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How to manage Microsoft Teams in MyHub

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You can use MyHub to perform various actions for Microsoft Teams (Teams).

These actions include:

  • Create a Team
  • Archive or restore an archived Team 
  • Delete a Team 
  • Update Team contacts 
  • Update the storage quota for Team site (the connected SharePoint site)

You must be the Team’s primary/secondary contact or owner to perform the management tasks. 

Please review the Governance section on the MyHub for managing Microsoft 365 resources webpage for more information on how to appropriately and effectively use this tool. 

Microsoft Teams lifecycle management

Every 6 months, the primary and secondary Team contacts will receive a renewal notification to confirm the Team is still in use and to review associated information such as the owners, members and department. Teams will also receive a notification if they have been inactive for 90 days. If the renewal task is not completed within 4 weeks (a 2-week reminder will be sent), the Team will be considered inactive and archived to a read-only state. After 6 months in archive, a task will be sent to IT admins to approve deletion of the Team.  

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Microsoft Teams creation requirements

The following are the definitions of the terms you will encounter when filling out a request to create a new Team. 

FieldDescription
Request summaryThe business purpose or function for the Team.
Additional NotesAny optional notes. 
PrivacyThe privacy for the Team is automatically set to private, which means only members can see the Team content. 
Primary Team contactAn internal user who will be responsible for managing the Team in MyHub and will receive regular emails to review the permissions and information about the Team. They will be also added as a Team owner. 
Secondary Team contactThis is a second person also responsible for the Team. Two contacts are required in case one is unavailable or leaves UQ. They will also be added as a Team owner. 
Team owners

One or more internal users are to be assigned the role of Team owner. This role is an administrator who manages Team settings, adds or removes members, and handles administrative tasks directly in the Teams app. 

If the primary and secondary Team contacts remain assigned in the next field (Predefined Team owners), you can leave this field blank. 

Predefined Team ownersThe primary and secondary Team contacts are automatically populated in this field. 
Team members

This is where UQ staff and students can be added as members of the Team.  

Note: When you specify a group as Team members, the members of the selected group will be added but not the group itself.

Team member permissions

 These permissions are automatically set. 

Guest permissionsThese permissions are automatically set. 
Time zoneThe time zone is prepopulated to Brisbane; however, this can be changed if desired. 
Department/OU

This is the department at UQ that will oversee the lifecycle of the Team. This may differ from the organisational unit you work for, such as if you work for multiple departments or are an IT staff member creating it on behalf of another department. 

Important: The department you select will be responsible for the Team’s lifecycle (e.g., existence, archiving). Team contacts, owners, and members can be from any department or can include students. 

To enter the department, select the tag symbol on the right to locate and input the department, or start typing the department name in full and select it from the search results when it appears. 

The Student department is designated for resources whose lifecycle is managed by students.

Department (Acronym)This field is automatically populated when you enter the department in the previous step. The acronym will be applied as a prefix to the start of the Team/Group name. Student resources created using the Create | New Team – Students form will always have the Department Student and the prefix STDNT. 
Relationship ManagersThis field is automatically populated when you enter the department for which you are creating the Team. 
PurposeThis is where you will choose what the Team will be used for from a drop-down list.  If you choose General Purpose, the Team will be assigned the External Sharing Allowed profile, allowing you to invite guests and share links. If you have selected High Sensitivity Content, the Team will have the Internal Sharing Only profile, restricting the use to UQ users only. 
External sharing profileThis field is populated when you choose the Team purpose in the previous step. 
Name prefix

An acronym is added to the beginning of the Team name to identify the owning department outside of MyHub and to assist with various administrative tasks. 

For staff and organisational units, Organisational Unit Acronym should be selected in most cases. This will add the department acronym to the Team name, showing that the department is responsible for the Team and its lifecycle. 

Example: If ITS is running a project with multiple departments, the requestor selects the Organisational Unit Acronym to show that ITS is responsible for the Team. ITS then adds Team owners and members from across the university as needed. The Team is included in ITS reports, and if the Team contacts become unavailable, ITS can be contacted to replace them. 

The UQ prefix is for rare cases where the Team's lifecycle is managed by more than one department or operates at a high level where a department acronym is not suitable. Using the UQ prefix can make identification and management more complex. If you select the UQ prefix, the IT team will review your request. You will be notified if your request is accepted or rejected. Rejection may happen if the Organisational Unit Acronym is more appropriate or if the Team name needs updating. 

