Webinar - Microsoft Teams' private channels

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The private channels in Teams, what has changed? 

Officially launched in November 2016 by Microsoft, TEAMS has collaborative working at its core and is about sharing information at the right time in the most efficient way. Team members need to constantly stay in touch throughout their workday, the same as Outlook. All information is shared in one space, which means that everything that is created or shared within a team is visible and accessible to all members of that team. 

But how do you share confidential data and files within a team? How can access to secret information be restricted within a working group with external partners? 

Private channels bring new use case scenarios, of which end user adoption is a key issue. 

In this webinar, we will discuss the new features and tools offered by private channels within a team.

Objectives:

  • Get to know new end user tools
  • Identifying the potential of private channels

Webinar's chapters:

  • Introduction: Why this change?
  • When to create a private channel?
  • Who can create them?
  • What can I do?
  • Where is the data stored?
  • What can team owners see?
  • Summary
00:00:10
Well hello, everyone. Welcome to this webinar called "Microsoft TEAMS' Private
00:00:16
Channels". My name is Dina, and I will be your trainer today on this session.
00:00:20
To begin with, I would like to inform you that you have the possibility to
00:00:25
ask your questions during this live session via chat and you will find the answers on
00:00:30
our blog the following week.
00:00:32
Be advised that this webinar is currently being recorded, and you will have
00:00:38
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
00:01:51
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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Carole
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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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a
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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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has advantages.
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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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So...
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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
00:10:14
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
00:11:15
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
00:11:46
if that person leaves the company! So the "solution 1": was the group chat. The "solution
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2":
00:11:55
Creation of Subordinate or Separate teams, other than creating another team with
00:12:02
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
00:12:22
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
00:12:34
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
00:12:52
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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issues within
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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
00:14:20
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
00:15:02
without having to create a separate team.
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For example, a private channel is useful in the following cases: We said...
00:15:09
a subset of people on a team needs a private channel to discuss sensitive information such
00:15:14
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".
00:16:06
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...
00:19:02
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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And now...
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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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The main
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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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example...
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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
00:21:16
channels.
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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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site...
00:21:53
...With default documents library being created.
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The ability to create lists, applications, subsites, documents library.
00:22:00
And also we're unable to create site page.
00:22:09
You can increase... sorry... you can increase the number of site collections
00:22:17
from 500,000 to 2 million
00:22:24
Where is the data stored? again... Can data from a standard channel be moved
00:22:35
to a private channel?...
00:22:36
Well in Microsoft TEAMS' team. We have the last example we saw what a team
00:22:42
and its channels look like standard and private
00:22:45
And then in the SharePoint site.
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This is how they relate to one another. The general channel in a Microsoft
00:22:56
team is the general folder in the document library in SharePoint site.
00:23:00
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
00:23:15
those
00:23:16
So moving a SharePoint folder from one standard channel to a private channel.
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How does it work? Well...
00:23:22
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:
00:23:50
File is possible... Not folder... And in SharePoint:
00:23:56
Both are feasible. As far as the private channel owner is concerned, in TEAMS:
00:24:04
Only files... And he can do both in SharePoint, as well.
00:24:11
So what can team owners see?
00:24:20
So we have the topic on the left side and what can the owner see versus what
00:24:30
the members can see... For name and description,
00:24:34
All team's private channels, owners can see...
00:24:38
But the members, only the private channels to which they're added. As far as
00:24:44
conversations and tabs are concerned,
00:24:46
The owner can see only when added to the private channel.
00:24:48
And for members, the same thing. Files & Content, team owner can see only when
00:25:00
added to the private channel; The same again goes for team members.
00:25:05
Private Channel Owner:
00:25:07
All team's private channel owners; the owner can see all of them.
00:25:14
But the members, only the private channels to which they're added.
00:25:18
And as far as the Recent Activity Date is concerned, all teams private channels
00:25:23
for owners; And again restriction for members, only the private channels to which they're
00:25:29
added.
00:25:31
So,
00:25:36
Creating a private channel for discussions or confidential or sensitive documents.
00:25:45
For any discussions that should not be open to all team members, you must
00:25:52
be invited to join a private channel to participate and be able to view it.
00:25:57
So remember to access the private channel, you must be a member of the team.
00:26:02
Private channels create dedicated collaboration spaces among teams; Only team
00:26:08
users who are owners or members of private channels can access this channel; Everyone,
00:26:14
including guests, can be added as a member of a private channel if they're already a
00:26:19
member of the team.
00:26:21
In Microsoft TEAMS, rethink the structure of teams based on these criteria.
00:26:28
Users will also need to be trained...
00:26:34
...not only to rethink the structure of their teams in Microsoft TEAMS, but before
00:26:40
the answer to the question: "Do I need a new channel in an existing team or a new team?"...
00:26:45
...was rather simple. So from now on, we must think in these terms: If the
00:26:50
group of people I want to work with is exactly the same, I have to create a new channel.
00:26:56
But if the members are different, I have to create a new team.
00:27:01
In Microsoft TEAMS, will it be possible to restructure some of your existing
00:27:07
teams now that it is possible to create private channels?
00:27:11
Well, in any case, the ability or inability to have private channels has
00:27:16
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
00:28:30
Goodbye.

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