Lions, Tigers, and Teams, Oh My!Sorting through the options to connect and collaborate in Office 365Marc D AndersonSue HanleySPTechCon Austin April 2017

Don’t try to choose an

approach without first thinking about your

business goals.Think first:What are the

outcomes that I want to achieve?

Let’s remind ourselves why this is hard

https://en.share-gate.com/blog/what-is-in-office-365

US (ORGANIZATION)

WE (TEAM)

ME

What is your biggest concern about managing Groups?

Source: http://www.cmswire.com/digital-workplace/measuring-the-impact-of-office-365-groups/

“Sort of” a People thing It is a group of people represented in

Azure AD Add someone to a Group – they get all

the rights and privileges of everyone else in the group

People thing with benefits Groups get a Modern Team Site, Planner,

a Conversation space (in Outlook or Yammer), and a Shared Calendar - whether you want these services or not – probably more to come.

Groups take over what Distribution Lists or shared mailboxes used to do

Office 365 Groups provide the foundation

"Public" or "Private" Public: Group and Content visible.

Anyone can contribute – without having to “join” or be approved by an Admin.

Private: Members must be added by a Group owner. The name of Group is visible, so anyone can request to join.

Internal and External Users External users have access to all files

and calendar. External users have no access to user

profiles.

Office 365 Groups provide the foundation

Non-members can send email to a private Group.

This is by design Use case: A Group is responsible for collecting and fixing Intranet

problems. Anyone can contribute by emailing the Group but only members of the Group can act on the message.

Use case: You want to get feedback from someone not in the Group about a thread in the conversation and you copy them on the email so they can reply back to the Group. They see that thread but not others and they don’t see documents or other assets of the Group.

Groups – what you need to know

Office 365 Groups

Chat-based

Workspace

Mail & Calendar

Voice, Video & Meetings

Sites & Content

Management

Enterprise Communities &

Social

Groups provide the membership basis for the different work styles of each team

Why should you care about Groups?

Groups are the identity Oprah of modern Office 365 collaboration!

Group of people in Azure AD

Email (from Outlook)

Shared Calendar (from Outlook)

Files (from SharePoint)

Notebook (hosted in

SharePoint, provided by OneNote)

PlannerSite (Modern

SharePoint Team Site)

But Groups are not just identity …

Choose your conversation adventure Outlook/Shared Inbox:

Create your Group from Outlook

Already using Yammer for team collaboration? Create your Group from Yammer

Prefer Chat: Create your Group from Microsoft Teams OR connect Teams app to an existing Outlook Group

Groups and Conversation

Conversation or Collaboration ModesQuick, transitive, low importance"Want to grab a sandwich?"

Making decisions, group think"Which sandwich shop should order from for the department from now on?"

External, formal"We'd like to work on a sandwich with you."

Personal, confidential"We're firing the sandwich guy - YOU."

Seeking help, crowdsourcing"Who knows about sandwiches?"

Informational, inspirational"We see sandwiches trending up."

Strategic"NDA: We're planning to start a sandwiches division."

Outlook Group – Group conversations (in Outlook)

Yammer Group – Group conversations in Yammer

• Yammer groups are Office 365 Groups• Conversations are either Yammer or Outlook

Team – chat conversations in Teams

Oh, my…

Source: https://www.xkcd.com/1810/

Every Group gets a Modern SharePoint Team Site Modern News pages in the Pages library (but try distinguishing them

from “regular” pages) OneNote Notebook (but you won’t find it in Site Assets until you open it

the first time) Document Library (Documents in front, Shared%20Documents in the

back) – Keep this library in the default state. If you need required metadata and content types, create a new document library.

Groups and Files

Why is SharePoint so important for KM?

SharePoint is the Files Experience Oprah of Office 365!

Everyone gets a doc lib!

Files in Outlook Groups

Outlook

SharePoint

Files in Yammer Groups

Connected SharePoint site

and library

Yammer files in Yammer

Yammer notes – will

be converted to OneNote

pages

Files in Teams – each Channel gets a Folder (behind the scenes in the site)

So Groups and Yammer and Teams do a lot of the same things?

Groups and Yammer and Teams, Oh My!Groups Created from

Outlook or SharePoint• Shared Inbox for

Conversations• Shared Calendar• SharePoint

Document Library (thanks, Oprah!)

• Shared OneNote Notebook

• SharePoint Team Site• Planner

Groups Created from Teams

• Persistent Chat• Everything else that

comes with a Group but with a different interface from the Teams app

Groups Created from Yammer

• Yammer Conversations but can connect to email

• Embed Conversations in SharePoint site

• Coming Soon:• SharePoint

Document Library (yep, it’s Oprah again!)

