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Microsoft

Keep team members—internal and external—connected to important people and information. How? Create a group-connected SharePoint team site in Office 365 – and use it. It’s yours to squeeze as much power and value out of based on what you are trying to accomplish – which at the base level is to keep everyone informed and moving in the right direction: forward.

 

This blog is a ‘what’s possible today’ guide to best use and configure your SharePoint team site to collaborate on rich content, share reports with partners, have conversations with your team, keep track of events, manage tasks, and more—from virtually any device. You’ll find lots of visual screenshots and links to further learn ‘how to’ accomplish each important power.

 

001_Top-10-powers-team-sites_hero-site.jpgCreate a connected workplace. Share and manage content, empower teamwork, and collaborate across the organization.

On to the first important power for SharePoint team site.

 

#1 | Create a SharePoint team site in seconds

You can create group-connected SharePoint team sites in seconds. BOOM! When you create a group, Office 365 gives the group a shared inbox, a calendar, a OneNote notebook, a default place for files (the team site document library), Planner for task management—and now a modern team site with pages, lists, libraries and team news – all to help the group collaborate, communicate and move things forward.

 

002_Top-10-powers-team-sites_create-in-seconds.jpgCreate your team site in seconds, give it a name, establish the connected Office 365 group, site classification and preferred language.

Create SharePoint team sites connected to Office 365 Groups by clicking the Create site button on the SharePoint home page in Office 365 [https://tenantName.sharepoint.com/_layouts/15/sharepoint.aspx]. A two-step creation wizard will fly out from the right. Step one: Enter the title of the team site, select whether the group will be public or private, choose the site classification & preferred language, and then click Next. Step two: Enter the owners and members, click Finish and you’re done. A modern SharePoint team site is provisioned and ready for use in seconds, along with all the other group apps to improve teamwork all up.


Learn more about creating a SharePoint team site in Office 365.

 

#2 | Your site, your brand

You can quickly and easily customize the look of your SharePoint site to reflect your professional style and brand. You can choose one of the default SharePoint themes and customize it as needed, choose a company theme with approved branding for your company, or use one of the classic experience designs. Site headers allow adjustment of layout options, logo and background choices. Site footers allow logo, text and links to be added to the bottom of pages. And if you wish to operationalize how sites get created, you can leverage custom site themes and site designs with powerful scripting capabilities.

 

003_Top-10-powers-team-sites_change-the-look.jpgChange the look of your site with configurable and custom site themes.

Create your custom team site. Set up a team site that suits your team best. Customize your site to make it your own – adjusting style and colors and adding logos. You can even add videos, slide shows, and more to the home page by using the out-of-box web parts.

 

Learn more how you can “change the look” of your SharePoint site in Office 365

 

#3 | Turn on and use external sharing

If your organization performs work that involves sharing documents or collaborating directly with vendors, clients, or customers, then you can use the external sharing features of SharePoint Online to share content with people outside your organization. An external user is someone from outside your Office 365 subscription to whom you have given access to one or more sites, files, or folders. There are several ways to control which sites can share externally and it can all be tracked and reported. When you need it, let people outside your organization access only the files you want them to view, download, or share. Use your site to more efficiently share reports with partners or connect with customers so they, too, can access your shared content whether they are online or on the go.

 

004-1_Top-10-powers-team-sites_external-sharing.jpgYou can manage who can send sharing invitations to external users by limiting such sharing to members of a specified security group.

004-2_Top-10-powers-team-sites_external-sharing.jpgYou can set the default type of link - and the permissions for that link - that shows when users select Get a link to share documents and folders.

004-3_Top-10-powers-team-sites_external-sharing.jpgWhen you choose to allow users to share outside your organization, you have some additional ways to allow or limit sharing.

Quick personal work story@Chris McNulty  and I set up an internal, private group-connected SharePoint team site to use as we plan and execute on The Intrazone podcast for our bi-monthly episodes. We work with our core production team (long-term external vendors), each guest of the show (both internal and external to Microsoft), and ourselves. This means we all gain access and can share planning notes in our OneNote, chat via Microsoft Teams, review pre-published audio, build out per show graphic assets – and we use the SharePoint team site as our front door to anyone in the company to learn more about the show (this is set to view-only to the everyone at Microsoft AAD attribute); and it’s associated to our SOY (SharePoint – OneDrive – Yammer) hub site - check it out below.

