Hello everyone and thank you for joining us. This is the third presentation of a three series part. Today were going to be talking about meeting security standards with Teams. Today’s agenda involved going over Teams site security and compliance, and how it works. Throughout the presentation, if you want to ask questions please use the chat box on the right hand side and I will try and answer your questions at the end, or if not I will email you the answers to your questions at a later time.
Let’s talk about creating a Teams site. I’m going to demonstrate how to create a private and public Teams site today. First, in order to create a Teams site, you go to the bottom of the page and hit create Teams site. When you click on the button you will have two options to choose from. The first is to create a site from scratch or from an existing 365 group. We’re going to make it from scratch right now. Then it will give you public, private, or organizational wide options. If you choose to create an organizational wide site, just know that you can only have five of these in total and that everyone will be a member. Today we’re going to do a private one, which means that for people to have access to it, people must be invited. It is pretty straight forward. I’m now going to create a public Teams site, so I do the same process, but hit public instead of private. Public sites are seen, and people can request access to them. You can see here on the left-hand side of my screen that I have all of my sites.
Let’s move on to managing Team sites. There are a couple ways to manage a site. When you hit the manage button on the Team site, you can add people. As you can see I’m adding an internal user. You can also add external users. I’ve added two users and now they have access. There are three possible ways to get information. You can be an owner, a member, or a guest. The owner owns and manages the sites, the members get content, and the guests are truly just guests.
Now we’re going to make channels. Think about channels like files in a file cabinet. There are two options to choose from, standard or private. Within the channel, you can make it public, so everyone can have access to it, but you have to make it explicit before you do so. However with a private channel, you have to invite people. The globe indicates that everyone has access and the lock indicates that only certain people have access. In the settings you can make rules for things people can cannot do, such as deleting apps, using emojis etc.
Here is something to think about when creating these channels. So, in a Teams site we have the site itself, followed by the channels and then also the resources. Let’s say that I have a public Team site and I’ve invited five users. I then create a channel in the Teams site, so all five people will automatically have access - except if it is a private channel. Permissions flow down. The danger is that when you are collaborating with external people, you have to make sure that you share the channel or the resource with them rather than the whole Teams site. Whether it’s a public or private site folks need to be at the highest level no matter the channel. For example, let's say that we are working on construction projects so we have a Team site called that. Every channel underneath that would be a private channel. All members would be granted access at the top level, and then every private channel, I would grant access to the proper people. The last part we’ll talk about on this slide is resources. You can manage permissions in SharePoint, but you don’t want to and here’s why. What takes precedent is the upper level, so if we go into SharePoint and start messing with the applications, and you think it’s secure and you add a new user, they will have access to everything you do.
The next topic is managing a Teams site via SharePoint. So, this is going to go over things that are similar to what I just went over. So, here’s the Team site, I’m going to hit manage Team. I’ve added a few people, four members plus the owner. This is a public site, which only has wo members. They came from the upper level. All the files that sit here are backed up into SharePoint. You can apply additional labels to keep everything more organized. To keep your permissions on a file, you can have three pieces of access: public, owners, and members. A lot of folks will go in and manage this information. Don’t do that because it’s a security issue. You’ll notice that everything in Teams flows down to SharePoint, so it is best if you manage everything through Teams. Don’t manage through SharePoint because you’ll end up with a commission problem
Let me give you a pro tip now. Microsoft doesn’t back up your data. Use a third-party service. As we move a lot of our document into SharePoint, take a minute to realize that they backup their network for them, not you so consider using a SaaS protect service.
Let’s talk about compliance and eDiscovery. All of your information in Teams is compliant because it is stored somewhere. Teams stores information in a couple different places in the Office 365 SaaS product. All messages are all stored in your mailbox. Images are also in your mailbox. Files are stored in either SharePoint or OneDrive. Voicemails are stored on your mailbox. Recordings are stored in media services on Azure. Calendar meetings are stored in your mailbox in exchange. Contacts are stored in exchange as well.
Over here is what the compliance piece looks like. We can do investigations through this. Let’s say that you need to find a conversation between employee A and employee B. You can put in what you are looking for, location of data, key words etc. Litigation holds and retention policies ensure that just because you deleted something, it doesn’t go away. Now you can do a lot of eDiscovery because of these tools in Teams. Here is another pro tip regarding compliance and eDiscovery. It does require an E level license, and backup and recovery may satisfy requirements. Definitely go over your licensing and reach out to a consultant to talk more about this.
I want to thank you all very much for everyone who attended these last three sessions. I have enjoyed putting together these slides and I hope you guys enjoyed this and learned some things too. If you want to see any other content, shoot me an email and I’d be happy to hear more. Also, if you want one of our consultants to look over your Teams and make some recommendations, please let me know and I can get that arranged for you. Please feel free to reach out if you have any other questions. We will be having more of these webinars, and I look forward to seeing you guy again. Thank you.