How To Organize Microsoft Teams & Sharepoint in 2024
- Lauren Huff
- Mar 20, 2024
- 6 min read
A New Integration
In the bustling landscape of modern teamwork, Microsoft Teams and SharePoint emerge as essential tools for communication and content management. However, their adoption is not without its hurdles. The platforms, while offering a multitude of features, can also present a labyrinth of complexities that hinder productivity and user experience. The limitations of Teams, such as the finite number of channels and the inability to chat while screen sharing, can lead to frustration and inefficiency. Similarly, SharePoint's challenges, including its intricate navigation and the potential for poor mobile experiences, can make it difficult for teams to access and collaborate on information seamlessly.
These constraints can lead to a disjointed collaboration experience, where team members may struggle to find the information they need or engage in real-time discussions effectively. The integration is relatively new, and the two platforms are architected differently - making organization and designing processes around it challenging.
The Synergy of Microsoft Teams and SharePoint
The idea behind these two systems is that Microsoft Teams will be the central hub for team communication and collaboration, while SharePoint will serve as the intelligent content service. The integration should allow teams to access, share, and collaborate on files with ease, directly within the Teams interface. Ideally, this connection will eliminate the need for excessive tabbing and context switching, enhancing the overall productivity of teams. However, if this is not set up in an organized way, the efficiencies brought on by the integration are all for naught.
The integration of Teams with other Microsoft 365 apps is a double-edged sword. While it offers a centralized hub for collaboration, it can also lead to a cluttered interface and the need for users to switch between different apps for specific tasks, which can be time-consuming and confusing.
Despite the challenges, many teams have successfully adopted Microsoft Teams and SharePoint, leveraging their strengths to enhance communication and document management. However, the journey to mastering these tools is not always smooth, and users may encounter a learning curve as they navigate the complexities of the platforms.
Understand How Teams & Sharepoint Are Connected
Here are the basic parts of Teams and SharePoint and how they relate to each other:
Teams - Teams is a collaboration tool where you can chat with other people about a particular subject or task. Each team is connected to other tools that you can use to collaborate with others.
SharePoint - SharePoint is a tool for creating web sites, publishing content, and storing files.
SharePoint site - A SharePoint site is a web site in SharePoint where you can create web pages and store and collaborate on files. SharePoint sites can be used independently and are also used by Teams for file storage (called Teams-connected sites). A Teams-connected site is created automatically whenever you create a team.
Team - A team is a place in Teams where you can invite others to collaborate. Each team is connected to one or more SharePoint sites. These sites are where the team's files are stored.
Channel - A channel is a location in a team where you can collaborate with others on a specific thing. A team can have multiple channels for different purposes. For example, you might have a team for marketing with different channels for different products or events. There are three types of channels in Teams: standard, private, and shared.
Standard channel - A standard channel is a channel that all members of a team have access to. Each team comes with a standard channel called "General." Team owners and members can add additional standard channels. It always shows up first in a team's list of channels, and it can't be deleted (every team must have at least one channel).
Private channel - A private channel is a channel that only some of the team's members have access to. It's used for private conversations and collaboration. Each private channel has its own SharePoint site for file storage. Only members of the private channel can access this site.
Shared channels - A shared channel is a channel that you can add anyone to, even if they're not a member of the team. It's used for broader collaboration with people outside the team. Each shared channel has its own SharePoint site for file storage. Only members of the shared channel can access this site.
Parent site - The SharePoint site that is created when you create the team. This site is used for file storage for all standard channels. All team owners and members have access to this site.
Channel site - The SharePoint site that is created when you create a private or shared channel in a team. Only owners and members of the private or shared channel have access to this site.
Public team - A public team is a team that anyone in the organization can join. Public teams don't require a team owner to invite someone to the team.
Private team - A private team is a team that a person can only join when invited by a team owner. Both public teams and private teams offer the same channel types - standard, private, and shared.
Microsoft 365 group - A Microsoft 365 group is a membership group that gives people access to multiple Microsoft 365 services at the same time. The membership for each team is stored in a Microsoft 365 group and that group also gives those people access to the team's parent SharePoint site.
Microsoft Entra ID - Microsoft Entra ID is the directory service where Microsoft 365 user accounts are stored. (You can manage these accounts from Microsoft 365 as well.) Microsoft 365 groups are also stored in Microsoft Entra ID. Microsoft Entra ID allows administrators to manage users and groups and to apply business rules to user accounts, such as requiring multi-factor authentication.
When do Teams and SharePoint get connected?
Teams and SharePoint are connected in the following scenarios:
When you create a new team from scratch, a new SharePoint site is created and connected to the team.
When you create a new team from an existing Microsoft 365 group, the team is connected to the SharePoint site associated with the group.
When you add Teams to an existing SharePoint site, that site is connected to the new team.
When you create a new private or shared channel, a new SharePoint site is created and connected to that channel.
In Teams, the Files tab on each standard channel is connected to a folder in the parent site's default document library. The Files tab on each private and shared channel is connected to the default document library in the corresponding channel site. Whenever you add or update a file on the Files tab, you're accessing the SharePoint site.
Teams-connected sites and channel types
Teams-connected sites are a specialized type of SharePoint site that's been optimized for a Teams connection. This includes the parent site that is created when you create the team, and any channel sites that are created when you create a private or shared channel.
This table describes how site, file, and folder sharing work for each type of channel in Teams.
Expand table
Channel type | SharePoint site | Site sharing | File and folder sharing |
Standard | One SharePoint site is shared by all standard channels. There's a separate folder for each channel. | Team owners and members are automatically included in the site owners and members permission groups. Sharing the site separately is possible but managing access through Teams is recommended for easiest user management and the best user experience. | Files and folders can be shared with anyone in the organization by using sharable links. If guest sharing is enabled, Anyone and Specific people links can be used to share with people outside the organization. |
Private | Each private channel has its own SharePoint site. | Channel owners and members are automatically included in the site owners and members permission groups. The site can't be shared separately. | Files and folders can be shared with anyone in the organization by using sharable links. If guest sharing is enabled, Anyone and Specific people links can be used to share with people outside the organization. |
Shared | Each shared channel has its own SharePoint site. | Team owners and members are automatically included in the site owners and members group. The site can't be shared separately. | Files and folders can be shared with anyone in the organization and external participants in the channel by using sharable links. Sharing with people outside the organization who aren't channel members isn't supported. |
Embracing the Universal Toolkit for Teamwork
Microsoft 365 is positioned as a universal toolkit for teamwork, offering a range of services that can be tailored to the specific needs of any team. From document storage and collaboration to task coordination and real-time conversations, the platform provides a comprehensive solution for teams to work together effectively.
While there is still a lot to be desired from this ecosystem, the future of Microsoft Teams and SharePoint is one of seamless integration and enhanced collaboration. With a focus on user experience and productivity, these platforms will continue to evolve, ensuring that teams can work smarter and more effectively in 2024 and beyond.
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