 

004-4_Top-10-powers-team-sites_external-sharing-Intrazone-team-site-MSIT.jpgThe Intrazone group-connected SharePoint team site within the Microsfot Office 365 tenant - used for internal external collaboration across all episodes.

Learn more about external sharing for SharePoint in Office 365.

 

#4 | Connect your existing team site to a new Office 365 group (groupify) and add an instance of Microsoft Teams (teamify)

If your SharePoint team site does not yet have super powers from other integrated apps – you’re near-literally two clicks away – one click to groupify, one click to teamify. Be a two-click wonder – and become a team hero!

 

Groupify | Modernize your existing SharePoint team sites by connecting them to new Office 365 groups. If your site is not yet group connected, you’ll see Connect to new Office 365 group in the gear icon menu in the upper-right of your site. Click it, and step through an easy set up wizard – like if you’re creating a new SharePoint team site from SharePoint home as described above.

 

Being able to connect an Office 365 group to an existing SharePoint site is important if you want to modernize that site and provide additional group capabilities to all team members. In addition to using modern pages, lists and libraries already available in your classic sites, once you have connected your site to an Office 365 group, it can benefit from all other shared group-connected apps such as Outlook for a group inbox and calendar, Planner for task management, OneNote for team meeting notes and more.

 

005-1_Top-10-powers-team-sites_change-groupify.jpgSelect "Connect to new Office 365 Group” to connect an existing SharePoint team site to a new Office 365 Group.

Teamify | Create a Team for your group-connected SharePoint team site. If your group-connected team site is not connected to Microsoft Teams, the hub for teamwork, then it’s just one click away with the new Create a Team button that appears on the bottom-left corner of your site (you can dismiss this, and it will go away once you’ve teamified). The next top most important power (#5) dives into all the things you can do with SharePoint inside of Teams post teamification. :smiling_face_with_smiling_eyes:

 

005-2_Top-10-powers-team-sites_change-teamify.jpgCreate a Microsoft Teams team that integrates with your SharePoint team site.

So groupify and teamify today; find the joyify in working better together. Learn more about connect a classic SharePoint team site to a new Office 365 group. Learn more about how to create a Teams instance for a SharePoint group-connected team site

 

#5 | SharePoint + Microsoft Teams FTW!

Now, once SharePoint and Microsoft Teams are connected – the collaboration world is your oyster with pearls a’plenty. SharePoint connects the workplace and powers content collaboration. Microsoft Teams is the hub for teamwork. Together, SharePoint and Teams are greater than the sum of their parts. You can accomplish use cases beyond file sharing, including shared news, lists, and apps – all with the ability to have a side-by-side chat and easy sharing across the team – all within the Teams user interface.

 

006_Top-10-powers-team-sites_SP-plus-teams.jpgEasily add and access SharePoint content as tabs in Teams - SharePoint files, lists, pages, news and more - even the main team site home page as shown above.

When you share and work together, you need the tools and digital workspaces to communicate, access data, and stay productive. SharePoint is the content service that powers the Files experience in Teams. You can easily add additional document libraries as tabs in Teams (there is a document library tab to do this when you add a tab "+"). You can add SharePoint lists and pages as tabs in Teams (there is a "SharePoint" tab you can add "+" that then shows available lists and pages you can choose from). And to have your team news automatically trigger discussion in Teams, use the SharePoint News connector for channels to have team news flow directly from SharePoint (even when you publish news on the go from the SharePoint mobile app) into the Teams Conversation tab. It, too, is possible to add full sites (team sites, communication sites and hub sites) as tabs in Teams using the Website tab "+".

 

And the last thing to be clear on is that all the above capabilities bring SharePoint content in with full fidelity and feature sets intact as a view into the content – not a copy of it.

 

Learn more about how SharePoint + Teams powers teamwork in Office 365

 

#6 | Associate your team site to a SharePoint hub site (dare we say “hubify”)

As business goals and team structures evolve, so too must your sites and the content that lives within them. Associating sites together in a hub site enhances discovery and engagement with content, while creating a complete and consistent representation of your project, department or region. SharePoint hub sites provide an important building block for your intranet. They are the "connective tissue" you use when organizing families of team sites and communication sites together. Office 365 admins establish hub sites. Once established, it’s then a two-click process to associate a team site to a hub site. You then have common navigation between sits, a consistent look and feel, search scoped to content across all associated sites, and roll up of news, events and activities. And just as easy to move a team site from one hub site to another.

