Frequently Asked Questions for Microsoft Teams

What can Microsoft Teams do?

Microsoft Teams is a chat-based team collaboration and communication platform available in Microsoft 365 that lets you:

  1. Chat or communicate in real-time.
  2. Hold audio conferencing or full telephony.
  3. Hold virtual group meetings, online live events or webinars.
  4. Create and collaborate on teams and channels.
  5. Create calendars and meetings.
  6. Find, collaborate, and share content more securely.
  7. Integrate Microsoft and other third-party applications.

Read our blog to learn in more detail what you’ll love about Microsoft Teams. 

Visit this page to learn how we can help you migrate to Microsoft Teams or contact us at 1800 126 499 or

How does Microsoft Teams work?

Watch an overview of Microsoft Teams and channels in this 2-minute demo.

You can also download this quick start guide to learn the basics of using Microsoft Teams.

Contact us 1800 126 499 or

Are Microsoft Teams chats private?

Private chats are only visible to those people in the chat. However, because Teams is a company-managed communication tool and retains a log of your conversations, you should assume that your company is recording your conversations and can have access to them in the future.

Microsoft 365 also has eDiscovery where messages can be retained for several years or indefinitely, depending on your organisation’s settings. IT admins can include Teams messages with specific keywords when searching for information.

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

You can now manage and customise your messaging policies in Teams by following these steps:

  1. In the Microsoft Teams admin centre left navigation, go to Messaging policies.
  2. Select Add.
  3. Enter a name and description of the policy.
  4. Choose the settings that you want.
  5. Select Save.

Further information about configuring messaging policy settings are available here.

Setting up a private channel in Teams is also available for those who want to facilitate communication and collaboration only to a select group of people. At time of writing, each team can have a maximum of 30 private channels and each private channel can only have a maximum of 250 members. You can set up a private channel by following the instructions here.

Contact us 1800 126 499 or for more questions or clarifications regarding Teams privacy.

Where are Microsoft Teams recordings stored?

Your Teams meeting recordings were previously stored in the Microsoft Stream cloud storage. However, as of Q1 of 2021, recordings are saved to your OneDrive or SharePoint. You can also access the recording by going to the meeting channel space.

Where does Microsoft Teams download files?

The files you download from Microsoft Teams automatically go to your device’s Downloads folder.

To download a file from a channel, click … and choose Download.

To download a file from a chat, click the file and choose the download arrow right beside the Close button.

Can I collaborate with external users using Teams?

Yes, you can. Microsoft 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.

Watch the on-demand webinar below to learn how Microsoft Teams enable modern team collaboration.

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

At the time of writing, the limit for channels in Teams is 200. There is no channel security at the moment, so the best way to handle this is to use different teams.

Alternately, you can create additional libraries in the underlying SharePoint site then lock each library down to whoever needs access. Then add the libraries into the team channels as tabs.

Which Microsoft 365 plans have Microsoft Teams?

You can take advantage of using Teams in the following Microsoft 365 plans:

  • Business Standard.
  • Business Premium.
  • Enterprise E1.
  • Enterprise E3.
  • Enterprise E5.


How do I get Microsoft Teams?

Determine first if you have the qualifying subscription by logging into your Office 365 account. 

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.

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 ad-hoc sessions for targeted training content. Contact us at 1800 126 499 or to learn how we can support your training needs.

Other options for formal, instructor-led training are available from accredited Microsoft Learning Partners.

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

Azure Information Protection users can label and protect documents and emails by using the Office applications Word, Excel, PowerPoint, and Outlook from any of the below 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. 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. It is critical that for the below to work, the data must be in an Office 365 Services and not on-premises, as it is not a feature of AIP but Office 365 Protection Center. Also, please note that this is a Preview feature and is not rolled out to all tenancies but should be available soon.

Exact data match classification

Does Microsoft Teams back up files?

Microsoft Teams on its own doesn’t, but it stores channel files in SharePoint, team chats in OneDrive, and conversation history and calendar data in Exchange. The only way to back up your Teams data is to back up SharePoint, OneDrive and Exchange.

Contact us at 1800 126 499 or if you have further questions about security and backup for Microsoft Teams. 

What are 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.

Contact us at 1800 126 499 or if you have further questions about security and backup for Microsoft Teams. 

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

Data Loss Prevention (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 about Microsoft's guidance on licensing here.

Contact us at 1800 126 499 or if you have further questions about security and backup for Microsoft Teams.