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How do I administer a Microsoft Teams site?

Published: 26 October 2021 Last updated: 11 March 2022

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Microsoft Teams sites

Teams sites can be created for specific groups or project teams. Teams sites allow groups to work collaboratively to achieve a goal. A Teams site is defined as a short-term collaborative area used for a time-limited project or joint venture.

For more information about Teams sites, please visit our Microsoft Teams page.


Microsoft Teams site roles

RolePermission
OwnerAble to also amend members, channels, apps.
MemberAble to take part in the team
GuestExternal team member

Adding a member to your Microsoft Teams site

  1. Open the teams app and click on the ‘Teams’ tab on the left-hand side
  2. Click on the ellipses menu (…) next to the team you want to manage then select ‘Add member’. (Please note you must be a site owner to manage the teams site)
  3. Use the search bar to find the user you want to add
  4. Select the desired users from the search results, you can add several members at once
  5. By default they’ll be added as Members. To alter their access, select the role title next to the users name and select the appropriate option from the drop-down menu.

Change Access

  1. Open the teams app and click on the ‘Teams’ tab on the left-hand side
  2. Click on the ellipses menu (…) next to the team you want to manage then select ‘Manage team’. (Please note you must be a site owner to manage the teams site).
  3. Select the role drop-down menu and change the access to what is required
Image shows member status dropdown menu for a Team within Teams.

Remove a member

  1. Open Teams and click on the ‘Teams’ tab
  2. Open the teams app and click on the ‘Teams’ tab on the left-hand side
  3. Click on the ellipses menu (…) next to the team you want to manage then select ‘Manage team’. (Please note you must be a site owner to manage the teams site).
  4. You may need to select ‘Members and guests’ to see the full Teams site membership
  5. Click the ‘X‘ next to the users name to remove them from the group. Please note: To remove an owner you will need to change their role to member first.
Image shows member of team in group, with X at the end.

Change Microsoft Teams site name

  1. Open the teams app and click on the ‘Teams’ tab on the left-hand side.
  2. Click on the ellipses menu (…) next to the team you want to manage and open the menu and select ‘Edit team’. (Please note you must be a site owner to manage the teams site).
  3. From here you can edit the Team name. Click ‘Update’ in the bottom-left to save changes.

Teams site expiry

After 180 days your Microsoft Teams Group will expire. In order to keep the group you will need to renew the team. All owners of the team will receive multiple email reminders asking you to renew the team.

Please note: The email reminders will be from the Microsoft Online Services Team – msonlineservicesteam@microsoftonline.com

An example of the email is below. You will need to click “Renew” to renew the team for another 180 days.

Image of email advising expiration of Team, with 'Renew group' button at the bottom.

Data storage

Microsoft Teams sites are not designed for long-term storage of business-critical data. For more information about appropriate storage of data, please see our File Storage page.

Before uploading or sharing any document please make sure you have read and abide by the University’s Information Security Policy and follow the guidance on the Information Assurance webpages.

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