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MS Teams and Sharepoint: Best practices and sites management

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anagonzalez
Occasional Contributor

Hello everyone, 

 

I am currently in the phase of analyzing the implications of rolling out Teams to be used as the main collaboration tool in our organization.

Anytime that you create a site in MS Teams a new site is created in SharePoint, I get the following questions:

-  Can we avoid a site's creation when adding a new group?

- Can we link previous sites created in SharePoint with new groups? (so that we avoid sites duplication)

- Is there any documentation available for best practices and governance for this topic?

 

Thanks in advance!

 

Ana G.

11 Replies
Solution

Hi!

 

1: Creating a team, creates an Office 365 group which includes a SharePoint Team site! This is not optional! Also this is where Teams store its files!

 

https://docs.microsoft.com/en-us/microsoftteams/office-365-groups

 

2: You can create a team on an existing Office 365 groups! If its a modern team site a group was created here as well! If you are an owner of the site/group, you can go to teams - create a team and choose "create a team on existing office 365 group"

 

3: Documentaion on governance in teams:

 

https://docs.microsoft.com/en-us/microsoftteams/plan-teams-governance

 

/ Adam

Thanks for your prompt response Adam!
I am assuming then that to avoid lots of unnecessary sites to be created, we should keep the group creation to the minimum (informing our users that this implication exists).
And also educate our users to close groups when they are not needed anymore.

- Also, another question:
When you share a file in Chats, where does it get stored? Does it go to Sharepoint?

Yes! Thats a good idea!

There are also alternatives as restricting group creation to a security group! The members of this group need P1 (azure AD premium) licenses though!

 

https://docs.microsoft.com/sv-se/office365/admin/create-groups/manage-creation-of-groups?view=o365-w...

 

Also there is group expiration policys to have a look at:

 

https://support.office.com/en-us/article/office-365-group-expiration-policy-8d253fe5-0e09-4b3c-8b5e-...

 

 

Files in private chat are stores in the sharing users OneDrive! 

 

https://support.office.com/en-us/article/file-storage-in-teams-df5cc0a5-d1bb-414c-8870-46c6eb76686a

 

/ Adam

Thanks for this valuable insights, Adam. They are highly appreciated :)

Have a great day and cheers from Spain!

No problem! Just let us know if there is anything else you need help with!!

Adam

@adam deltinger  Hi Adam, related to this -  I would still like to understand best / common practice between Teams and Sharepoint. We started out with using MS Teams. We now need a document storage location to move our 1000s of files off a network drive to and so a Sharepoint site with libraries was created by our IT dept. We then discovered that you can only link a SP library to your teams files location list (not a folder within the library) so I suggested we just use the SP site that was created when the Team was created. They (our IT dept) then advised that this might not be a good idea as should the Team be deleted so would our document repository. Seems strange to me that there might be a greater chance that someone could delete a team (that is in use all the time by the team) over a Sharepoint site.

 

In short - Do you know what the standard practice is? -  Using the MS Teams created Sharepoint site for only team chats and adhoc files and a separate Sharepoint site for document storage or only using MS Teams and its own Sharepoint site for both? 

 

Thanks in advance.

 

James

Hi! This is a difficult question to answer but generally I would suggest not moving everything into a sharepoint library and use with teams! It all depends on what type of content there is! Content in teams should often only be dynamic files which all the members of the team can have read/write access to and work on on a regular basis! Content which someone else need access to, other rights (read) for example and more static content should be in other sites/libraries!

@anagonzalez I would agree with you , for smaller companies it might not be an issue but for larger enterprises with more then 40-50 k user's , it would create an issue and i have seen this . As lot of sites will spun , Also same way lot of corresponding office 365 groups will be created.

On the other hand if limit the group creation via Azure AD then we are limiting the capabilities of team's , as they will loose the ability to create team's on their own.

I think it is real issue which needs to be addressed.

 

It’s kind of addressed already! Either you allow free creation or restrict it to chosen users..

@adam deltinger 

 

Hi Adam, 

 

Thanks for your insights, they've help a tremendous amount. 

 

I found however, I don't require an Azure P1 license in order to be able to restrict who can create groups. 

 

I create a "Group Creators" group and anyone I add inside of this (regardless of having an Azure P1 License) then has the ability to create a group - Others outside of this group cannot create a group. 

 

Just wanted to share. 

 

Cheers. 

Adam :) 

No problem :)

Just be aware that this is a license violation..