How to operate Microsoft Teams at Howard University

1. Plan, Deliver, & Operate
Microsoft Teams
Workshop for launching Teams in your organization

2. Agenda
• Introduction to Microsoft Teams
• Architecture / current
environment
• Microsoft Teams client
• Microsoft Teams license
• Managing Microsoft Teams
• Network planning
• Security & Compliance
• Organize your teams
• Change management and
adoption
• Next steps

3. Attendees
• Project sponsor
• Business analyst
• Project manager
• Collaboration IT pro
• Networking IT pro
• Adoption lead
• Support lead

4. Objectives
• Gain a deeper knowledge of Teams to enhance your organization’s
capabilities to Plan, Deliver, & Operate Teams
• Build the foundation of Teams in your organization to allow for
unimpeded, organic growth
• Start thinking through the Teams journey within your organization

6. Chat for today’s
teams
Communicate in the moment and
keep everyone in the know
Customizable for
each team
Tailor your workspace to include
content and capabilities your team
needs every day.
A hub for
teamwork
Give your team quick access to
information they need right in
Office 365
Chat-based workspace in Office 365
Security teams
trust
Get the enterprise-level security
and compliance features you
expect from Office 365.

7. Chat for today’s teams
People can see content and chat history anytime
Team chats and activities are visible to the entire team
Use private chats for small group conversations
Mobile access on Android, iOS and Windows Phone

8. A hub for teamwork
Chat, content, people, and tools live in a team workspace
Voice and video meetings right within Teams
Built-in access to SharePoint, OneNote and Planner
Work with Office and other documents right in the app

9. Customizable for each team
Create different channels for work streams and topics
Add tabs to frequently used files and cloud services
Get updates from the apps your team uses every day
Customize notifications so you don’t miss important info
Build integrations with developer preview APIs

10. Security teams trust
Broad compliance standards support: Accessibility,
ISO27018/01, SOC 1 and 2, HIPAA, EU Model Clauses &
more
Information protection with Archive, eDiscovery, Legal
Hold, Compliance Content Search, Auditing and
Reporting1
Tier-C Compliant
Data encryption at all times, at-rest and in-transit.
Multi-factor authentication for enhanced identity
protection.
1 Archive, eDiscovery, Legal Hold, Compliance Content Search, Auditing and Reporting are in E3 and above suites.

11. Meet Microsoft Teams

12. Office 365: Supporting the unique workstyle of every group
Complete Collaboration Solution
Office 365 addresses the breadth of
collaboration needs across organization
Integrated Experiences
Office 365 Groups and Graph enable
integrated experiences that facilitate
effective collaboration
Security and Compliance
Office 365 provides the security,
compliance and manageability
required in today’s workplace
Mail &
Calendar
Outlook
Voice, Video
& Meetings
Skype
Chat-based
Workspace
Teams
Sites & Content
Management
SharePoint and
OneDrive for
Business
Enterprise
Social
Yammer
Office 365 Groups

14. Architecture
• Teams is built on existing Microsoft technologies woven together by
Office 365 Groups.
• Powered by the Microsoft cloud, organizations can expect excellent
performance and reliability when leveraging Teams as part of their
collaboration story.

15. Environment Checklist
Question Answer
Has your organization already deployed other Office 365 workloads?
(Exchange Online, SharePoint Online, Skype for Business Online, etc.)
Has your organization configured a verified domain for Office 365?
If yes, please include the verified domain(s) in your answer.
Does your organization synchronize identities to Azure Active Directory?
How is Exchange deployed in your organization?
(Exchange Online, Exchange Hybrid, Exchange On-premises, Not Deployed)
How is SharePoint deployed in your organization?
(SharePoint Online, SharePoint Hybrid, SharePoint On-premises, Not Deployed)
How is Skype for Business deployed in your organization?
(Skype for Business Online, Skype for Business Hybrid,
Skype for Business On-premises, Not Deployed)
What Office 365 subscriptions (licenses) does your organization currently use?

16. Exchange
*Exchange 2016 Cumulative Update 3 and above supported
Actions supported:
User's mailbox
is hosted in:
Team and Channel
Management
Create and view
meetings
Modify user
profile picture
Add and
configure
connectors
Add and
configure tabs
& bots
Info Protection
(eDiscovery)
Exchange
Online
Yes Yes Yes Yes Yes Yes
Exchange on-
premises (Sync
to Azure AD
required)
Yes Yes* No No Yes No

17. SharePoint
• SharePoint Online is a required component for Teams.
• If you don't have SharePoint Online enabled in your tenant, Teams
users are not always able to share files in teams.
• Users in private chat will not be able to share files because
OneDrive for Business is required for that functionality.