Team nameThis is where you nominate your Team name. Please make sure the name is appropriately descriptive and unique. Team names cannot be duplicated. You do not need to add your Team name prefix as it is automatically populated when you input the department responsible for the Team. The Team name prefix cannot be removed. 
Team descriptionA description stating the purpose of the Team. This will be visible in the About section of the Team once it is created. 

 

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How to create a Microsoft Team

A new Team can be requested when its lifecycle is owned and managed by a department or staff member. When you create a Team, it will automatically generate other linked Microsoft 365 resources, including a Microsoft 365 Group and a Team SharePoint site. 

The Teams creation service is not to be used for requesting Microsoft Teams for courses (teaching or learning purposes). Class Teams for courses are created and updated by an automatic process based on information in Blackboard. They are also created using a different naming convention and use a different Teams template. 

Steps to create a Microsoft Team

  1. Open the MyHub app. 
  2. Select the Start a request tab. 
  3. Scroll to the service you want to manage – in this scenario it is Microsoft Teams. 
  4. Select Create | New Team.* 
  5. Fill out the form (each field is explained in the above section Microsoft Teams Creation Requirements). 
  6. Once you have filled out all the required fields, select Submit. 

* If you are creating a Team on behalf of students and they will manage its lifecycle, select the Create | New Team – Students form. 

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How to archive a Microsoft Team

A Team can be archived to preserve its content in a read-only state, reducing clutter; it can also be reactivated in the future if needed.  

Steps to archive a Microsoft Team 

  1. Open the MyHub app.    
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft Teams heading and select Manage | Archive or Restore Team. 
  4. Input the required details under Request summary.  
  5. Under Team name, type the name of the Team. 
  6. Select the correct Team from the search results. 
  7. Input reason for the request. 
  8. Click Submit. 

Restore a Team from being archived 

Follow the same process outlined under Steps to archive a Microsoft Team. The system will automatically recognise if the Team name you have entered is in an archived state and will populate the Lifecycle management action accordingly. 

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How to delete a Team

You can use this form to delete a Microsoft Team if it has not been modified within the last 60 days. When a Team is deleted, the linked resources (Group and Team site) will also be deleted. 

Steps to delete a Microsoft Team

  1. Open the MyHub app. 
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft Teams heading and select Manage | Delete Team. 
  4. Input the required details under Request summary.  
  5. Under Team name, type the name of the team.  
  6. Select the correct team from the search results. A new field will appear that is prepopulated with Delete team. 
  7. Input reason for the request. 
  8. Confirm you acknowledge the team deletion statement. 
  9. Click Submit. 
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How to update Team contacts

The primary Team contact is an internal user responsible for managing the Team. The secondary Team contact takes over this person’s responsibilities if the primary contact is unavailable. 

Steps to update your Team contacts

  1. Open the MyHub app. 
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft Teams heading and select Manage | Update Team Contacts. 
  4. Input the required details under Request summary.  
  5. Object type will prepopulate with Microsoft Team. 
  6. Under Object name or URL, enter the name of the Team (do not input the URL). This will populate the Team’s primary and secondary contacts.  
  7. Select the X symbol of the user you want to remove as a contact. 
  8. Type the name or email address of the user you would like to be the new contact and select their name from the search results. 
  9. Input reason for the request. 
  10. Click Submit. 
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How to update Team owners

Steps to add Team owners

  1. Open the MyHub app.   
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft Teams section and select Manage | Update Team Owners. 
  4. Input the required details under Request summary. 
  5. Under Group/team name, type the name of the Team. 
  6. Select the correct Team from the search results. 
  7. Select Add. 
  8. A pop-up window titled Add Owners will open. In the field, enter the name or email address of a user within the UQ Microsoft 365 environment. 
  9. Select the appropriate user from the search results. By hovering your cursor over each entry, you can identify whether it is a staff member or student. You can enter multiple entries at once.  
  10. Select Save. 
  11. The table will summarise the Team owner changes. 
  12. Click Submit. 

Steps to remove existing Team owners

  1. Open the MyHub app.   
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft Teams section and select Manage | Update Microsoft Team Owners. 
  4. Input the required details under Request summary. 
  5. Under Group/team name, type the name of the Team. 
  6. Select the correct Team from the search results. 
  7. The table will populate with the current Team owners. 
  8. Next to the name of the owner you want to remove, select the bin icon in the Action column. 
  9. Click Submit. 
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How to update the storage of my Team’s site

Your Team site refers to the SharePoint site that is automatically created when you create a Team. This is where any documents you create within the Team will be stored. You can also save files to the site’s document library. By default, the storage limit is 100GB.  

