As part of the Microsoft 365 offering, Microsoft Teams is a chat-based collaboration space that allows a group to communicate and organize information in a single area. It creates a central location where you can:
Microsoft Teams is a McGill-approved Cloud Service. Teams data is stored on Microsoft infrastructure located in North America. Although you can store protected and personal data in Teams, it must not be used to store certain types of regulated data. For definitions of the various types of institutional data and guidance about which type of data cannot be stored in Teams, see Cloud services that have been approved/rejected for McGill use (This list is only accessible to faculty and staff members).
Development of Microsoft Teams is ongoing. Microsoft regularly releases new features to improve your experience.
Recent additions to Microsoft Teams at McGill include:
Active McGill students, faculty, and staff.
Affiliated consultants, lecturers, and service providers are also eligible. (Teams is provided for all affiliates with email accounts.)
You can access Microsoft Teams in several ways:
For a quick overview, visit our Microsoft Teams How-To website.
To Create a new team in Teams:
Caution: Public vs. Private TeamsWhen creating a new Team, you can select between a Private and Public Team. A Private Team is the best option for most use cases.
There is no cost associated with this service.
This service is available 24 X 7. Check the home page of the IT Support site for announcements in case of any outages.
All documents in the Files tab of a Team are stored on a SharePoint Online site, similar to OneDrive. If these documents are accidentally deleted, you have 93 days to recover them from the Recycle Bin unless someone deletes them from there or empties that Recycle Bin. In that case, the items go to the site collection Recycle Bin, where they stay for the remainder of the 93 days. View more on the Microsoft website.
For all the content a team generates (e.g., chat sessions, team email, planner) if a group/channel is deleted, it can be restored, with all its content, within 30 days.
Affiliated consultants, lecturers, and service providers can be added to teams as members or team owners. They cannot create new teams.
If you are a team owner, you can invite someone from outside McGill (non-McGill address) to your team. This person will be added as a guest. Guests have fewer capabilities than team members or owners, but there's still much they can do. For a deeper look, see Guest capabilities in Teams.
To host a Teams meeting with people from outside of McGill, create your meeting using Outlook and add participants by adding their email addresses.
Note: When adding participants outside McGill, create your meeting using the Outlook New Teams Meeting plugin.
You can access teams through the McGill Microsoft 365 portal. You can also use Teams on your mobile smartphone or laptop by downloading the Teams app and signing in with your McGill credentials. Avoid using Remote Desktop to connect to your work computer for Teams meetings, as the connection may try to use the microphone and camera at McGill instead of your local personal computer.
Limits and specifications can be viewed on the Microsoft Website.
Meeting notes are stored in the personal OneDrive folder of the person who creates them under Files/Microsoft Teams Data/Wiki, and they are automatically accessible to all meeting participants (shared).
However, when that person leaves McGill, their OneDrive folder will be deleted, including meeting notes that may contain important team data. See best practices for creating meeting notes and storing files below.
They are either saved in the OneDrive account of the person who started the recording or on the SharePoint site of the channel meeting. Recordings will automatically expire and be moved the owner takes action year unless the owner takes action. See Managing MS Teams meeting recordings for details.
All Teams have a one-year expiration policy. If a team site is unused for 11 months, the team owner receives renewal notifications 30 days, 15 days, and one day before the expiration date. The owner can renew the team by selecting Manage Team > Settings > Team expiration and then clicking Renew now.
Auto-renewal of the team is also enabled to prevent an accidental team deletion when an owner is unavailable to renew it. A team with at least one visit from any team member before its expiration date is automatically renewed without intervention from the team owner.
For access/authentication issues, contact the IT Service Desk.