 

007_Top-10-powers-team-sites_hubify.jpgA SharePoint team site can easily be associated to a hub site.

Learn more about planning for SharePoint hub sites in Office 365

 

#7 | Send your first team news article

Extra, extra, read all about it! Keep your team up to date! And do it in a way that’s easy for anyone to consume and stay engaged. With SharePoint pages and news articles, you create data-rich announcements and reports that look great on any device and within other apps and sites – like Microsoft Teams and news roll up to SharePoint hub sites – all filled with content from inside and outside (News links) Office 365.

 

Read and create news. Stay in-the-know with personalized news delivered in SharePoint home and the SharePoint mobile apps. And publish news to your teams right from your device while you’re on-the-go. It’s truly a personalized news distribution service throughout your intranet.

 

008_Top-10-powers-team-sites_team-news.jpgA content-rich SharePoint team news article publish into a group-connected team site that is associated to a hub site.

Learn more how to create and share news on your SharePoint sites. I also created a short 4min30sec “use SharePoint news” video.

 

#8 | Take team meeting notes in the team OneNote notebook

Share the responsibility of taking notes. Note taking takes a village and it’s easy to do. OneNote is great for gathering ideas, research, and information – and it’s super simple to use the group-connected OneNote notebook available by default. This OneNote notebook is stored with the group-connected SharePoint team site (within the default Site Contents > Site Assets library); it’s easily accessed as one of the default left-hand navigation items, listed as Notebook. Click this nav item and it opens the OneNote Online experience – which is then one click away from opening it in the OneNote desktop client. Once you’ve done this, you can then access it anywhere you have installed the OneNote app (Window, iOS, Android, & Web). And if you share who takes notes across meetings, the note taking burden lessens and the overall value of always having your notes goes way up!

 

009_Top-10-powers-team-sites_OneNote.jpgEvery group-connected team site store the team OneNote notebook, found in the default Site Assets library and accessible as "Notebook" within the left-hand navigation.

Learn more about taking notes in OneNote.
Also, download and install OneNote to all your devices – for free.

 

#9 | Planner integration – the new Task list for SharePoint in Office 365

Task management is most efficient when your team has access to everything it needs in one place. And hey, SharePoint can help with that – and it’s the basis of Office 365 Groups. Add in Planner and now we’re talking – tasks and content in the same place.

 

You can do this in two ways. First, if a Planner plan already exists, you can bring it in using the Planner web part. This allows you to bring in an existing plan in the context of other information on the page. Depending on what task information you think is most relevant to your team, you can choose between the Planner Board or Charts view to appear on your page. And second, you can create an entire new plan directly from within SharePoint. The “+New” button includes the option to add a Planner plan – like adding a new page, list, library or news. You can add the plan to your left-hand navigation so your whole team can access it with a single click. Sound like a good plan for a plan (or two)? Yes. Now go try it and check it off your new task list.

 

010_Top-10-powers-team-sites_Planner.jpgAdd a Planner Plan from within SharePoint in Office 365 (click New > Plan) [as shown above], or you can use the Planner web part within a section of a page or news article.

Learn more how to use the Planner web part. Learn more about creating a Planner plan directly from within the SharePoint team site.

 

#10 | Create team-oriented business solutions that blend lists, libraries, PowerApps and Flow

Collect and manage data. SharePoint lists collect data, just like you might collect information in Excel. Lists enable you and your teams to gather, track, and share information within SharePoint libraries. With SharePoint lists and libraries, Microsoft Flow, and PowerApps, you can create rich digital experiences with forms, workflows, and custom apps for every device. And don’t forget, you can now bring a SharePoint list – in its full fidelity – into Microsoft Teams as a tab. It’s truly a thing of beauty.

 

Automate repetitive tasks. Transform your business processes—from simple tasks like notifications and approvals to complex operational workflows to accelerate productivity. Use the simple, visual designer in Microsoft Flow to lay out the steps. You can do everything in Flow from configuring alerts and approvals to modeling complex, multistage processes.

 

011_Top-10-powers-team-sites_PowerApps.jpgPowerApps can also be consumed from a user’s mobile device or can be embedded into a SharePoint page (as shown above).

