How to prevent users from deleting channels, tabs & apps in Teams

How to prevent users from deleting channels, tabs & apps in Teams

Microsoft Teams is a platform with enormous possibilities. The more possibilities, the more mistakes we make in the tuning and ruleswe make in the platform.

In an ideal world, we would make two owners for each team.

These two persons take care of the management of their specific team. Or several teams, depending on their role.

Users or guests are participants, colleagues who do not have the authority to simply delete new applications, channels, tabs and chat messages.

See also a short video demo below.

Set up member permissions via settings

Select the desired Team and then choose "Manage Team".

Select settings at the top.

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Member permissions standard options

  • Allow members to create and update channels
  • Allow members to create private channels
  • Allow members to delete and restore channels
  • Allow members to add and remove apps
  • Allow members to upload custom apps
  • Allow members to create, update and delete tabs
  • Allow members to create, update and remove connectors
  • Allow members to delete their posts
  • Allow members to edit their posts

Example scenario that does not allow users to delete channels, tabs and apps in Teams

In this Team, members are not allowed to: create new channels, delete channels, create or delete Apps, upload customised Apps and modify, delete or add tabs.

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Guest permissions for channel creation

If members are allowed to create and update channels, you can also give guests this option. (red)

If members cannot delete channels, neither can guests. (blue)

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Protect channels so that not everyone can post messages, documents and photos

You may not want everyone to post in every channel.

Open the channel and select -> Manage Channel -> Then select: Channel Settings

Activate the desired option; either anyone can post, or you choose that everyone except guests can post.

As you can see, the possibilities of a channel are rather limited! Think carefully before creating a Team.

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Do not allow users to modify folders or files in Microsoft Teams with read-only folders

Guests can use your general channel by-default with almost as many rights and possibilities as an teams-owner. To lock this out, you can disable document posting so that it can only be done by the team owner.

Select in general channel -> files - Open in SharePoint

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Set the site members to read only via "Site permissions".

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These members cannot post documents in the general channel. The owners for Project Y can post documents in the general channel. You can also give specific rights so that some of them can post without being the team owner.

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Alternative instructions: Create a read-only folder in Microsoft Teams (365tips.be) (NL)

Creating a read-only folder in teams for education

Within education teams you have a "read only for students" in the general channel. You can still use these instructions for other channels. There are deviations in default settings for education and for regular Office 365 tenants.

Files General Teams

Renaming a channel in Microsoft Teams

You can rename a Microsoft Teams channel by right-clicking on it - "edit this channel".

Edit this channel Teams

Then update the channel name. *The created SharePoint library will keep its original name unless you already have these new features -> Microsoft is working on a solution.

Edit Channel Microsoft Teams

Duplicate or copy a Microsoft team?

If you have built a template that you want to use several times, you can also make a copy of the entire team using Microsoft Teams .

Select: Create a team -> From a group or a team -> Team -> Select the team you wish to copy -> Select create.

Which team do you want to use - copy paste
copy and paste a team

You can see in the newly created team that all channels, tabs, apps and rights have been copied from the original Team.

duplicate a team

Delete old Microsoft Teams automatically?

With Microsoft Azure, Identity Governance, Access Review it is possible to automatically remove unused Teams . Tip: How to automatically clean up Microsoft Teams via Access Review!

Enable automatic Access Reviews for guest users Teams

Put standard applications in each Teams from a standard template

I have already worked out Microsoft Teams templates here -> Create and manage Microsoft Team templates via Teams Admin Center

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If you want to lock an application into a template, it is best to change the 'basic' template.

Navigate to: https://admin.teams.microsoft.com/teams/templates/manage

Select -> edit

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Navigate to Apps in the desired Teams template and add the necessary apps in your basic template.

If you have a list of applications offered by default in every newly created Team, you can ask whether guests or members of a Team should be able to add apps themselves.

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Add an application to a Microsoft Teams channel (in the template)

In the desired template, select the channel behind which you want to link an application.

Then choose the desired application and select the Tab name.

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Demo from a template with fixed settings

In 2 steps you could create (provisioning) Teams without any tooling, which have specific settings. And copyable or useable at scale.

Step 1: First we create a team from the template. In the ideal world, you create several templates here that can be made to suit the needs of the organisation. For example: Collaboration team without guests, external collaborations, confidential team for internal departments.

Step 2: (optional) After granting the rights and any minor changes that may be necessary, the team can be copied.

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Build your own test environment with a demo account

As you can see, these are tests that you should not do on your production environment. If you want to test well, it is best to create your own tenant. Creating a test-tenant is free. You do have to purchase Microsoft 365 licences yourself.

I recommend building a tenant with a 30-day trial licence.

You can start with E1 and later activate E3, Business essentials but also E5 in trial.

Later, for 4-5 euros a month, you can buy a licence, configure your own personal domain and also use Office 365 in your private life to keep up to date with any news.

Tutorial: How to create your own Microsoft Office 365 tenant ?
Your own Office 365 environment for 4,20€ per month + own tenant & domain

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Add guests to a Microsoft Teams channel

Guests always need access to the global team first. Only after they have access can they be added to the guest team.

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Add guests or groups to the teams channel.

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Other Microsoft Teams tips -> Microsoft Teams

When to create a public, private or organisation-wide team?
How to add or invite guests in Microsoft Teams? (Guest Access)
Enable new Teams meeting experience for together mode
These are the 10 success factors when setting up Microsoft Teams

Jasper

Jasper

Welcome to 365tips.be. On this website you can read articles and experiences about Office 365 with focus on Microsoft Teams. Feel free to ask me a question and I will answer it in a blog post. Help others by giving feedback at the bottom of the articles. This blog is made in Dutch. The multilingual website is offered with best-effort machine translation.
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