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Channels". My name is Dina, and I will be your trainer today on this session.
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To begin with, I would like to inform you that you have the possibility to
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ask your questions during this live session via chat and you will find the answers on
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our blog the following week.
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Be advised that this webinar is currently being recorded, and you will have
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the opportunity to view it soon after on our MOOC platform.
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And now, before I start this presentation.
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Let me just go over it. Here we go.
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Alright. During this 30 minute session here are the topics we'll be discussing
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The first one, there'll be a quick introduction on why this change is occurring
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and also when to create a private channel.
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Who can create the private channels.
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What can I do. Once I'm in it.
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And where is the data being stored
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Then we'll see what can team owners see, and then we'll give you a summary over
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the elements we've shown.
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So these recommendations will have to be adapted, of course, to suit your
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entity and the strategy as well, you're going to be putting in place.
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Your objectives today is to get to know new end user tools and identify the
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potential of private channels.
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So, how to collaborate in Microsoft Teams.
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First Microsoft Teams lets us interact and communicate as a team or in a
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working group "On The Go" and as needed. This tool brings together people, content and tools
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around one project or task on a single platform entirely geared towards open collaboration.
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All information is going to be shared in a secure space.
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Users can only gain access to this private space upon invitation only to
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be part of a specific project.
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In it, you will have audio video web conferencing integration.
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It will be easy to file to actually do file sharing and storage.
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Using your office suite will also be another possibility as well as the integration
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of other Office 365 services.
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And you will have connection to external services. There's also an easy integration
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of external members.
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And the convenience... is the permanent interaction history
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And it is accessible on the go.
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Now, as far as the permanent content history, whether it is conversation threads
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or files... Well, channels let you host conversations and files related to a specific topic; Users
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can quickly find what they need and specifically trace finalized projects.
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So Microsoft Teams benefits are to increase team flexibility and agile workforce.
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So why this change?
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Well, many companies brag they use Microsoft Teams a lot, but on a closer
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inspection, it is not always well used
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When we see the majority of teams...
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Actually don't have or I should say... When we see that the majority of teams
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have no channel, other than the general channel and that the conversation thread is completely
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empty, it is a sign that TEAMS is only used as a common file server without exploiting
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its full potential.
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Now this inability to restrict rights to channels is therefore an important
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cause for the excessive number of teams with organizations.
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I've seen in many cases where for the same subject several teams had been
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created, simply because the topic affected several sensitive matters.
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Involved in several different groups communities or audiences , let's say...
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And this open collaboration platform was not originally created to block channels and as
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a result the architecture of the channels is not designed to allow their privatizations.
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Because all information is shared in one space visible and accessible to all
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members of this team... So
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The current state we have let's say this group in grey working with the group
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in red. And then the group in gray working with a group in purple.
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With external parties, the same thing happens. That's the current state. So
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here we have an example of a team called "IT" with a general
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channel and then you would have different standard channels. They're not privatized,
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but the future state is allowing us to work with different groups, but if they're all
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the same members, we can all be part of the same team... So
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how do you share confidential data and files within one team? How can access
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to confidential information be restricted within a working group with external partners?
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Well, the ability to create private channels and restrict access to certain channels
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will drastically limit the number of teams and companies.
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And these private channels can only be accessed by invited users who are
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already members of the team and actually here as the example we have this team called GRP
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with a general channel and ... other standard channels such as subject 1, 2, 3,
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4 and 5 but the private channels that have been created "100" and "Private Channel" show
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"Lock" icon; That icon indicates that this channel is actually private; Only
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team members who have been added to a private channel can view it and participate in it.
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Each team can include... So let's see the conditions... First, each team can
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have 200 standard channels and in an organization, you can have up to 5,000 members.
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In live events, you can create an audience size of 10,000 participants with
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a duration of 4 hours.
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You will have the possibility to upload and add a maximum of 10 files at
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a time per channel.
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And in one team, you can have up to 30 private channels; One private channel
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can include a maximum of 250 members and up to 100 persons for simultaneous private conversations.
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Another feature to keep in mind: "Maximum Limits". The number of people in
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a private conversation can go up to 100 and the number of attachments via teams... That
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is 10 at a time always but via SharePoint, you can have far more!
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So "when to create a private channel?" is the next step... The new features always
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lead to new "business case scenarios", we'll say... And in this case, this new feature
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And of course, I cannot identify them all but one case does come to mind. So
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here we have "Employees", "Assistant Managers" and a "Manager".
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In this example, well for this manager to run or his or her department manager
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will create a team in TEAMS and then we'll invite all his or her employees and this manager
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will most likely create several channels.
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The first one will be related to general information.
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As to publish business information, for instance. One for team planning: to discuss
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timelines or schedules... and the last one, to track the progress of projects.
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And this way... to interact with the stakeholders and stay abreast of their
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individual contribution, etc. In other words, if you were a member of this specific team,
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you would have access to the three channels with no restrictions on message visibility.
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What if the manager also wants to talk with his assistant manager and trusted
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colleague about budgets and reorganization strategy.