Learn more about building and configuring numerous types of business solutions

 

BONUS POWER: SharePoint mobile apps

Now that you’ve considered (and tried :smiling_face_with_smiling_eyes:) the top 10 most important powers of your SharePoint team sites in Office 365 – it’s time to bring it home with the reality that we’re all mobile and need to stay connected and productive even when on a smaller device. Imagine, your entire intranet in your pocket. That is a lot of access on the go. The SharePoint mobile app is a new way to reach intranet content on your devices – and engage on it. You can read and write news, navigate sites, search for people and content throughout your organization, and learn through others with the powerful people cards; my favorite way to look up and learn about someone here at Microsoft; I can see who they report to and where their office is, what they are working on (that I have permissions to view) and who they work with.

 

012_Top-10-powers-team-sites_SP-mobile-app.jpgThe SharePoint mobile app is designed for those in-between moments. The people you’re connected to, the content you find, access and share, and the news you need are always nearby.

Download and install the SharePoint mobile app (iOS, Android & Windows Mobile).
Learn more about the ubiquitous connectivity, productivity, and the rise of the SharePoint mobile app.

 

Try more and more of what SharePoint offers, and let us know what you think

In all, we encourage you to build out and organize your sites, your intranet – the way you want them to be consumed in context of your content. As you progress year over year, keep creating and sharing structured, easy-to-navigate content, sites, and experiences to your audience.

 

Visit support.office.com to learn more on how to collaborate with team content using SharePoint team sites in Office 365. And learn more broadly what SharePoint can do for you in the SharePoint help center.

 

We want to empower you and every person on your team to achieve more. Let us know what you need next. We are always open to feedback via UserVoice and continued dialog in the SharePoint community in the Microsoft Tech Community —and we always have an eye on tweets to @SharePoint. Let us know.

 

—Mark Kashman, senior product manager for the SharePoint team

32 Comments
Senior Member

This is AWESOME material Mark! Thank you so very much for posting. It is VERY TIMELY! Cheers from Canada

Visitor

Very useful!

Super Contributor

Please use consistent font size and don't use such small font as in the beginning and other parts of the post.

Occasional Contributor

I keep seeing links to Employee Handbooks etc. - knowledge bases in a broad sense - in these sites; we're on our way to transferring these to modern sites as well. Is there any way to add a search box that is scoped just to these sites like in any knowledge base?

 

I'm not looking for full wiki-style capabilities, just

  • a way to scope the search and add it as a web part that also filters for key words
  • adding page templates for new articles (I've made these and ask people to copy the pages)
  • a more automatic navigation (right now I'm creating this by hand via links)
  • a better way to manage pages across a site (it is hard to keep track of all the pages once they get to over 100).

@Mark Kashman 

Microsoft

@Oleg K Not quite sure what happened there - but think some font ghosts in the machine, and hope I flushed them out good with my mediocre HTML hunt and fix skills. Copy/paste wasn't as smooth as it's been in the past. Thanks for the visual check. Lemme know if it's not yet to the ease of consumption. - Mark.

Super Contributor

Looks better now. Thanks.

New Contributor

Admittedly SharePoint is a great collaborative platform and you have clearly pointed out its virtues. There are 2 weak links in SharePoint -

 

1. SharePoint mobile application. Lot to be desired here. Most notably no design ability, really bad at rendering information. Lack of support for Lookup columns making it unusable to enter information. 

 

2. List form customization and features  No cascading/filtered drop downs. Can't control which fields to display in add and edit (all are shown). No user level control at column level. No branching, based on user response 

 

However, there is a solution - Poweapps. But it is not for general end-user to configure. 

This is an incredible post, Mark. It’s like everything you need to know in one post. Perfect for something I’m working on right now. Thank you!
Senior Member

Great post and this is a very compelling argument for us to start looking at provisioning O365 Group Connected sites as our default site instead of a standard SharePoint sites.

One thing holding me back is the ability to add people as visitors, as no default group for visitors is provisioned.

I know I can do this, but I would like to know if there is a best practice to do this.

I assume that once I create a Visitor group with read access, they will also be able to see all content in the SharePoint site plus all planners, team chanels and OneNote documents?

 

Contributor

Love the terms!  groupify, teamify, hubify...next step, beautify!