• Shared OneNote• SharePoint Team

Site• Planner

Outlook Group | Modern Team Site

Expectation: Asynchronous conversations Participants do not have an expectation of instantaneous response

Members of an Outlook Group are connected in some way Members of a work group or project team Have a shared outcome goal or a reason to work together

Great for work teams Supports external users Good for smaller groups (up to 999 people) Conversations “discoverable” only by the Group but you can

enable it so that a non-member can send the Group an email Conversations are in email – the “comfort zone” Well established metrics tools

Outlook Group

As of February/March 2017… You can add Read-only

members to the SharePoint site created for a Group

Manage Group members from SharePoint instead of just Outlook!!!

You still can’t create site templates for “Modern” team sites, but you CAN leverage a Content Type hub to share metadata

Community Groups (Yammer) - Cross-functional groups of people who share a common interest or expertise but are not necessarily working together on a day-to-day basis

Executive communications

Yammer

Expectation: Asynchronous conversations Participants do not have an expectation of instantaneous response

Members of a Yammer Group may not know each other Good approach to collect insights and information from a broad community

Great for cross-functional Communities of Practice and executive (1 to many) collaboration

Supports external users Good for large groups Conversations “discoverable” across the entire

organization Conversations can be sent to email for notification and

reply Well established metrics tools

Yammer

Groups of people who are working towards a shared deadline or deliverable

Microsoft Teams

Expectation: Chat is always available Group is comfortable with high velocity chat-based conversations

Members of a Team typically know each other Have an expectation of quick and timely responses

Great for project teams No external users – at least not yet Limited to 999 members Conversations scoped to the team and not connected

to email Only “works” for Outlook-based Groups (not Yammer

Groups)

Microsoft Teams

Think of Teams as an experience connected to a Group

Teams and chat are pretty easy to understand

Teams and files – it depends Never used SharePoint? It might make more sense! Previous SharePoint user? Then, you need to understand how

Teams works!

Teams and Groups – I’m so confused!

Schoolhouse Rock for Teams

1

7

6

5

42

3

If have an existing Group, ALWAYS remember to connect it to the Team when you create the Team.

Create a new Team for each project. Some Teams may have external users (once that is supported) – so you will want to isolate. Keeps the files and corresponding SharePoint sites organized.

Create a Tab to connect to the entire Documents library on your SharePoint site (otherwise, all you see is docs in a channel).

Create a Tab to connect the SharePoint site home page – for quick access to lists and news. Create a link back to the Team from SharePoint and add it to your “quick launch.”

If you need custom content types and metadata, create a new doc lib in SharePoint. Leave Documents (Shared%20Documents) alone!

Tips for Teams

Based on all this information, segment your business goals into buckets and try to align them with the technologies

Consider YOUR culture. Microsoft doesn't know your culture.

Don't Try to Use Everything!

Don't build something worse than what you have just to use the shiny toys!

Planning

Provisioning Naming conventions Modern team site

implications Consistency of experience Administration

Who can create new Groups/Sites/Teams?

Provisioning

Understanding Group Security Visible to anyone in the

organization Open to anyone to join External users can be

invited by any Member

Visible to anyone in the organization (for now)

Membership is Closed. Owner must invite Members to join

External users can be invited by the Owner

Owner can invite others as Visitors (Read) or Members (Edit)

PUBLIC GROUP PRIVATE GROUP

Naming ConventionsDuplicates

Create a Group – duplicates prevented, but first in wins

Create a Team – no duplicate checking!Findability

Prefix or Suffix for DEPT-, PRJ-, Country?Gatekeeper for new?

Each team has to decide: how do we want to work together!

Team News or Team Chat for news? How do we want to organize our files?

No metadata visible in the Teams files experience – if it’s not visible, is it helpful?

Every Channel gets a folder – even if it has no files. Out of the way from the Teams interface, but in your face with an empty folder on the team site.

Modern Team Site Implications

What happens if every team chooses a different conversation approach?

Does it matter?

Consistency of Experience

Only your Office 365 Administrator can see all the sites created on behalf of a Team, Outlook Group, or Yammer Group.

Admin view does not make it easy to see which Groups are Yammer-y, Outlook-y, or are using the Teams app

Administration

What would we choose?I want to … And I … Choose … But keep in mind …Collaborate privately with the people in my team

Don’t care if other people can see that my team exists

Office 365 Group Any user can send an email to your group – but they can’t see any other team resources

Have a shared chat experience for my team

Know that my team is mostly working in a connected environment

A Microsoft Team to provide chat

You will want to do some planning and set up! For some helpful tips, see: bit.ly/2n632q0

Collaborate with my project team members but it’s OK if non-members can read our content

Don’t care about having a custom template for team sites

Office 365 Group

Add “Everyone” or “Everyone except external users” to the group with Read permissions

• Create a new Group for each project, even if the same people work on all projects. • Makes governance easier and

allows you invite guests into some but not all projects.