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Those are two sensitive topics and naturally this manager does not want the
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rest of the team to be able to view or access these two channels outside those
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2 trusted employees, we'll say... And this subset of people on a team needs
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a private channel to discuss sensitive information such as budgets strategy, etc.
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So for this case scenario: Going over "Operations Budget", "Strategy" and "Hot
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Topics"... You want the manager with his assistant managers in a private channel.
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So... as all Microsoft Teams users know, usually the left hand component of the
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TEAMS interface can quickly become quite messy when you're a member of several teams and
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named group chats.
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Chats also disappear quickly if they're not pinned and if you are bombarded
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with chats every day and who is not?... Indeed, it is impossible to search for named group
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chats in mobile customers. It can be quite frustrating at times when you're often traveling
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and working on the go.
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In addition, group chats have another gap there is no bridge or tie between
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files, conversations and the main team to which they are linked.
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Finally, in group chats, the files are loaded onto the OneDrive of the user who
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posted those and shared automatically with the other participants.
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And the situation is not ideal since content related to management or confidential
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projects is then stored on a personal OneDrive space
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...completely disconnected from the teams project in Microsoft Teams; Especially
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if that person leaves the company! So the "solution 1": was the group chat. The "solution
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Creation of Subordinate or Separate teams, other than creating another team with
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2 channels for budgets and strategy in Microsoft Teams...
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...where the manager would have given himself or herself as well as his or
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her trusted colleague access...
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The scenario based on the creation of a separate team in Microsoft TEAMS has
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the same drawback. There is no way to involve the main team and the subordinate team.
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And if the data is disseminated across multiple site collections, there is
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no connection between them and the conversations are also separated and disconnected.
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So Microsoft... This is our future state...
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...right here. Microsoft is introducing with its private channels the ability to make
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certain channel collaboration content accessible only to a subgroup of a larger team. This
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one is ideal for the scenarios described above.
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Private channels will allow you to work collaboratively on sensitive and non-sensitive
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A single team and without being tempted to share potentially confidential
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information with the entire team on the pretext that it is more convenient.
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In each channel, there will be the conversation thread; and in the files,
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several folders with the possibility to store documents to a limited number of participants.
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The arrival of private channels will make it easier to protect sensitive data
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and it will also open the possibility of having executives/managers discussions within a team.
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So when to create a private channel still...
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Private channels.
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give the possibility to make certain collaborative content of the channel accessible
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only to a subgroup of a team, which is ideal for the scenarios described...
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So consider creating a team and then, depending on the confidentiality of
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each topic, choose to create separate standard or private channels for each topic in order
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to compartmentalize discussions.
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To determine if a private channel is appropriate, consider the following questions
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about who should work together.
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So do you need limited access within a team?
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You want to create a working group... Sorry, a working "subgroup" to avoid a message
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channel display.
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First and foremost, find out if there is an existing team.
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So again, a group of people on the team wants a targeted space to collaborate
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without having to create a separate team.
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For example, a private channel is useful in the following cases: We said...
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a subset of people on a team needs a private channel to discuss sensitive information such
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as budgets, replenishment, strategic positioning, etc.
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And in the solution... the next one would be: A group of people on a team
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wants to have a targeted space to collaborate without having to create a separate team.
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Does this work need to be private from others? Are there several confidential
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sensitive topics to discuss?...
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...Taking all this into account, this avoids proliferation of teams; Users
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will now need to understand the private channel subgroups of users.
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So remember: "1 Private Channel = 1 Subgroup subgroup of users of a team with
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restricted access".
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So who can create those private channels? 3 possible strategies defined by
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Office365 Admin.
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In "Open Access": All team owners and members can create a private channel and
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add members; In "Semi-Controlled Access": all team owners can prevent members from adding
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private channels by disabling this option in team settings.
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And in the third category, "Limited Access": Office365 Admin(s) can modify this
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permission and limit private channel creations to certain roles.
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Then you have your guests. Guests cannot create private channels.
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The person who creates a private channel is the owner of the private channel
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and only the owner of the private channel can directly add or remove people.
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The owner of the private channel can add any team member to a private channel
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he or she has created, including guests. Members of the private channel have a secure chat
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space and when adding new members, they can see all the conversations, even old ones,
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in this very private channel.
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So what can I do, once I'm in that private channel?
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Well, if we talk about belonging to a private channel... To be part of a private
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channel, you must be part of the team.
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There are no channel conversions so be very careful. Standard channels cannot
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be converted to private channels, and vice versa. You got to decide from the get go.
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"Moving channels": It is not possible to move channels or conversations from one
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team to another.
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And when it comes to managing connectors... There are no support connectors
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and tabs; And there are no support for WIKIs, other certain applications like: Planner,
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Stream and Forms; also robots and meetings.
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Private channel meeting invitation to external parties. Well, the possibility
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for external parties to participate in private channel meeting under the following conditions:
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private channel member invitation,...
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...And only temporary access to discussions, files, whiteboards, notes and
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participants list.
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"Deleting/Archiving a private channel"... Well, depending on the strategy
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again: Either the team owner...