Contributor

@Mark Kashman Thanks for this! We have lots of classic site collections in our tenant (migrated over to O365 from SP 2010). I had considered a plan to create new site collections using the modern team site template, then migrate classic site content into them (eventually having nothing but modern team sites and communication site templates in our tenant). It would be much simpler to "modernize" the classic sites we have by "groupifying" them and then connecting those that need to also use Teams. My question for you: Is there ANY advantage to having a site using the Modern Team Site template rather than a classic site "modernized" by attaching it to an O365 Group w/ a modern homepage? Groupifying sounds much simpler, but I don't want to go that route only to find an issue later down the road. Getting a definitive answer from Mark Kashman himself would really put my mind at ease. :)

Contributor

@Mark Kashmanunder #3, you mention that you have a private group-connected site that you use with Teams to manage the podcast content, but that the site itself is open to everyone in your organization. Awesome. I want that.

 

I'm trying to do this same thing with my new O365 Adoption site. I created the group-enabled site and added Teams to manage meetings and calendars for the O365 User Group Previously-known-as-SharePoint. I then added "everyone except external" to the visitor group. But they keep randomly falling out. It's almost like every time a visitor accesses the site, "everyone" gets kicked out.

 

How did you make this work? 

Microsoft

Hi Rachel,

 

Hope this helps: go to the gear menu of your SharePoint team site: "Site permissions" > "Invite people" [button] > "Share site only" > add in "Everyone except external users" [ensure "read" only; uncheck so you don't send an email to this permission group :)]. Make sure that is what you want - and know that it solely enables the SharePoint team site, not the rest of the connected group apps.

 

Site permissions - everyone except.jpg

Contributor

@Mark Kashman  I've done that multiple times over the last month. I've added everyone by inviting them as you describe. I've tried adding everyone directly to the visitor group through advanced site permissions. I've even added them directly at the site level without a group at all. Sometimes it lasts a few days, maybe a week but inevitably, the day comes when I get an access request and when I check the site, everyone is gone. All that's left is the O365 group in members. Today I had to add everyone 3 times before lunch. 

 

Just for kicks, I've added an individual to the visitor group and his access has been stable. It's only "everyone except external" that gets booted from the visitor group.

 

My IT raised a ticket with "Microsoft" (whatever that means) and supposedly "Microsoft" told them it's because my O365 group is private and I need to make it public. First, that makes no sense. Why would the status of my group affect visitors? But more importantly, I don't want a public Team. I want a public site with a private Team so that when people request access to the Team, I get a notification and can send them a Welcome to the User Group message.

 

Contributor

hi @Mark Kashman  ,

 

Thanks for the post.

 

Question time....

In the Team site creation dialog I don't see the "Sensitivity" classification drop down. I've an E3 tenant , does this require E5 ?

 

I'm assuming that this dropdown is linked in some way to either AIP labels and/or O365 Sensitivity Labels? Which type? or Both?

 

How does one get this drop down to appear? Do we need to configure a sensitivity label and publish to ALL groups rather create one and publish to all  SharePoint sites?

 

What happens when a value is selected - is classification and protection applied to everything in the site (or everything in the Group) by default (i.e. the end users don't need to manually tag a document in a "confidential" site as "confidential"?

 

Cheers,

Colm

 

Occasional Contributor

Mostly great features and the increased integration is starting to come together, and I believe  the best Collaboration toolset we have had from Microsoft in 15 years, so that's the good side. 

Just very disappointing that we can't "Groupify" our intranet (hundreds of sites/webs) as we took the tried and tested approach to use the publishing feature. So to really adopt the full suite of tools we have to create new sites, migrate A LOT of data (needing another third-party tool) and then get people going in the right direction. I assume there are technical limitations to this decision, but this should have been worked through or communicated better initially as an adoption process, as I'm sure we aren't the only company with this problem!

Occasional Contributor

@Mark Kashman how does #5 work, when sharepoint pages are read only in Teams?

 

Contributor

Hmm, you're right. His screenshot clearly shows the "Add" button for the News web part in the Teams tab. I've added a page to a tab using both the SharePoint and Website connectors and it doesn't show for either one in my Teams channel.

Respected Contributor

@Colm Counihanto get the Sensitivity label, you need to make a change in Azure AD using powershell to classify a Group, then that label will be active, see https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/modern-experience-site-classificat...

