IT ServicesStaff

Microsoft Teams

How to create a team

University Staff can create and own a team within Microsoft Teams which includes any combination of staff and/or students. Staff who create teams are responsible for managing:

  • Ownership: There should be at least two staff owners for each team.
  • Membership: Team owners can add and remove members, add guests, change team settings, and handle administrative tasks
  • Content of the team: team owners can set different permissions for different Files/folders/members
  • For a full list of responsibilities please see Responsibilities of a team owner

Creation options:

  • Create a team from scratch 
  • Create using an existing team as a template
  • Create from an existing Office 365 Group

Microsoft video: Go-to guide for team owners 

Instructions to create a Team

1

Teams icon

Select the Teams icon from the left navigation bar. 

2.

Create a team

Click the ‘Join or create a team’ and select the 'Create a team' button'

3.

Select team type

Take care to choose the correct type of team you require as this cannot be changed later. Loughborough University commonly use Class type teams for teaching and Other for all other cases. Please see Choose a team type.

4

Create your team

Enter a team name

Prefix your team name with a school, department, programme, project or similar short code, for example: 

  • AACME Admin Support Team 
  • SDCA Project ACE 
  • PRJ0014801 – Microsoft Teams Implementation Project 
  • LB-Line-Managers 
  • IDR-<research project> (for Inter-Disciplinary Research where applicable)
  • ABCE - PhD <name of PhD researcher>

Add description

This will provide members with a brief overview of the team they have been invited to join.


Please note: Module Class teams are automatically created and updated based on a data feed from Loughborough University Student Information system, so it is best to avoid using module codes as complete team names  

Offensive or reserved words may be blocked. Please contact it.services@lboro.ac.uk if you need a team with a blocked word. 

5

Team setting

To avoid accidental information disclosure to all staff and students, public teams are automatically converted to private teams unless you notify it.services@lboro.ac.uk of the reason that you need a public team.

Microsoft guidance - Public and Private Teams: public/private in Teams 

6

Adding members

You will automatically become the Team Owner. Loughborough University policy requires a minimum of two owners except where authorised by a School Operations Manager or Head of Professional Service. You can add members and elevate them to 'owner' status.

You can add members during team creation, or you can opt to skip and add members once the team has been created.
 
Microsoft guidance - Roles within a Team: Team owner, member, and guest capabilities in Teams
7

Manage settings

To add members and additional owners select the three dots (...) next to the Team profile to access the menu settings.

Select 'Manage Team' and 'Add members'. Once you have added members, to change their status from 'Member' to 'Owner', select the drop-down icon next to their name.

8

Permissions

Important 

All members have access add to the chat and files stored in each of the channel locations. However, to prevent members from creating private channels that have limited visibility to other member and owners, we recommend that you disable the option.

Go to the 'Settings' tab > 'Members permissions' > untick the box 'Allow members to create private channels'. 

Create using an existing team as a template

If you are a member of a team of the type selected you will have the option to create the team from a template, this reduces the time taken to build a complex team. 

1

Teams icon

Select the Teams icon from the left navigation bar. 

2.

Create a team

Click the ‘Join or create a team’ and select the 'Create a team' button'

3.

Team type

For information on which type of team you require, please see Choose a team type.

4

Create from template

Select the highlighted option 'create a team using an existing team as a template'.

5

Select Team

Select the team you wish to use as a template.

6

Select options

Select the team to copy, rename and add a description,  

Choose what to replicate: Channels, tabs, Apps, and Members. 

To avoid accidental information disclosure to all staff and students, public teams are automatically converted to private teams unless you notify it.services@lboro.ac.uk of the reason that you need a public team

Create from an existing Office 365 Group

1

Add Microsoft Teams to your group

Go to the Group SharePoint site/storage and press the “add MS Teams” button bottom left

  • A notification will be sent to the Group members that you have added them to a Team
2

Create channels

You can create channels for conversation topics, keeping the General channel for notifications and announcements. Private channels should be avoided.

See Channels section for guidance on setting up channels.

3

Document Library

The files tab in Teams is by default the 'General' channel folder which is a sub folder of the existing Office365 group. Add a document library link to simplify access to those documents. 

Go to Teams > your team > General [channel] > Add a tab > Document Library and add the Document Library for your Office365 group. 

Note that each channel you created (+ General) have a folder that sits alongside your groups files.  Move any files or folders relevant to the channels created in step 2.

NB: If you click Files under the General channel and see nothing, don't panic, this is because you are looking at the General file section which is a new folder within the Office365 Group document library.

4

OneNote

Add a tab for group Onenote document if used.

5

Settings and membership

Go to More options button next to team name and select Manage Team and check the settings and membership are correct for your team. Ensure at least two owners exist for continuity. 

6

Announcement

[Optional] Post a welcome announcement to the General channel outlining … xxxx including the shift from being email-based to being Teams conversation-based. 

7

Email IT Services

Request that IT Services hide your “old” [Office 365] Group from Outlook.

it.services@lboro.ac.uk