Frequently Asked Questions for Microsoft Teams-Answered

Frequently Asked Questions (FAQ) for Microsoft
Teams Answered
16 July 2021 · 4 min read
As hybrid work becomes the new norm, collaboration systems such as Microsoft Teams are contributing to this new standardTeams is widely used across industries, supporting real-time collaboration across teams, departments, and more. And because of its rich capabilities, Teams has experienced a meteoric rise in user rates within a year, growing to more than 145 million daily active users 
As more organizations deploy the platformMicrosoft continues to enhance Teams features. But any organization starting to use Teams has many questions regarding its structurefeature benefits, and security. This is especially noticeable for questions related to Team vs Channel creation, differences between guest vs external users, and applying sensitivity vs Teams classification labels.  
To help you get the most out of Teams, here are some key questions we have answered for you. 
What Ithe Difference Between Creating a New Team vs a New Channel? 
For Microsoft Teams, a Team is the top-level container. When you create a new Team, you automatically create a new SharePoint site and a Microsoft 365 group. You can add up to 25,000 members in a Team and customize their permissions, depending on your license. 
Channels are second-level containers for Microsoft Teams. A new Channel will have to be under a specific Team as you cannot create stand-alone Channels. Each Channel has a folder in the Team’s SharePoint site, as well as tabs, and a chat. Members of a Team will have access to all Channels within that Team unless you create a private Channel with different security. 
Even though this feature is helpful, as companies create thousands of Teams and Channels per project or matter, this could easily become chaotic 
By default, anyone within the organization can create a Team and Channels. Without proper collaboration, provisioning, and governance, organizations will end up with duplicate Teams with different structures and naming conventions. This is not only chaotic and hinders collaboration, but it is also a cybersecurity risk. Hackers could easily infiltrate a chaotic environment, gaining access to sensitive data, stealing and deleting 
Automating provisioning helps improve efficiency, keeps users from unnecessary Team or Channel creation, and reduces privacy risks. 
Should You Enable Guest or External Access? 
Among the different users of Teams, the platform also offers the ability to invite people from other organizations to collaborate in the form of guest or external users. 

 

On top of its benefits, external collaboration on Teams has also been followed with many concerns about  security and governance. For proper external collaboration, organizations need the ability to track users to projects workspaces, teams, and so on, across systems. Without processes in place to understand who is working on what and who can have access to a specific Team, external collaboration becomes ineffective and risky.  

 

To really benefit from external collaboration, organizations must seek solutions that enablthem to apply proper provisioning and governance. When coupled with rich metadata and the ability to automatically enroll external users, these practices ensure organizations are adhering to governance and security best practices and avoiding human error 

 

Should you Use Sensitivity or Teams Classification Labels? 
Sensitivity labels on Teams are used to protect and regulate access to information within a file or in a chat by classifying that information as sensitiveThese could be labels for public or private channelscontrolling guest/external sharing (confidential or general labeling), and more.  
Classification labels are text strings that users can attach to a Microsoft 365 group, but they have no policy enforcement within them. So, your organization can use them as metadata but then must use scripts or other exhausting methods to enforce them as a policy.  
Even though these features are essential, they have several security and privacy implications. Sensitivity labels are applied by a team owner, which leaves room for human error to accidentally label data as “General when it is supposed to be “ConfidentialCouple this with the fact that labels have to be applied manually across thousands of documentsand you have an inefficient and highly risky process. 
So, organizations do not have to be concerned about systems being unregulatedresulting in extra cost and security threats.  
How Prosperoware Helps 
Prosperoware CAM is a Software-as-a-Service platform (SaaS) for adoption and governance of collaboration systems. It allows organizations to provision, classify, protect, move, and minimize data, mitigating data chaos and reducing risks related to privacy & cybersecurity.
CAM enables organizations to create logical locations for users to place data. It provides rich custom metadata, empowering users to locate documents, and risk management teams to understand business context in order to apply the right security & data minimization policies.
CAM integrates with Microsoft 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner, Lists), iManage, NetDocuments, HighQ, and more to come.
Here is what CAM can do for you:
    • Provisioning of workspaces, Teams, Channels, Lists, users & groups, and folders from Project Portfolio Management, CRM etc., or through a human workflow using readily available templates.
    • Rich, custom metadata for project or document context.
    • Unified project directory for content location for end users and risk management teams.
    • Provision automatically or on-demand internal & external users, manage permissions across collaboration systems, and integrate with leading ethical wall systems.
    • Data Loss Prevention (DLP) with activity monitoring and bulk security & metadata changes.
    • Data protection by creating a separate archive of documents to access in case of incidents.
    • Minimize data by setting automatic data disposition policies or apply litigation hold.

Want to see CAM & Microsoft Teams in action?

Want to see CAM & Microsoft Teams in action?

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