Microsoft Teams - Manage Team - How to Create a New Team

Self-Help Article (External)

Purpose

Assist users in creating a new Microsoft Team through the menu options in O-Key labeled Microsoft Groups.

Requirements

Step-by-Step Procedures

For Employees
  1. Open a web browser and log in to your institution's IDMS.
    1. O-Key
    2. C-Key
    3. Gold Key
    4. Aggie Access
    5. Lion Key
  2. You may be prompted for information. Fill out required information until you reach your profile page.
  3. From your profile page, click “Microsoft Groups” from the left-hand side of the page.
  4. Select: Create a new group as an Employee
  5. Select: Campus that the group will be associated with
    1. Campus notes
      1. You will only be able to select a campus in which you have active roles.
      2. Campus code prefix will be added to the group name selected in the next step.
  6. Enter the group name without spaces.
    1. Group naming notes
      1. Each word must be separated by underscore letter.
      2. Can only contain alphanumeric characters.
      3. Group name that has been used in the past cannot be reused even if you owned it.
      4. Group name cannot be changed after it has been created.
  7. Enter Group Description.
  8. Enter the email addresses of at least two users into group owners and group members.
    1. Email entry notes
      1. Email Entry
      2. Email Addresses will need to be entered one per line.
    2. Member Group
      1. User must have a valid Office365 license.
      2. User must have a role at the designated campus.
      3. User with Alumni for Life license cannot be added.
    3. Owners Group
      1. Administrator account will always be included as an owner.
      2. An owner must be a member in members group.
  9. Enter expiration date in the format of MM/DD/YYYY that is in between 30 days and 1 year from the current date.
    1. Expiration notes
      1. Expiration date can be set for at most a year with from creation date.
      2. It must also be at least 30 days from the creation date
      3. E-mail notices warning of Group expiration are sent at 30, 15, and 7 days before the group expires.  The group must be extended before this expiration (and can be extended every year thereafter)
      4. If the group expires, it will be deleted. All content associated with a group will be permanently deleted: conversations, emails, files, site content, channels, apps, etc.
  10. Group creation is completed.
    1. Group creation notes
      1. It may take a new hours before all functionality is enabled.
For Students
  1. Open a web browser and log in to your institutions IDMS.
    1. O-Key
    2. C-Key
    3. Gold Key
    4. Aggie Access
    5. Lion Key
  2. You may be prompted for information. Fill out required information until you reach your profile page.
  3. From your profile page, click "Microsoft Groups" from the left-hand side of the page.
  4. Campus code prefix will be added to the group name selected in the next step.
  5. Select: Create a new group as a Student
  6. Select: Campus that the group will be associated with
    1. Campus notes
      1. You will only be able to select a campus in which you have active roles.
      2. Campus code prefix will be added to the group name selected in the next step.
  7. Enter Group name without spaces.
    1. Group naming notes
      1. Each word must be separated by underscore "_" letter.
      2. Can only contain alphanumeric characters.
      3. Group name that has been used in the past cannot be reused even if you owned it.
      4. Group name cannot be changed after it has been created.
      5. Student group will always have "_SG_" after the campus designation.
  8. Enter Group Description.
  9. Enter Email addresses of at least two users into group owners and group members.
    1. Email entry notes
      1. Data entry
      2. Email addresses will need to be entered one per line.
    2. Members Group
      1. User must have a valid Office 365 license.
      2. User must have a role at the designated campus.
      3. User with alumni for life license cannot be added.
    3. Owners Group
      1. Administrator account will always be included as an owner.
      2. An owner must be a member in members group.
  10. Enter Expiration date will automatically be set to a date shortly after the end of the current semester with a grace period.
    1. Expiration notes
      1. If the current semester is ending soon, will not be able to create a group.
      2. Expiration date cannot be extended.
      3. After a group expires, it will be deleted. All contents associated with a group will be permanently deleted: conversations, emails, files, site content, channels, apps, etc. 
  11. Group creation is completed.
    1. Group creation notes
      1. It may take a few hours before all functionality is enabled.

 

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