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Either the team owner and/or the private channel owner
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And for ownership of a private channel, it is mandatory. The last owner of
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a private channel cannot leave the team without designating a new owner when the owner of
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a private channel leaves the company, it triggers the automatic promotion of a member of that
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team or that channel. Sorry.
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And as far as file management is concerned, private channel files are stored
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in a separate SharePoint site.
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The private channel owner...
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...leaves the business. Remember a member of the private channel is automatically
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promoted as the owner.
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Where is that data stored?
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So in this example, here... I'm showing you...
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We'll say the main private team: GRP Carole...
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Which you see has standard channels and private channels. So it is the naming
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that we're looking at...
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So this is the name of the team. And this is how the naming of a private channel
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will be, in a SharePoint site. It will say: "GRP Carole" which is the name of the team,
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parent team, dash and the name of the actual private channel 100 and so on.
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So remember the naming for SharePoint sites, how it works. So again, in this particular
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...you see, you got "General", "subject: 1, 2,3,4,5" do not show a "Lock"
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on the right-hand side... so they are standard channels... So it makes 1,2,3,4,5,6 standard
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Plus two private channels. But what's going to happen in SharePoint site,
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you're going to end up with three sites; All the standards in "one" which will be the first
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one and then individual private SharePoint sites for each private channel.
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1 Private Channel= 1 Separate SharePoint Site.
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In it... Well, automatic creation of a collection of sites, the private channel
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owners become the SharePoint sites owners, the members become members of the SharePoint
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...With default documents library being created.
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The ability to create lists, applications, subsites, documents library.
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And also we're unable to create site page.
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You can increase... sorry... you can increase the number of site collections
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from 500,000 to 2 million
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Where is the data stored? again... Can data from a standard channel be moved
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to a private channel?...
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Well in Microsoft TEAMS' team. We have the last example we saw what a team
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and its channels look like standard and private
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And then in the SharePoint site.
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This is how they relate to one another. The general channel in a Microsoft
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team is the general folder in the document library in SharePoint site.
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So remember, this is the general SharePoint site.
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All the standard channels are appearing in it.
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The private channels are individual SharePoint sites. So you're not going to see
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So moving a SharePoint folder from one standard channel to a private channel.
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How does it work? Well...
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Again we have how what happens in TEAMS and what happens in SharePoint...
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For members... This is what they can do.
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As a member, you can move only one file from TEAMS, but not from SharePoint.
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So I'm going to go back.... and for a member you can move one file in TEAMS
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and in SharePoint just: "file and folder" is possible; For the team owner:
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File is possible... Not folder... And in SharePoint:
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Both are feasible. As far as the private channel owner is concerned, in TEAMS:
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Only files... And he can do both in SharePoint, as well.
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So what can team owners see?
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So we have the topic on the left side and what can the owner see versus what
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the members can see... For name and description,
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All team's private channels, owners can see...
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But the members, only the private channels to which they're added. As far as
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conversations and tabs are concerned,
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The owner can see only when added to the private channel.
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And for members, the same thing. Files & Content, team owner can see only when
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added to the private channel; The same again goes for team members.
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Private Channel Owner:
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All team's private channel owners; the owner can see all of them.
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But the members, only the private channels to which they're added.
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And as far as the Recent Activity Date is concerned, all teams private channels
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for owners; And again restriction for members, only the private channels to which they're
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Creating a private channel for discussions or confidential or sensitive documents.
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For any discussions that should not be open to all team members, you must
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be invited to join a private channel to participate and be able to view it.
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So remember to access the private channel, you must be a member of the team.
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Private channels create dedicated collaboration spaces among teams; Only team
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users who are owners or members of private channels can access this channel; Everyone,
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including guests, can be added as a member of a private channel if they're already a
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member of the team.
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In Microsoft TEAMS, rethink the structure of teams based on these criteria.
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Users will also need to be trained...
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...not only to rethink the structure of their teams in Microsoft TEAMS, but before
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the answer to the question: "Do I need a new channel in an existing team or a new team?"...
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...was rather simple. So from now on, we must think in these terms: If the
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group of people I want to work with is exactly the same, I have to create a new channel.
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But if the members are different, I have to create a new team.
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In Microsoft TEAMS, will it be possible to restructure some of your existing
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teams now that it is possible to create private channels?
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Well, in any case, the ability or inability to have private channels has
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a major impact on the architecture and support of Microsoft TEAMS' teams
00:27:21
...that are already set up. So private channels will allow you to work collaboratively
00:27:27
on sensitive and non-sensitive issues within a single team and without being tempted to
00:27:33
share potentially confidential information with the entire team on the pretext that it
00:27:38
is more convenient.
00:27:40
In this case you quickly must inform your users of this good news to limit
00:27:46
proliferation; And with these new functionalities, you get greater productivity and efficiency!
00:27:53
Do I need a new channel for an existing team or do I need a new team?
00:28:00
Should some of your existing teams in Microsoft TEAMS be restructured now that
00:28:05
private channels can be created? I'll leave it up to you to investigate!
00:28:08
So that'll be all for today. I would like to thank you for your participation.
00:28:14
Now remember, ask your questions via chat and we'll answer those on our blog.
00:28:20
The following week
00:28:21
I bid you all a very pleasant day
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