Contributor

Thanks @Dean Gross . Do you know if this defaults the sensitivity label to everything contained in the site.. i.e. any document stored in the site will have the sensitivity label embedded? or is the label applied at the site level.. so that any activity related with this site is highlighted elsewhere (e.g. in the Azure Portal/Azure Information Protection)

Respected Contributor

@Colm Counihanit does not. This is another case of Microsoft using the same phrase for 2 different things. Site classification labels have NOTHING to do with Document sensitivity/classification labels. They are 2 separate labels that are created, managed, and applied independently of each other. Retention labels are a 3rd type of label. You can connect them together but this will require a custom solution

Contributor

Thanks @Dean Gross 

 

Unsure I'm understanding what value site classification provide us at time of writing? I'm guessing that the site classification will enable us to laser in on content activity within these specific sites ? or is it a policy thing whereby we can't add Externals/Guests to an O365 Group with a specific classification?

 

I'm just about getting my head around what Sensitivity and Classification labels (in the Security and Compliance Centre) provide.. 

 

I'm guessing that the site classification labels are more of a O365 Groups/ Azure AD thing ?

Respected Contributor

@Colm Counihanthe tools solve different problems, for example.

if you need to keep or dispose of files, then use Retention labels

if you need to control what people can do with files, then use Sensitivity labels

if you need to automate/standard site provisioning, then use Site labels. Site labels don't do anything by themselves, but if users fill out a request form, you can use their answers to create the group/team/site in a customized manner that meets their requirements, e.g is it a project site or a department site, is it for external sharing or internal use only, there are lots of possibilities.

 

Yes, site labels are based on O365 Group labels

Contributor

[Update: 11/03] - I was doing further research and encountered "Limited Access Policies for SharePoint"  https://techcommunity.microsoft.com/t5/Azure-Active-Directory-Identity/Conditional-Access-8220-limit... . they seem to show a similar warning message to the one in the screenshot below. so perhaps the site in the demo has had limited access policy applied to it (either manually or automatically as a result of the site classification label)

 

[Original Post]

Thanks Dean.

so in the mechanics video  (see screengrab below) the "confidential" site label is metadata , and the protection on the site has been configured seperately using RMS (?) or AIP or DLP at the site level? Can a the warning label be displayed on the site home page using OOTB configuration?

 

SiteClassification-preventPrintv2.jpg

Occasional Contributor

Using this hubsite model it doesn't seem possible to share any data between sties. For instance, I I have list of say offices addresses and I want to use these a a lookup to stop peopel adding "variations" in different libraries it would seem that I need to copy the list library to every group site (site collection) and then keep it up dated. I'd hoped that I could add it to the hubsite and just reference it from the other sites.

 

Sounds like I would need to go back to hierarchical sites - but at the same tiem it seems as though your modern world is moving away from this. Where to go?

Tthis seems to be a general problem with the group/teamsite model - no easy way to access other data that is in your tenant so there is a danger of huge amounts of duplication.

 

I remember reading an early article that one of the benefits of modern was the intelligent way it would identify documents you had already used and make links in other libraries rather than duplicates of the documents. But this doesn't seem to be the case once you use groups/teams and these become site collections - or have I missed something?

New Contributor

Same view like Rachel, the default permission concept for  o365 group members is horror, on top most user using SPO self service and creating a modern team site not aware about it .

Contributor

@Ian Cunningham  The solution depends on what the information is and how you're using it.

 

If you have a list of values, you may want to look into using a managed metadata column. I do this frequently. The values are stored in the central Term store. You'll need to make sure that you are named as in individual as a site collection admin to create an entry in the term store. But theoretically, your site owners should be able to access the term store to pull in a column without being a named SCA. Whenever the central list is updated, all the instances of that list of values are also updated.

 

The tricky part to this is training. Making sure that your site owners KNOW they are supposed to pull in this column of information from the central term store rather than recreating their own columns in their own sites.

 

If this is a list with multiple columns of data about each office, another option to look at is using the highlighted content webpart to publish across site collections. You can post a page with offices and addresses on your top level site and have a link to that page appear on your team sites in a web part.

 

But if the 100% requirement - and no other options are acceptable - is to have a list on each team site so that a lookup column in one list can bring in multiple fields of data about each office, then you may need to post that table on each site. 

 

The modern sites have come a long way. I think there are a lot of use cases where they make a great deal of sense. But I also think there are other use cases where having subsites is acceptable as long as you understand all the best practices and repercussions of using subsites, like no nested subsites. Only have them in a single layer under the parent site. Only create subsites based on security needs. Just because it's a new project, doesn't mean it needs a separate site if the people are the same. Stuff like that.