Before requesting an increase to your Team’s storage quota, please perform housekeeping on the site to determine if the increase is necessary. If it is, you can request to upgrade the site's storage to one level up from the current quota. Once you submit the form, it will be sent to the IT admin team for approval.  

Steps to update the storage of your Team’s site

  1. Open the MyHub app. 
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft Teams heading and select Manage | Update Team Site Storage Quota. 
  4. Input the required details under Request summary.  
  5. Under Change Team Site Storage Quota, enter the name of the Team. 
  6. A new field will appear where you can choose a new storage management profile for your Team’s site. Select the new storage tier you’d like to request. For a storage increase, it is expected you will request one level up from your current quota. You can view your current Storage limit (GB) by selecting the relevant Team in the Workspaces tab.
  7.  Input reason for the request. 
  8. Click Submit. 
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Frequently asked questions

Microsoft Teams creation

Why would I create a Microsoft Team?

Teams focuses on real-time communication and collaboration tools within the Teams interface.

How do I know the Team was successfully created?

You will receive an email shortly after submitting the request from the UQ Microsoft 365 Governance Team. The Team will also appear under Your Teams in the Teams app.

When will I find out if my Team creation was successful?

If you select Organisational Unit Acronym as your Team name prefix, your Team will be automatically created (it may take a few minutes).

When you create a Team with a UQ prefix, it will be sent to an IT admin to be reviewed. Once this is processed, you will receive an email of the outcome.

What is Create | New Team - Students?

This option, which enables students to create Teams when they gain access to MyHub in the future, should be used when students have sole responsibility for the Team, including its existence and lifecycle.

If my Team will contain students, do I use Create | New Team or Create | New Team - Students?

If an organisational unit will be managing the Team lifecycle, even if a student will be a Team Owner, use Create | New Team.

Manage Teams

What Teams can I manage in the MyHub?

You can only see and manage Teams to which you are assigned as a primary/secondary contact or owner.

How do I rename a Team?

If the department responsible for the Team changes, the Team name prefix will need to be manually updated. Contact ITS Support if you need to find out the correct prefix. You must be an Owner of the Team to change its name.

To update the Team name:

  1. Open the Teams app.
  2. Navigate to the selected Team and select the ellipsis (three dots) for more options.
  3. Select the Settings tab.
  4. Under the Team name and description, select Edit.
  5. In the Team name field, change the prefix to the new department’s prefix.
  6. Select Done.

The new Team name will be live immediately, however, may take up to 24 hours to be reflected in MyHub.

Microsoft Teams lifecycle management

I have been asked to renew my Team what do I need to do?

The notification email will contain a link to the renewal task online. Follow the online prompts to update and confirm the team contacts, owners and members. Check the department is still correct and update it if required. If you change the department you will need to separately rename the prefix within the Team using the Teams app directly.

How long do I have to complete the renewal process?

You have 4 weeks to complete the task, you will be sent a reminder if the task hasn’t been completed for 2 weeks.

What happens if I don’t complete the renewal process by the due date?

The Team will be archived 4 weeks after the renewal task was generated. See separate Q&A for What happens when a Team is archived. You have 6 months to re-activate the archived Team if required.

6 months after the Team has remained archived a notification will be sent to the backend IT Team to delete the Team.

What happens when a Team is archived?

  • The Team becomes read-only.
  • The Team is not visible in the default Teams view. To see the Team, in the Team view you need to select the three dots to the immediate left of Join or create team then select Your teams and channels.
  • The Team appears in the list or alternatively you can select 3 more and filter to Archived Teams. Existing contacts, owners and members are preserved.
  • The Team will appear in the MyHub Workspace list with the Phase: Invalid (This Team has been archived).
  • After 6 months, the Team will go to ITS for deletion approval.

Microsoft Teams owners and members

Will Team owners and Team members be notified when I add them?

A Team owner will receive a notification in their Team’s activity feed from AvePoint Cloud that links them directly to the Team when they are made an owner. When a person is added to a Team, they will receive an email from Microsoft.

Can I add Team members after I have created the Team?

Yes; however, you must be a Team owner. To do so, in Microsoft Teams locate the Team and select the ellipses (three dots) next to the Team name. Select Add member. You can now enter the name or email address of the people you would like to add. If you chose Internal Sharing Only when creating your Team, you will only be able to add members who are within the UQ Microsoft 365 environment.

Can I add students to my Team?

Yes, you can invite anyone who is a part of the UQ Microsoft 365 environment. This includes staff and current students.

Microsoft Teams storage

Will I be warned when my Team's linked SharePoint site nears quota?

The primary contact, secondary contact and owners will be automatically notified by email if the site storage reaches 80%.

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Need help?

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