How to Create & Manage Microsoft Teams Tags

How to Create & Manage  
Microsoft Teams Tags 
24 September 2021 · 4 min read
Microsoft Teams has continuously rolled out new features for higher productivity and easier collaboration. The platform has grown tremendously, becoming a vital part in the shift to hybrid work.
Because there are so many features, not all of them get the attention and utilization they deserve. This has been the case with Teams tags with users yet to reap the benefits.
That’s why, in this post we will go through what Teams tags are, ways they benefit users & organizations, and how to manage them to avoid any negative effects 
What Are Microsoft Teams Tags?  
Tags are youway of reaching a larger, more specific audience when needed. You can create Tags and assign them to users based on different attributes, such as role, skill, location, and othersYou can also automatically assign Tags to users based on their schedule or shift information.  
Let’s take an example and see how Tags work in practice! 
Let’s imagine you want to reach a group of people from a specific office, such as Philadelphia. You can create a tag named “Philadelphia Office” and then add the appropriate personnel to that tag. All you have to do is use the “@” mentions (PhiladelphiaOffice) on a specific Channel post or even start a conversation only with the employees or Teams users in this specific tag (PhiladelphiaOffice).
Who Can Create Tags? 
By default, only Team owners can create tags. But you can change this setting and allow both Team owners & Team members to create, edit, delete, or manage tags. If you provision Teams with Prosperoware CAM, it will set a System Account as the Team owner. Admins can then either create tags themselves or delegate access to someone within the Team. 
If you work in a smaller organization and don’t think that tags will help your productivity, you can turn off them completely. 
Teams Offers Two Kind of Tags 
Custom Tags 
Custom tags are manually created and assigned to certain people. Everyone can create these —Team owners & members (if enabled). These tags can be created for different user attributes such as their position in the company, location, and others.
For example, a “DevOps” tag will reach only people that fall under that category without the need to search by their individual names across hundreds or thousands of other employees.
Tagging By Shift/Schedule 
You don’t have to manually create tags with this feature. Instead, people are automatically assigned a tag specific to their schedule or their shift group name from the Shift app that can be integrated into Teams. If you need IT help at 2 AM, you don’t have to go into full research mode to see who is availableAll you have to do is use the ITOnCall tag and it will take all the guesswork and inefficient use of time out of the equation.  
Creating Assigning Custom Tags 
You don’t have to manually create tags with this feature. Instead, people are automatically assigned a tag specific to their schedule or their shift group name from the Shift app that can be integrated into Teams. If you need IT help at 2 AM, you don’t have to go into full research mode to see who is availableAll you have to do is use the ITOnCall tag and it will take all the guesswork and inefficient use of time out of the equation.  
Taken from Microsoft Teams Screenshot 
Managing Tags to Avoid “Tags Chaos” 
If users are allowed to create a tag for everything and everyone, collaboration can quickly spiral out of control. Couple this with Teams offering limited control on how tags are used throughout the organization, and you might just be facing chaos in the tags department.
But there are some measures Microsoft has put in place to address this challenge. One user can be assigned to a maximum of 25 tags. A Team can have up to 100 tags, and 100 Team members can be assigned to a single Team tag.
The chaos that unmanaged tags result in only adds on to the chaos that could be created in Teams in respect to projects or matters. Especially taking into consideration that when creating Teams & Channels, organizations are unable to automatically assign project ID’s. This results in data chaos as content can get quickly misplaced, exposing the organization to privacy and cybersecurity risk. To avoid these challenges and the effect of data becoming too chaotic, you can use a solution like CAM.
CAM as a SaaS platform enables automatic and on-demand provisioning of Teams, Channels, SharePoint sites, and more, with standardized naming conventions. This way, when a project is created in Teams, the same client/project number of that project/matter will be carried out in the DMS, ultimately making it easily identifiable across systems.
Is this enough to mitigate data chaos? You probably know the answer to that. Luckily for you, rich, custom metadata is the key to this challenge.  
As Teams offers limited metadata to projects or matters, CAM comes to the rescue. By providing rich custom metadata for projects across systems, users can efficiently locate data, while risk management teams understand its context across collaboration systems. Ultimately enabling a stronger data architecture and enhanced user efficiency.
Using Tags to Your Advantage 
When the time comes to use tags, you can do so in a chat or Channel.  
Channel: When using tags in a Channel, all you have to do is, click on the channel conversation button, and simply @mention the tag by selecting from the list of tags. The people that are part of the tag will immediately be notified of your post.
Taken from Microsoft Teams Screenshot 
Chat: When using tags in a chat, you simply click on a new chat option and type the name of the tag. You will be presented with the result of your search and all members under that tag will receive your chat.
Taken from Microsoft Teams Screenshot 
And now you know how you can improve your collaboration and add a little bit of fun to it. But there is nothing like taking Microsoft Teams and its collaboration capabilities a step further. With Prosperoware CAM not only can you safely collaborate without chaos, but you can do so much more.
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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