Frequent Contributor

Great stuff, tx for sharing. Let's extendify the list ;)

  • #7 | Send your first team news article > Newify
  • #8 | Take team meeting notes in the team OneNote notebook > Notify
  • #9 | Planner integration – the new Task list for SharePoint in Office 365 > Planify
  • #10 | Create team-oriented business solutions that blend lists, libraries, PowerApps and Flow > Blendify
  • BONUS POWER: SharePoint mobile apps > Mobify
Contributor

@Dean Gross   Hope you are well.

 

I've encountered another source of information on the topic of the Site Labels and where the road may be leading to.... 

BRK3101 - Securing SharePoint and OneDrive content etc..

https://www.youtube.com/watch?v=uMSulorlu7I

 

the video (from Ignite 2018) provides a interpretation/perspective on the term "unified" labelling.

 

i.e. labels defined (in the security and compliance) centre may be applied by end users across a number of different scopes/objects.  i.e. at the moment they can be applied to documents but as per the compliance centre displayed in the Breakout session (which is NOT what I see when I connect to the compliance centre FYI) there will also be a means to define what happens when the same label (e.g. confidential) is applied to a Group or Site (according to the BRK session , the site settings will be aligned to the limited access/full access/no access conditional access policies in addition to settings about External Users and Public Vs Private)  

UnifiedLabelling.png

UnifiedLabelling2.png

New Contributor

@Mark Kashman @Thanks for the post.

 

Cc: @Rachel Davis 

 

Comments on item  #4 - Groupifying and Teamifying a ShrePoint site without an O365 Group connected.

This might be  problematic from permission perspective as described below ...

 

Yes, Teams provides better collaboration experience and has superb integration with other services ( OneDrive, Planner, Forms, Yammer, PowerBi, etc...) and is the ideal tool for focused conversation and managing content. 

 

But the permmisision concept in Teams is so different than the SharePoint Sites w/o O365 group connected. In Teams all members can see and edit any content throuout the Teams. (Though Private channel is coming to Teams sometimes this year.) Members in Teams are encouraged to be active contributor.  

Vs in a SharPoint Site, permission can be very granular - you define the permission based on your need - some may have Full Control, some may have Edit/Contribute and some may have just Visitor permission. And some content may not be visible to some. And this permission can be on List/Libraries/Folders levels with broken inheritance from parent. And there could be subsites with mixed of different permissions.  If such a site gets Groupified / Teamified then this is a huge problematic from prrsmission perspective as not all Team members should be allowed to edit some content and some content may not be visible to all based on needs. Yes, someone can go at the back door to set the SharePoint site (connected wih the Team) permission to be granular but that’s not how Teams concept is. This causes managing permission in Teams and its connected SharePoint sites a challenge and should be avoided.  And this is why - backed by users’ demands Microsoft now have Modern SharePoint team site without the connected O365 Group to keep the permission properly managed. 

 

So if people wants to Groupify and Teamify  a SharePoint site they need to understand how the permission is impacting them. 

 

Would love to hear from you on your thoughts on this ..  Thanks..

 

Cheers

MK 

 

Contributor

I am modernizing the UI on every classic site I touch, but not groupifying them because of the complications you mentioned. Personally, I'm not a fan of private channels in Teams. The whole point of Teams was to move people AWAY from all these granular permissions we have in SharePoint. I have no idea how they're going to map permissions from a channel to all the tabs in that channel. Create separate groups? Individual named users with no groups. Are we going to get separate permissions on each OneNote section? Ick and double ick.  If you need that level of granular permissions, maybe Teams isn't for you. Not every use case should be shoe-horned into Teams just because it's new and sparkly. 

 

For us right now, Teams is for mostly small-ish group collaboration. If you need hundreds of people with complicated permission levels, use straight up SharePoint with traditional permission groups. If you're on traditional SharePoint and want to move to Teams, that's great, we'll set up a Teams site for you, migrate the content and delete the old site. But we aren't groupifying sites directly.

Contributor

@Rachel Davis I'm assuming, as far as it is safe to assume anything in relation to Teams and Private channels, that the permissions across all of the "tabs in a channel" will be set at the (private) channel level.  I wouldn't interpret the request/requirement as being for private tabs within a channel (though I suspect that was already possible). 

I agree with the point that not every use-case should be shoe-horned into Teams. e.g. someone talking about restricting Teams to chat only (no storage, sharing or calling because they are in a "highly-regulated" industry .. nobody is forcing them to use a tool (which is practically Free) that meets general "working in the open" collaboration requirements #rantover