18. Office 365 Groups
• When you create a team in Microsoft Teams, on the backend, you’re
creating an Office 365 Group
• Existing groups can be transitioned into teams
• Restricting team creation can be accomplished through group
creation policies

19. Skype for Business
• Interoperability between Teams and Skype for
Business is currently available for peer to peer
(P2P) instant messaging and calling only.
• For a Teams user to send an IM to a Skype for
Business user, the Teams user must be enabled
with their account homed in Skype for Business
Online.
• Incoming Skype for Business messages and
calls can be responded to on the Teams client

20. URLs and Media Stack
• Teams also provides a calling and meetings experience built on the
next-generation, cloud based infrastructure
• These technology investments include Azure-based cloud services
for media processing and signaling, H.264 video codec, SILK and
Opus audio codec, network resiliency, telemetry and quality
diagnostics

22. Full-functioned chat
client that can be used
from a variety of
browsers.
Doesn’t yet support
conferencing.
Desktop
Provides support for
audio, video, and content
sharing for team
meetings, group calling,
and private one-on-one
or private multi-party
calls.
Mobile
Geared at users participating
in chat-based conversations
while on the go , and
currently allows users to have
peer-to-peer audio call.
Clients for Microsoft Teams
Web

23. Platform Requirements
Web
Edge: 12+
Internet Explorer: 11+
Chrome: 51.0+
Firefox: 47.0+
Safari (coming soon)
Desktop
Windows 7+ (7, 8, 8.1, 10)
Both 32 & 64 bit available
Mac OSX 10.10+
Mobile
Android 4.4+
iOS (iPhone and iPad) 10+
Windows Phone 10.0.10586+

24. Plan Teams Clients
• Are there any restrictions preventing users from installing the
appropriate Teams client on their devices?
• What are the preferred methods chosen to deploy Teams?

26. Microsoft Teams Licensing Requirements
Business Essentials
Business Premium
Enterprise E1
Enterprise E3
Enterprise E5
Enterprise E4 (retired)
Education
Education Plus
Education E5
Education E3 (retired)

27. Microsoft Teams License Assignment
By default, the Microsoft Teams license is enabled for all users assigned with the
eligible Office 365 subscriptions

29. Structure
Teams
• Collection of people, content, and tools surrounding different projects
Channels
• Dedicated sections within a team to keep conversations organized
• Places where everyone on the team can have open conversations
• Can be extended with Tabs, Connectors and Bots

30. Memberships and Roles
Team owners are able to invite anyone in the organization they work
Three roles in Teams:
• Owner: person who creates the team or assigned the role.
Responsible for managing team-wide settings and membership,
including invitations
• Team member: the people that have been invited to join the team
• Guests: Office 365 users who are outside of your tenant can be added to
the team by team owners (more info @ aka.ms/guestaccesshelp)

31. Guest access
• Guest access is a tenant-level setting in Teams and is turned off by
default
• Once enabled, a team owner in Teams can add and manage guests
in their teams via the web or desktop.
• Only Azure Active Directory or Office 365 work or school
account are supported at the moment

32. Guest access (continued)

33. Memberships and Roles (cont.)
Team Owner Team Member Team Guests
Create team  - -
Leave team   
Edit team
name/description
 - -
Delete team  - -
Add channel  * *
Edit channel
name/description
 * *
Delete channel  * *
Add members ** - -
Add tabs  * -
Add connectors  * -
Add bots  * -
* Can be restricted through Teams settings by the owner

34. Teams and channels setup: Example 1
Sales Public Relations Event Planning Product Team
Example channels that
can be created
Annual sales
Meeting
Quarterly business
review
Monthly sales
Pipeline review
Sales playbook
Press releases
News and updates
Fact checking
Marketing
Logistics and scheduling
Venue
Budget
Strategy
Marketing
Sales
Operations
Insights
Service and support
Example tabs,
connectors, and
bots that can be added
Power BI
Trello
CRM
Summarize Bot
RSS feed
Twitter
Twitter
Facebook
Planner
PDF
OneNote
Power BI
Team services

35. Implementation Phases
Gather your
team –
stakeholders,
champions &
early adopters
Prioritize
business
scenarios
Complete
technical
planning
(network, security,
mobile support &
deployment)
Complete
pilots and
broad
onboarding
Measure,
manage, &
drive
adoption
Envision Onboard Drive Value
For Office 365 and Teams

36. Teams and Channels Setup: Example 2
Team Name Channels Tabs/connectors/bots
Get Teams Deployed
Owners: Project Manager, Collaboration
IT Pro
Members: Project Sponsor, Business
Analyst, Project Manager, Collaboration
IT Pro, Networking IT Pro, Adoption
Lead, Support Lead
Planning and Readiness for Teams
Adoption
Rollout
Support
Insights
Link to Teams web page
Shared OneNote

37. Organize Your Teams
• What initial teams and channels do you want to create for your IT Pilot?
• What team members do you want to add to each team and channel?

