Teams and sharepoint for project collaboration

Copper Contributor


We are trying to figure out how to combine teams and sharepoint for better project collaboration and always found some incovenients to solve the whole puzzle. The bussiness case is very common:

Departments work in projects with other departments or/and external people. People from the same department needs read access to their department projects documents even if they didn't participate (in order to share knowledge) and 1..N externals can potentially access to project data.

With old way (sharing folders) all looked like more easy and now with a set of tools made to collaborate it seems too difficult to find a way

We have tested several scenarios but none works.

  • One team for project has some cons; lot of teams and in order to allow access to information to non project members IT has to go to every project site to share with departmental groups. IT support needed in order to create teams as we have restricted policy
  • Team with private channel has the cons; only 30 channels permitted, you have to be very carefully adding members teams and then carefully adding members to channels
  • Departmental Team with shared channels has been the best approach as you can share the channel with a kind of master departmental teams and brings a consolidate visibility on all department project, but it has a mega big cons,  only MS Orgs are allowed as externals (???) and it makes it practically useless
  • Now we are thinking in other approaches like having a sharepoint site for all departmental projects or a site for all projects and playing with the permissions leaving teams only for easy and fast collaboration. This approach has the cons we have to think carefully on folder/sites architecture, limits and permissions and a major Administration effort

Is there any MS best practice or recommendation for these scenarios? @Susan Hanley your insights are very welcome


5 Replies

There isn't really a "one size fits all" answer and one that I can address in this forum, but here is a way to think about it. Content that needs to be viewed by a broad audience is best shared in a communication site. Content doesn't often need to be edited by a broad audience but if it does, it could be stored in a specific document library on a communication site or team site depending on the use case. Cross functional team collaboration could be in a Team for shared projects but if the scenario is persistent collaboration between two departments, for example, a shared channel in Teams could be the best option. My recommendation is that you think about the scenarios and then come up with recommended approaches for each scenario. Consider the state of the content (draft or final) as well as the audience (limited or open to a broad group) and how long the content needs to be shared. Hopefully, that will help you frame the use cases so that you can have some consistent approaches within your organization.

Hi, thanks for comment. Yes, we would like teams to be the all in one place. We were close with shared channels but unforntunatly they don't allow to share to any external.
Shared channels can be used with external orgs: It may not be enabled for your org, however.
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Yes, I meant external orgs that they don't have a O365 subscription. In few words, you can't share with anyone, and this is a big cons while others channels can be shared with anyone, having or not an O365 subscription