What would we choose?I want to … And I … Choose … But keep in mind …Collaborate privately with my team – and make sure non-members don’t even know the team exists

Have someone with PowerShell experience to help

“Classic” SharePoint Team site with restricted permissions

OR

Office 365 Group with PowerShell to hide the Group from the GAL.

There will likely be a future update to make this easier, but for now, if this is a critical requirement you can use following PowerShell cmdlet to hide an Office 365 Group from the GAL:Set-UnifiedGroup -Identity *** Email address is removed for privacy *** -HiddenFromAddressListsEnabled $trueFor more information about the cmdlet Set-UnifiedGroup, please refer to:https://technet.microsoft.com/en-us/library/mt238274(v=exchg.160).aspx

What would we choose?I want to … And I … Choose … But keep in mind …Continue to use Yammer for team collaboration because we’ve got a huge investment there

Am OK that is probably isn’t the best long term solution

Yammer for existing teams, but think about whether a transition might make sense

It is really your choice – and you can change your mind later if you find that you want to take advantage of other capabilities AND you can’t “Team-fiy” a Yammer Group (but you probably wouldn’t want to

Collaborate with a cross-functional team focused on a discipline or topic (Community of Practice) OR crowdsource or share information with the entire large organization

Need a solution that supports conversations where not everyone speaks the same language

Yammer – because it’s great for cross-functional collaboration and the “translate” feature is incredibly helpful in global organizations

The Yammer experience for Files is evolving – new Yammer groups will be provisioned with SharePoint Files but existing groups will still have Yammer files for a while. You’ll need to make sure you have some guidance and training for users.

Create a Team so you can see what it feels like – BTW, you just got yourself a Group

Add documents and go find them in SharePoint so you can do your own Schoolhouse Rock

Demo for your colleagues – gather real use cases to help develop guidance that works for your organization

Three Things You Can Do Right Now

About Sue

60

susanhanley

www.networkworld.com/blog/essential-sharepoint

www.susanhanley.com

sue@susanhanley.com

• Information Architecture• User Adoption• Governance• Metrics• Knowledge Management• Intranets & Collaboration

Solutions

About MarcPresident, Sympraxis Consulting

http://sympmarc.com@sympmarchttps://www.linkedin.com/marcandersonhttp://bit.ly/sympmarcslideshttps://github.com/sympmarchttp://sympmarc.github.io/SPServices/http://spxslt.codeplex.com

Lions, Tigers, and Teams – and More

Group Policy Settings and SharePoint “Create Site” experienceSite Creation Enabled for the Tenant Site Creation DisabledGroup Creation Enabled

Show “Create site” command on SharePoint home with the new site creation experience

If AAD property EnableGroupCreation is:• True – Show “Create site” command• False – Only show “Create site”

command if the users is in the security group assigned to the GroupCreationAlowedGroupid AAD property

Group Creation Disabled

Only show the “classic” create site form

OR

Show a custom form if there is a custom form URL specified in the Site Creation settings.

“Create site” command is hidden for all users.

How to establish settings for managing site creation in SharePoint: http://bit.ly/2mkoyYn

Size number of people (max of 999 for Outlook Groups and Teams; no

practical limits for Yammer Groups) geographic spread

Openness How secure does the content need to be?

Frequency How often will there be new content?

Scope How broadly does the content apply?

Things We Care About

1.I create a Team. Let’s assume it’s a brand new team.2.I get a Team experience for the new inside my personal Teams “app.” If I have other

teams, the new one shows up along with the others. Just from a conversation perspective – I’m golden. Chat away. Organize my conversations in Channels.

3.I also get an Outlook-based Office 365 Group for my team AND a modern SharePoint site – because that’s what Groups give me.

4.Teams can organize their conversations in Channels. Every team starts with a General channel – but you can add more.

5.Channel files live in Folders in the Group’s team site. But be careful: you can also have files that don’t live in the Channel. And, if you re-name the channel in the Team, it won’t affect the name of the Folder in SharePoint (but you won’t lose your documents, so there’s that.)

6.Teams will only show you group files that live in channels by default. But, you can add a connection to the entire document library with the SharePoint tab. If you select the … next to General and then click Open in SharePoint, the link takes you to the Documents library in SharePoint (not the site home) – but since you are now “in” the site, you can click Home and go to the home page.

7.And, you can add a connection to the entire Site with the Website tab.

Schoolhouse Rock for Teams