Frequently Asked Questions for Microsoft Teams

What is the difference between Skype for Business and Teams?

Skype for Business is a unified communications (UC) platform that allows you to chat, make voice calls, leave voicemails, and have video or online meetings. Microsoft Teams, on the other hand, is a chat-based collaboration app that combines the capabilities of UC plus document sharing, content management, and even simple task management, workflow automation, or reporting. It basically allows people to communicate and collaborate efficiently, without having to use different apps for various purposes. 

Do I need to transition from Skype to Teams?

You can choose to stay with Skype for Business for now. However, Microsoft is phasing out Skype for Business and all research and development efforts are now invested into Teams. Furthermore, there are more efficiencies to be gained if you use Teams as discussed in this blog that we published previously.  

Which Office 365 plans include Microsoft Teams?

  1. Business Essentials. 
  2. Business Premium. 
  3. Enterprise E1. 
  4. Enterprise E3. 
  5. Enterprise E5. 

How do I get Microsoft Teams?

Determine first if you have the qualifying subscription. If you do, log on to your Office 365 account here. At the top leftmost corner, click on the ellipses and look for the Teams logo. Click on the logo to access it on your browser, or download the desktop version to utilise the full features of Teams. 

Can I collaborate with external users using Teams?

Yes, you can. Teams allows guest access for people who are working outside of your organisation. You can work with customers, third party suppliers, or partners by simply adding them as a member of a channel. 

Can I create Teams meetings in Microsoft Outlook?

Yes, you can. When you click on the calendar tab of Outlook, you will see the New Teams Meeting button on the Home ribbon.  

Can I create multiple Channels under a single team and have separate permission levels for each channel?

At time of writing, the limit for channels in Teams is 100. There is no channel security at the moment so the best way to handle this is to use different teams. Alternately, you can create different libraries in the underlying SharePoint site then lock each library down to whomever needs access. Then add the libraries into the team channels as tabs. 

What is the backup and restore options available with Microsoft Teams and its related content?

You can archive a Team if it is no longer needed then restore it from the archive if it is needed again. At the moment, there is no way to take a team offline (including chat messages, tasks, and documents). You can download the files locally, but that will only give you the most recent version of the files. The version history will be lost.  

Is Data Loss Prevention (DLP) included or automatically turned on in Teams?

DLP capabilities are already included for chats and channel messages in Teams for those subscribed to the Office 365 E5 and Microsoft 365 E5 Compliance licenses. If you are not on these licenses, you can purchase stand-alone licenses on Enterprise Mobility + Security or Microsoft 365. Find out more here.  

How do we lock down conversations in Teams or lock down certain parts of a team?

Microsoft is releasing this functionality in the next 6 to 12 months. Currently, there is no way of achieving this type of security besides creating entirely separate teams. 

Any plans you are aware of for tracking changes for the shared hosted files? Any workarounds?

SharePoint automatically tracks version history or changes to a file. There is nothing extra you need to do for this. Teams, OneDrive, and SharePoint all use document libraries. Versioning is a core piece of functionality of document libraries. 

Does Professional Advantage provide end-user training for Teams?

Yes, we do. This is part of our usual user acceptance training (UAT) after a deployment or within post-production support. We also provide consultation and informal sessions for targeted training content. Other options for formal, instructor-led training is available from accredited Microsoft Learning Partners. 

Will the tagging and labeling options be available in Office 2016 or only in latest Office 365 versions of the apps?

The Azure Information Protection clients can label and protect documents and emails by using the Office applications Word, Excel, PowerPoint, and Outlook from any of the following Office editions:

  • Office apps minimum version 1805, build 9330.2078 from Office 365 Business or Microsoft 365 Business when the user is assigned a license for Azure Rights Management (also known as Azure Information Protection for Office 365)
  • Office 365 ProPlus
  • Office Professional Plus 2019
  • Office Professional Plus 2016 
  • Office Professional Plus 2013 with Service Pack 1
  • Office Professional Plus 2010 with Service Pack 2

Learn more here

 

Can we automatically classify and prevent Word documents from being distributed if they contain a string (like date of birth) without using Azure Information Protection or any clients on-premises?

Yes, it is possible if there is a particular data match pattern in a document but not for generally available patterns such as Date of birth and Address which are very common. The data match pattern could be in a particular format or combination of formats for example in the screenshot below. Once the data match pattern is available, we can train the system to look for patterns and train on them to identify them. 
 
After the data match pattern is identified, we can then flow it through DLP when the content leaves the environment. So it is critical for the below to work, the data must be in an Office 365 Services and not on premise, as it is not a feature of AIP but Office 365 Protection Center. Also to note that, this is a Preview feature and not rolled out to all tenancies but should be available soon.
Exact data match classification