Microsoft Teams is a cloud-based collaboration application that is part of the Office 365 suite that is available to all IUP employees, students, and affiliates.
All IUP employees, students, and affiliates that have accounts in IUP's Microsoft Office 365 tenant can request a Teams space via ihelp. IT Services will create a Team space after review of the request. The Team space will follow IUP naming conventions and practices. Using a Team space as a replacement for D2L or Moodle is not supported.
Some features and benefits include
Items of note before requesting a Team space
IT Services will provide limited training for Teams as the responsibility for usage, maintenance, and implementation will fall to the requester of the Team space.
Training resources directly from Microsoft are very thorough and will be made available to all users that have interest in using Microsoft Teams.
IT Services is not responsible for deleted, missing, or moved data within the Team space.
Adding and removing users to a Team space is the responsibility of the Team space owner. It should be noted that IUP’s initial implementation of MS Teams will not permit external users (non-IUP users) to be members of a Team space.
Team space owners can be changed in case of retirements and/or change of responsibilities.
The Team space owner is responsible for any sensitive information that is posted in the Team space and linked applications or tabs.
Failure to secure the space and remove any sensitive information may result in the disabling of access to the Team space without warning.
Teams has a feature for application add-ons. IT Services will determine if/how these add-ons are available to IUP Team spaces.
How do I access Teams?
How do I start using Teams?
Team spaces must first be requested through ihelp. IT Services will review each request, determine approval, and, if approved, work with the user to setup the Team space, name the Team space per a standard naming convention, confirm proper security, create appropriate groups for accessing the Team space, and add the requestor as the “Team Space Owner.” The Team space owner then will be capable of adding appropriate team members to their Team space. The Team space owner will also need to determine if the team will be “public” where others can discover the team and automatically join. Or, they can make the team “private.” Private teams can also be discoverable by individuals, but users would have to request to join the team. Private teams can also be “undiscoverable” so that other users will not be able to discover them and/or request to join.
Can someone outside of IUP join my Team?
IUP’s initial implementation of MS Teams will not permit external users (non-IUP account holders) to be members of a Team space.
Are there Retention, e-discovery and Right-to-Know considerations?
The use of MS Teams is subject to the same IT policies, laws, regulations, and procedures that pertain to other electronic records at IUP. This include right-to-know, e-discovery, and FERPA obligations. It is the responsibility of the Teams space owner and members using MS Teams to ensure that all use is consistent with associated policies.
A Team space will be eligible for
deletion after one year of inactivity.
The Team owner will be contacted before the Team space is deleted. If the team space stays around longer, it
will be subject to the university retention policy. In addition, if a Team space owner retires
or takes another position
at the university, the Team space ownership can be changed to another IUP user.
The current Team space owner should make the request to change ownership via ihelp prior to retirement, leaving the university, or taking another position at the university.
Person-to-person chat messages (those not affiliated with a Team) will be subject to removal after 90 days.
IUP’s MS Teams environment is governed by IUP’s Acceptable Use of Information Technology Resources Policy.
Chat messages are only to be used for transitory record purposes and should not include sensitive data. Chat message content is subject to litigation, investigative hold, or other lawful requests.
I understand that third-party applications can be added to Microsoft Teams. How will those applications be handled for potential integration into my Team space?
A Team space owner will be able to make
a request to add specific applications to MS Teams. The request will be vetted with appropriate
security personnel to be considered.
review, the application may or may not be added to the Teams space and/or the
Teams space infrastructure.
Microsoft Teams will help me more easily communicate and collaborate with the members of the team through chat functionality and through quick video/audio calls. Will that change how we use existing tools (like Zoom and other communication tools)?
The chat functionality within Teams
allows for quick and easy one-off conversations with anyone that is set up
within the IUP Office365 environment (any faculty, staff, or student). The chat conversations will stay around until
they are deleted. In addition, it is
very easy to have a quick audio (computer
microphone required) and or video (computer camera
is required) call with
a person or a group of people while also providing the ability to do desktop
screen sharing. Teams is meant to be a
collaborative environment for quick one-off meetings and collaboration sessions,
while Zoom will continue to be the default audio/video conferencing solution
for large meetings and in the academic environment. MS Teams also enables
threaded conversations in Team channels to easily track conversations about
If I am on a call, or don't pick up, can a user leave voicemail in Teams?
Voicemail is not available in Teams due to licensing.
Can Microsoft Teams also do file sharing with a group of people?
Yes, built into the MS Teams space is a “File” repository that is essentially a Shared OneDrive space for the people that are members of the Team space. While you can access the files within Teams, you can also access the shared files via One Drive via the “Shared Libraries” area of OneDrive. In addition, Teams allows for live document collaboration via multiple team members.
Does Microsoft Teams allow members to collaborate on OneNote notebooks?
Yes, Teams has the concept of a “Team Notebook.” Essentially, it allows all members of the
team space to collaborate live on the OneNote notebook and be capable of referring
notebook at any time via OneNote Online, OneNote for Windows, OneNote for Mac,
and the OneNote app on smartphones.
Does Microsoft Teams have a mobile app?
Yes, Microsoft Team does have a mobile app which be used for IUP Team spaces. Users can download and authenticate with their IUP computing account to access Teams.
Team space owners are responsible for recovering deleted/missing/moved data.
Users are responsible for restoring files and channels that are deleted from a Team space. An ihelp ticket can be entered for assistance if needed.
I have a Team space and I no longer have a need for it. Can I have the Team space removed?
Yes, you can submit an ihelp ticket to request that the Team space be deleted.
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