38. Organize Your Teams (template)
Team Name Description Owners Members Channels Privacy

40. Service Administration
• Administration of Teams is lightweight and removes the burden of
management from IT administrators and IT Pros.
• After licensing users for Microsoft Teams, and determining if there are any
features or functionality that your organization needs or wants to limit, Teams
should be allowed to grow organically, lead by empowered users enhancing
how they collaborate and get things done.
• PowerShell Cmdlets for team creation and management are now in preview.

41. Service Administration (cont.)
• Admins have multiple settings that can be
enabled or disabled at the tenant level.
• With Teams enabled for the tenant, any
user that is also enabled for Teams will
inherit the settings from the tenant level.

42. Team Management
• Managing teams should be handled through the Teams client
• Any Teams-enabled user with permissions to create an Office 365
Group can create a new team and will become owner for that team
• By default, all users with a mailbox in Exchange Online have the
ability to create Office 365 Groups

43. Teams and channels administration
Customization
• Change picture
Member permissions
Channel actions:
• Create and update channels
• Delete and restore channels
• Add and remove apps
• Create, update, and remove tabs
• Create, update, and delete connectors
• Owners can delete all messages
• Everyone can delete their messages
• Everyone can edit their messages
• Restrict General Channel messaging
Feature settings
• @Team and @channel mentions: Allow @team or @[team
name] mentions. This will notify everyone in the team.
• @Team and @channel mentions: Allow @channel or
@[channel name] mentions. This will notify members
who’ve favorited that channel
Giphy, stickers, and memes
• Giphy: Enable Giphy for this team
• Giphy: Set the content rating for Giphy
• Stickers and memes: Enable stickers and memes
• Memes: Allow memes to be uploaded
Guest Permissions
• Channel actions: Allow creating and updating channels
• Channel actions: Allow guests to delete channels
Note: Features available to all team members must be configured at the team level

44. Managing Microsoft Teams
Question Answer
What’s your organization’s plan for onboarding Teams across the
organization?
☐ Pilot
☐ Open
Which Teams settings will your organization turn on or turn off?
Will all Teams users be able to create teams (recommended)? ☐ Yes
☐ No

46. Microsoft Teams Network Traffic
• Teams combines three forms of traffic:
• Data between the Office 365 online environment and external data sources with the Teams client
(signalling, presence, chat, file upload and download, and tabs, connectors, and bots connections)
• Peer to peer real time communications traffic (audio, video, desktop sharing)
• Conferencing real time communications traffic (audio, video, desktop sharing)
• To ensure optimal flow, traffic must be allowed to flow both between network sites and Office
365, as well as between the internal network segments (e.g. between sites over the WAN)
• If your organization restricts computers on your network from connecting to the Internet, be
sure to whitelist the required Office 365 URLs and IP address ranges.

47. Microsoft Teams MyAdvisor
• Microsoft has created a dedicated site for calculating the potential
impact of Teams traffic on your LAN, WAN and Internet segments.
• Please see the Network Planner at http://aka.ms/bwcalc for more
details

48. Optimal Network Metrics Requirements
Value Client to Microsoft Edge Customer Edge to Microsoft Edge
Latency (one way) < 50 ms < 30 ms
Latency (RTT or round-
trip time)
< 100 ms < 60 ms
Burst packet loss <10% during any 200-ms interval <1% during any 200-ms interval
Packet loss <1% during any 15-sec interval <0.1% during any 15-sec interval
Packet inter-arrival
Jitter
<30 ms during any 15-sec interval <15ms during any 15-sec interval
Packet reorder <0.05% out-of-order packets <0.01% out-of-order packets

49. Network Assessment
• Ensure all required URLs and IP addresses are allowed, and the network
performance metrics are meeting the requirements for real time media
• Conduct network assessment on each site using Skype for Business
Network Assessment Tool
• Additional documentation on Network Assessment can be referenced
from Network Readiness Assessment

50. Network Planning
• Have you evaluated your network capabilities for supporting real
time media (audio, video, sharing)?
• If your network hasn’t been properly assessed, or you know it will
not support real time media, will you disable video and screen
sharing capabilities to reduce network impact and poor Teams
experiences?

