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Manage your Team's settings

How to access Manage Team options

There are a number of options available to Team Owners within the Manage Teams menu which can be configured to customise the Team. 

The Teams icon in Teams Select the Teams icon from the left hand menu bar 
The three dot 'more actions' button in Teams Select the More options button

 

The more options menu in Teams

Select Mange team

 

From the More options menu, you can also

  • Add a Channel
  • Add a Member
  • Leave the Team
  • Edit the Team (name / picture)
  • Get link to the team (to send to others if required)
  • Manage Tags
  • Delete the Team

Once you have selected Manage team, the console will open which will display the different features the Team owner can view and amend. 

The Manage Team console in Teams

Members allows the Team owner to amend the membership of the Team, including Guest members. This option is also visible to members. 

Pending Requests shows any pending requests to join the Team. This is only visible to Team owners. 

Channels provides an overview of the different channels the Team has, including any private ones. Channels are viewable to both members and owners, but members can only see private channels when they are a member. 

Settings enables Team owners to customise their Team, including setting what members are able to do in a Team. This is only visable to Team owners. 

Analytics gives usage data of channels in the Team over three set periods - either 7, 30, or 90 days. This is only available for Team owners. 

Apps shows a list of all apps linked to the Team, and is visible to both owners and members. 

How to edit members of a Team

An annotated list of members options in Teams

 

 

How to accept or deny Pending requests to join a Team

Team members can send requests to add new members to the Team. When a request is made the Team owner will receive an email outlining who has made the request and who the request is for. The Team owner will then have the option to accept or deny the request. 

An annotated pending request email to a Team owner

Owners can also view all requests made for their Team in the Pending Requests tab. From here, you can Accept or Deny the request.

The approval menu in the Pending requests tab in Teams

Once you have accepted or denied the request, you will receive a confirmation. 

The accept or deny confirmation in Pending requests in Teams

When a request is denied, both the requestor and the member they requested to join the Team will receive an email informing them of this. 

The email sent if a request to join a Team has been deniedThe email sent if a request to add someone to a Team has been denied

When a request is accepted, the user will receive the following email with an option to open Teams. 

The email sent if a request to join a Team has been accepted

How to edit Channels settings

 The Channels option shows all channels that have been created, and any private channels that you are a member of. The channel list is broken into two sections; Active channels and Deleted channels.

The channel settings menu in Teams

The table will provide an overview of each channel, including

  • Name of the channel
  • Show for me - if this is selected the channel will be visible to the user, if not then it will be a hidden channel
  • Show for members - Team owners can only see this option as they can decide if a specific channel is visible to members.
  • Description provides a description of the channel and can be amended via the more options for each channel.
  • Type shows if the channel is Public or Private - please note that you cannot current change a private channel to a public channel or a public channel to a private channel
  • Last activity shows when the channel was last in use
  • More options offers some more configuration options for channels 

 

The public channel icon in Teams The private channel icon in Teams The more options menu for channels in Teams
If a channel has this icon, it is a Public channel If a channel has this icon, it is a Private channel Use the More options button to access more configuration options

The more configuration options menu for channels in Teams

The More options menu gives some more configuration options for your channels. 

  • Channel Notifications – Allows you to change how you are notified of any updates in a channel
  • Pin – Allows you to pin the channel so it is easy to access
  • Manage Channel – options for channel moderation and to manage who can start a new post in the channel
  • Get email address – provides an email address so anyone can email the channel directly
  • Get link to channel – provides a link to the channel so anyone can join the channel via the link (only for public team channels)
  • Edit this channel – allows you to change the name and description of the channel
  • Connectors – add or configure connectors (also known as apps)
  • Delete this channelPLEASE NOTE: once you delete a channel, you also lose its entire conversation history. However, the OneNote sections associated with that channel will still show up on your Team's SharePoint site.

How to manage the available settings for your Team

The menu for Teams settings

Use the arrows by each heading when you access the menu to toggle further configuration options. 

Team picture | Member permissions | Guest permissions | @mentions | Team code | Fun stuff | OneNote Staff Notebook | Tags

 

How to change your Team picture 

By default, Teams will take the first two letters of your team name to display as your Team picture. Your Team picture is used as an icon to represent your Team across Teams. 

The default Team picture in Teams

Select Change picture to customise your Team picture. You will be presented with the following screen to either select a Microsoft Team picture or upload one from your computer. If uploading your own picture the recommended file types are either a .png, .jpg, or .jpeg.

The menu for Teams pictures

You can also amend your Team name or the Privacy of your Team in this menu. 

When you have chosen your new Team picture, make sure you select Update to ensure the changes are made. 

How to amend your member permissions 

You can amend your member permissions in the Member permissions menu. When a Team is created, all options are selected by default. 

The member permissions menu in Teams

How to amend your Guest permissions

The Guest permissions in this menu are related to channels. 

The guest permissions menu in Teams

Guests don't have the same access rights as members in Teams. For more information about Guest members in Teams, click here. 

How to edit @mention permissions

Team owners can choose if members can use @team and @channel mentions. 

The menu for @mention settings in Teams

How to generate a Team code

You can generate a code for anyone to join your Team without going through an approval process. Please note, this does not currently work for Guests.

The Team code generate options in Teams

To obtain a code select Generate and you will be presented with a code to share with anyone you wish to join the team. 

The Team code which has been generated to share

How to choose your Fun Stuff settings

This section of the settings provides the options to Team owners for whether the use of GIFs, memes and stickers are allowed in the Team. 

The fun stuff settings menu in Teams

How to set up and manage your OneNote Staff Notebook

A staff notebook is a great space to collaborate and work on notes with colleagues. A staff notebook is generated with every Team that is set up, but you will need to set it up to make use of it.

First, go to the General channel for your Team, and select Staff Notebook

 

The setting up of the staff notebook in General channel in Teams

You will then need to select Set up a OneNote staff Notebook.

The Set up a OneNote Staff Notebook screen in Teams

Click Next at the next information screen. 

The information screen for the Staff notebook creation in Teams

 

Next you will have the option to add or remove a section from each staff member's OneNote for the Team. Select Back to go back a step or Discard to remove any changes you have made.

The section set up for staff notebooks in Teams

Once you are happy, click Create to continue 

The Getting your Staff Notebook ready screen in Teams

Once your notebook has been created, you can then start using it

The final screen for Staff Notebook in Teams

To manage the preferences of your Staff OneNote Notebook, select Staff Notebook in the General channel of your Team, and then select Manage Notebooks

How to access the settings for Staff OneNote Notebook in Teams

You will then be shown a list of options to manage your Staff Notebook 

The settings menu for staff notebook

 

How to edit the Tags settings 

There is only one setting option for Tags - who can add tags. The default setting is Owners only but this can be changed to All members if required.

The settings menu for tags in Teams

How to access your Team analytics 

Team analytics will display a usage report for the Team. These can be filtered on all channels or individual channels, and date range – 7, 30 or 90 days. Each analytics report will be broken down into different categories, and can be seen by Team owners and members.

The different reports help gain an awareness into how members are making use of the Team. It also allows Team owners to gain a better understanding of usage patterns and can even aid in training.

Summary and Engagement Report

The summary and engagement report available in Teams analytics

Role and Active Users Report

The roles and active users report in Teams

 Active User Report

The active user report in Teams

Meetings

The meetings report in Teams

Engagement

The engagement report available in Teams

How to view and edit apps

View the different apps that are associated with your Team. When a Staff Team is setup some apps are installed by default. You can uninstall apps from here or install new ones.

The apps report available in Teams

For more information on Apps for Microsoft Teams please see Apps and services.