Setting Up a Working Group in Microsoft Teams

This article guides User Solutions team members on setting up working groups in Microsoft Teams by creating new channels under the UAF - Enhancement Working Groups team. It details how to name, describe, and share the channel with specific members, including those outside the organization, while ensuring all User Solutions members retain access. This process ensures efficient collaboration and secure access management for each working group.

This article provides guidance to User Solutions team members on how to set up a new working group within Microsoft Teams. These working groups are essential for organizing and managing specific projects or initiatives related to our ongoing enhancement efforts. All working groups will be created under the existing UAF - Enhancement Working Groups team, ensuring consistency and centralized communication.

Purpose

The purpose of this guide is to ensure that User Solutions members can efficiently create and manage new working groups within Microsoft Teams. Each working group will have a dedicated space for collaboration, document sharing, and project tracking. This process also ensures that only the relevant individuals are granted access to sensitive information, while User Solutions team members retain access to all channels within the team.

Getting Started

All User Solutions team members have been granted Owner permissions within the UAF - Enhancement Working Groups team. This permission level allows members to create new channels as needed for different working groups.

Steps to Create a New Working Group Channel:

1. Access the UAF - Enhancement Working Groups Team:

   • Click here to open the UAF - Enhancement Working Groups team in Microsoft Teams.

2. Create a New Channel:

   • Within the UAF - Enhancement Working Groups team, click on the three dots next to the team name.
   • Select Add Channel from the dropdown menu.

3. Name the Channel:

   • Enter a name that reflects the purpose of the working group.
   • For example, if the group is focused on updating the Workday Business Process for Flexible Work Arrangements, name the channel accordingly (e.g., "Flexible Work Arrangement Process Update").

4. Add a Channel Description (Optional):

   • Provide a brief description of the working group’s goals and objectives to give context to other team members.

5. Set the Channel Type to Shared:

   • Under the Privacy settings, select Shared.
   • Uncheck the option to Share this channel with everyone on the team. This ensures that only the individuals specifically invited will have access to the channel.

6. Finalize the Creation:

   • Click Create to establish the channel.

Managing Access to the Working Group Channel:

• Add Members:

  • To invite users to the new channel, including those outside the organization, click on the three dots next to the channel name and select Share channel.
  • Add the identified users by entering their email addresses. Ensure these users are added to both the general team membership and the specific channel created.

• Maintaining User Solutions Access:

  • All User Solutions team members should retain access to all channels within the UAF - Enhancement Working Groups team. Ensure they are not removed from the channel’s membership list.

• Collaboration:

  • Use the channel for all discussions, file sharing, and meetings related to the working group.
  • Ensure that all important documents and outcomes are stored within the channel for easy reference.

• Updates:

  • Regularly update the channel with progress, meeting notes, and any changes to the working group's focus.