Responsibilities of an Owner of a Microsoft Team

Whilst technically there can be up to 100 owners of a Team we would recommend that you have up to 10 owners of a Team within a Team, so it is possible to easily share the administration. Collectively the Owners of a Team are responsible for the information stored and those who have access to it.

As a Team Owner you will need to and be responsible for:

Customise and manage your Team

As an owner you can change a number of settings including:

As an owner you should not change the following to ensure no corruption of links between the SharePoint site behind the Team and the Team itself:

Add members

If you're a Team owner, go to your teams list, click More options button next to the team name, then click Add members. Another option is to click Manage Team, and add people in the Members tab.

To make these changes you will need to edit the Team:

  1. In Team, right click on ... for a Team where you are an Owner
  2. Click on Edit Team

You can also set team members permissions for channels and tabs, which is found in Manage team

  1. In Team, right click on ... for a Team where you are an Owner
  2. Click on Manage Team

Remove members

If you're a Team owner, you can remove someone from your team. Go to the Team name and then click More options More options button > Manage Team > Members.

From your Team member list, click the X to the far right of the name of the person you would like to remove. To remove a Team owner, first change their role from owner to member, then remove them.

Once you remove someone from a Team, you can always use Add member to add them back to the Team later on.

Managing Guests

A guest is classed as anyone outside the University (without an address).

When a guest is invited to join a Team, they receive a welcome email message that includes some information about the Team and what to expect now that they are a member. The guest must redeem the invitation in the email message before they can access the Team and its channels.

All Team members see a message in the channel thread announcing that the Team owner has added a guest and providing the guests name. Everyone on the Team can identify easily who is a guest as the word "GUEST" appears next to each guests name.

Guest members have the following functionality:

As a Team owner you are responsible for managing guest accounts. They must be reviewed regularly and frequently and guest users that are no longer required must be removed from the Team.

Renew a Team

When the Team is due to expire you will receive a notification for you to renew or archive your team. As a Team owner you will be responsible for this.

If your Team name has a red expiration icon next to it, then it will expire in less than thirty days. Go to the Team name and click More options ... > Renew now.

In other cases, either click the notification to renew your Team or go to your Team settings. Go to the Team name and click More options ... > Manage Team. Then click Settings > Team Expiration.

From there, you can click Renew now or just check the Teams expiration date.

What security reports might I receive as an Owner?

You may receive a security report by email in the following circumstances:

Other security reports may be added as required.

It is important that you act on these reports, to ensure the security of the data stored within your Team.

All owners will continue to receive security report emails until the security issue is resolved. If more than three reports are sent, the data is at risk and we are unable to contact an owner directly, it may be necessary to disable the Team. The Team will then be inaccessible to all members and owners until the security issue is resolved. Contact the IT Service Desk for help to resolve this.

More guidance on Teams owner capabilities can be found on Microsoft' website.