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

• Managing the membership of the team, including reviewing the ongoing memberships and removing members when they no longer need access in an expedient manner. (excluding module synced Teams which automatically manage student membership according to those registered on a module). 
• Manage external guest access, ensuring that guests are not in the team for longer than required. A guest is anyone outside the organisation (i.e doesn't have an @leeds.ac.uk email address).
• Ensure the data stored within the group matches the University data classification. Please see the 'Information Protection Policy (IPP)' and 'guidance on using cloud computing services' and ensure you and the other members of the group are complying with this.
• Be responsible for security of files within the group, ensuring that any highly confidential files are individually password protected as per the IPP.
• Ensuring the team remains set to Private. (The University of Leeds do not allow public groups)
• Nominate another owner. Your team should have between two and ten owners at all times. If you become the only owner, you will need to promote one or more members to become an owner. At that point, you will need to brief them on the responsibilities of an owner, as laid out here.
• All teams are set to expire 1 year after the creation date. As a team owner you will be notified by email and within the team itself and you will need to respond to keep your team. Failure to respond will result in the Team being deleted and all information associated with it. If you expire your team, the team and ALL the content will be deleted, and after 30 days will be unrecoverable.
• Respond to any IT security reports and required actions from IT Application Support that you may receive regarding your team. For example you may receive security reports when your team only has 1 owner.

Customise and manage your Team

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

• Add and remove Members and Owners
• Control what Members can do within a Team
• Renew or expire your Team when you have finished with it

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:

• The name of the Team
• The name of a Channel

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 @leeds.ac.uk 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:

• Participate in a channel conversation
• Post, delete, and edit messages
• Participate in a private chat

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:

• If the University data classification changes
• If the Team is set to Public. At the point of sending the email the Team, will be set back to Private. However, this email makes you aware that this setting was changed.
• If the Team has only 1 owner. You will be emailed to ask you to promote another member to be an owner with you.

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.