoint site settings to allow only site owners to share documents, preventing team members from sharing with others.

What are access requests in SharePoint?

Access requests are made by users who want to gain access to a SharePoint site or its documents. Team owners can approve or deny these requests.

Quelques cas d'usages :

Managing Document Security in a Private Team

In a private team setting, a project manager can restrict document sharing to enhance security. By configuring SharePoint settings to allow only team owners to share documents, the project manager ensures that sensitive information is only accessible to authorized team members.

Collaborating with External Partners

A marketing team can use a public team to collaborate with external partners. By allowing document sharing with external collaborators, the team can work together on marketing materials while maintaining oversight of who has access to sensitive documents.

Streamlining Access Requests

A team owner can disable access requests to prevent unauthorized users from seeking access to the team's documents. This ensures that only approved team members can view or share documents, maintaining a controlled environment.

Glossaire :

SharePoint

A web-based collaboration platform that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Public Team

A team in Microsoft Teams that allows any member of the organization to join without needing approval, promoting open collaboration.

Private Team

A team in Microsoft Teams that restricts membership to selected individuals, requiring approval for new members, thus enhancing security.

Team Owner

A person who has administrative control over a team in Microsoft Teams, responsible for managing team settings and member permissions.

Document Sharing

The process of allowing others to access and collaborate on documents stored in SharePoint or Teams.

Permissions

Settings that determine what actions users can perform on a SharePoint site or its documents, such as viewing, editing, or sharing.

Access Requests

Requests made by users to gain access to a SharePoint site or its documents, which can be approved or denied by the site owner.

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An essential asect to understand when

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creating a new team in teams is that

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it automatically involves the creation

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of a linked SharePoint team site.

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This SharePoint will store all

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documents you share within your team.

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The choice between creating a public

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or private team impacts the level of

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protection for the information and

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documents exchanged with your collaborators.

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If you create a public team,

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then all members of your

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organization will be able to join.

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Choosing to create a private

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team increases security since you

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decide who is part of the team.

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And collaborators wishing to join

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will need to request access.

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In both cases,

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the sharing of documents will

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be governed by your company's

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rules for SharePoint team sites.

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If allowed by your organization,

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team members can share documents

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in the team's SharePoint with

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internal or external collaborators,

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even if they are not part of the team.

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As the team owner, you will not have

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visibility if your collaborators

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share documents outside the team.

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However, you can configure the

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underlying SharePoint site

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to your Teams team to prevent

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document sharing by team members.

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Start by creating a new

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private team in Teams.

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Then open the linked SharePoint site.

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And go to the site.

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Permissions access the sharing

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settings for members. By default,

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both owners and members can share the

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site and its documents and files.

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People with editing permissions can

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share files and folders on the site.

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You can restrict these accesses

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by allowing only the owners to

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share the entire SharePoint site.

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To maintain maximum control

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over document sharing,

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choose to allow only site owners to share.

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Thus, team members can only share

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with individuals who already

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have access to the document,

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that is, team members.

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Or specific individuals,

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but you will need to approve this

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sharing request as the team owner.

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If you want to further restrict

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access to your team's documents,

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you can also disable access requests.

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This will prevent other collaborators

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from requesting access to

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your team and its documents.

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Team members will also no longer

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be able to share documents

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with specific individuals,

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being restricted to sharing

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only among team members.

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