Microsoft Teams is a chat-based collaboration hub for UQ staff that allows remote or distributed groups to collaborate. Microsoft Teams is part of the Microsoft 365 suite.

Microsoft Teams provides an inclusive and customisable online collaboration platform for your group. It enables group members to co-author documents, have individual or group chats and meetings, and use audio or video communication features.

UQ staff should not use electronic devices to make video or audio recordings of work-related meetings, discussions or other private conversations without approval. For more information, refer to the guidance note (PDF) (staff login required), which supplements UQ's Privacy Management Procedures.

8. Information for Microsoft Team Coordinators and Owners

Team Coordinators and Owners have the ability to:

  • edit or delete a team
  • change the team picture
  • add or remove Team Members
  • assign moderators as and when needed
  • govern who can edit or delete their messages, create or delete channels and tabs, add or remove apps and connectors
  • control @[team name] mentions that will notify all Team Members within the Team
  • control @[channel] mentions that will notify all Team Members within a channel
  • create tags @[tag] to communicate with and notify frequently mentioned sub-group(s) of members within the team
    • extend tagging capability to team members in specific scenarios.
  • allow usage of GIFs, stickers and memes

Responsibilities

Team Coordinators are responsible for evaluating all requests for new Microsoft Teams. It includes:

  • assessing whether to create a new Microsoft Team or guide the requestor to use an existing one
  • liaising with requestors to identify core objectives, challenges and strategic roadmap
  • guiding Team Owners with the security, privacy and information management requirements
  • promoting consistent practices across different Microsoft Teams they oversee

Team Owners are responsible for the effective set-up and usage of Microsoft Teams for which they are assigned 'Owner' access. It includes:

  • adding and removing Team Members and Guest Members
  • changing Team settings
  • managing third-party application integrations
  • handling security and privacy requirements

For larger groups, Team owners should invest time in planning the implementation of Microsoft Teams.

Team Coordinators by organisational unit

NamePosition and organisational unit
Rik Taylor/Douglas KosovicIT Infrastructure Manager, EAIT
Alan HockingsManager IT Support AIBN, CAI, IMB, QBI
Eric Hornsby/Robert BowenAssociated Director, Library Technologies Services, IT and Research, Library
Jacqueline BogaInformation Management Officer, Research and Innovation
Dan MoradianRelationship Manager, ITS
Rose RadloffRelationship Manager, ITS
Todd O'ConnellRelationship Manager, ITS
Amit DhaniaSenior Web Coordinator, ITS

Moderation

Team Owners can control who can start new posts and reply in a channel, by turning moderation on for a particular channel. Team Owners can also add Team Members as moderators.

Team Owners decide which Team Member(s) can delete and restore channels. When a channel is deleted, all conversation history is lost with it.

Team Owners can restrict exposure to and participation in a particular channel without creating separate teams to control access and visibility. Team Owners can create a secure 'Private' channel to customize which Team Members can see conversations and files associated with it.

ITS recommends Team Owners should turn off private channel creation by Team Members. If not, Team Members may create private channels that a Team Owner is not part of.

To encourage collaboration and information-sharing within a team, Team Owners should limit the creation of private channels for specific requirements where privacy is essential.

Managing files in Teams

Each Team is provisioned with a file storage capacity of 100 GB, for storing current collaborative working documents. Files can be created in or uploaded to the 'Files' tab within individual Team channels.

Do not store the following types of files in the Team:

  • historical files, backups, or unused files
  • application files
  • files automatically created or used by applications
  • large data files
  • complex files which are continuously edited or worked on for long periods (for example: Photoshop, Outlook, AutoCAD, video files, etc.)

If you require guidance with file storage or management in Microsoft Teams, discuss your requirements with ITS.

Sharing outside your Team

Access to Teams is restricted to the members of the Team only. Teams is not suitable for building an org unit intranet or for publishing information outside your org unit. Submit an IT request to discuss your publishing requirements first.

Deleting Teams

Team Owners can delete a particular team they are responsible for. Doing so will also:

  1. remove the team mailbox and calendar from Exchange
  2. delete the corresponding SharePoint site and files
  3. delete any associated OneNote notebook, Planner plan and Power BI workspace

Team Owners and IT admins can restore deleted teams for up to 30 days.

ITS recommends that before deleting a team:

  • check if end users are using any Private channels that Team Owner may not be a part of. Deleting the team will also delete all private channels
  • consider requirements for recording conversations, authorisations or decisions made within Microsoft Teams in UQ's Records Management system (TRIM).
  • if a team is no longer needed but must be retained for future reference or reactivation, Team Owner should archive the team instead of deleting it

Recommended online resources:

Need help?

Ask the Teams community for help through our Microsoft 365 Implementation Support Team.

If you can't find your answer through the community, submit an IT request:

Submit an IT request