52. Security - Authentication
• Microsoft Teams leverages common Office 365 authentication schemes
• Cloud Identity
• Synchronized Identity
• Federated
• Modern authentication including multi-factor authentication (MFA)

53. Auditing and Reporting
• Teams activities/events are available through Audit Log Search.
Compliance Content Search
• Content Search can be used to search Teams through rich filtering
capabilities and exported to a specific container for compliance and
litigation support (with or without an eDiscovery case).
Compliance Features for Microsoft Teams

54. Compliance Features for Microsoft Teams (cont.)
eDiscovery
• Electronic aspect of identifying, collecting and
producing electronically stored information (ESI) in
response to a request for production in a law suit
or investigation
• Capabilities include case management,
preservation, search, analysis and export of Teams
data (chat, messaging, and file data)
Capability
In-place
eDiscovery
Advanced
eDiscovery
Case Management  
Access Control  
Content Searches  
Hold(s)  
Export  
Duplication Detection - 
Relevance Searches with
Machine Learning
- 
Unstructured Data Analysis - 

55. Legal Hold
• When any team within Teams is put on In-Place Hold or Litigation
Hold, the hold is placed on the groups mailbox
• Generally applied within the context of an eDiscovery case
Compliance Features for Microsoft Teams (cont.)

56. Licensing Map
Compliance Capability
Office 365
Business
Essentials
Office 365
Business
Premium
Office 365
Enterprise E1
Office 365
Enterprise
E3/E4
Office 365
Enterprise
E5
Archive - - -  
In-Place eDiscovery - - -  
Advanced eDiscovery - - - - 
Legal Hold - - -  
Compliance Content
Search
- - -  
Auditing and Reporting     
Conditional Access*     
*Conditional Access requires additional licenses

57. eDiscovery Example
• Teams data will appear as IM or Conversations in the
Excel output, or you can mount the .PST in Outlook.
• All conversations are kept in the Team Chat folder under
Conversation History. The title of the message aligns to
Team and Channel.
• To see private chats in a user’s Mailbox, they are also
located inside the Team Chat folder under Conversation
History.

58. Content Search Example
• Content Search provides an ad-hoc way to query Teams
information spanning Exchange, SharePoint and OneDrive for
Business.

59. Location of data in Microsoft Teams
• Data in Teams resides in the region based on tenant affinity.
Currently, Teams supports the Americas, EMEA, and APAC regions.
• As of November 1, 2017, Teams offers data residency in the United
Kingdom for new tenants only.
• For more information, see the Teams tech community blog
post about the launch of UK data residency.
Note: Existing tenants from the UK will continue to remain in EMEA, until a migration plan is published (which is anticipated in 2018).

60. Security and Compliance
• What security and compliance features does your organization
require?
• Does your organization have the required licenses to meet Security
and Compliance business requirements?

62. Strategy for Change Management
• Teams is designed in such a way that organic growth is expected
• A well thought out change management strategy is extremely
important
• Effective change management will decrease the amount of time it
takes for users and organizations to see value in Teams, while setting a
foundation for significant growth over time

63. Key Roles
Executive Sponsor
Champions
Service Owners
IT Professionals
Pilot Group

64. Recommended Steps
Identify your key
stakeholders and
user audiences
1
Build a champion
program
Adjust your messaging
and methods based on
feedback, repeat
4
7
Identify & select
your business
outcomes
2
Provide a
standard
feedback method
5
Design, launch and
manage your
adoption campaign
3
Measure & share
success
6

65. Customer Success Kit
Email templates, flyers & posters to assist with successfully rollout

66. Change Management and Adoption
• What’s your change management strategy?
• How has your organization handled change management for similar
technology rollouts?
• Who are your executive sponsors, champions, Service Owners/IT Admins
that will influence how successful Teams is in your organization?
• Who will be your pilot group?

67. Plan Summary & Next Steps

69. Deliver Microsoft Teams
Preparation Deploy pre-requisites for networking and access to the service: prepare your environment for Teams
deployment
Verification Verify authentication method is working to Office 365: Verify access to the service
Enablement Tenant and User level enablement of Teams : Turn on Teams functionality for users
Enablement Groups, roles and permissions: Configure how your Teams will be created and managed in the environment.
Deployment Client deployment to desktop and mobile devices: How users will access the service.
Deployment MDM and MAM: How devices are managed for Teams client
Extensibility Apps, Tabs, Bots, Connectors: Enhance user experience with Teams
Enablement Security and compliance configuration: Configure to adhere to company policies
Here’s a high-level list of activities you’ll need to execute after planning for Teams in order
to successfully deliver to your organization

71. Here’s a high-level list of ongoing activities you’ll need to do once Teams is successfully
deployed within your organization
Operate Microsoft Teams

72. Usage reports for Microsoft Teams
• Microsoft Teams user activity
• Last activity date, channel
messages, chat messages, calls,
meetings
• Microsoft Teams app usage
• Windows, Mac, Web, iOS,
Android phone, Windows Phone

73. Resources
• Complete Teams admin documentation
• Microsoft Teams roadmap to stay up-to date
• Microsoft Teams Technical Community
• Microsoft Teams UserVoice
• Driving Adoption Community