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Hello it's Matt and welcome to Collaboration Coach.
This time we're going to look at how to create and manage shared channels.
Shared channels are a new feature for Microsoft Teams
that allow us to collaborate with people outside of our team.
So now instead of inviting guests into the team and giving them access to all the channels,
now we can invite them to a single shared channel.
It even works with people outside of our organisations.
In this video I'm going to show you how to create share and manage them
and share them externally.
Before we get started there's a couple of things you need to know about shared channels.
First of all they're still in public preview.
They've been out since March and there's no official launch date on the roadmap.
I'm using the preview version of Teams to show you how they work.
So this is my first look at shared channels for Microsoft Teams.
For this demo,
I want the Finance and the Human Resources teams to work together on a project.
I want to create a shared channel in the Finance team for them to collaborate in.
To create the shared channel in the teams app I go to the Finance team,
then I choose the ellipsis and 'add channel'.
I need to give the channel a name, and I'm going to call it 'Project A',
and in the privacy drop-down alongside 'standard' and 'private', there's a new option for 'shared'.
The next step is to choose whether to share it with everyone in my team.
In this case my team's Finance.
Now, if I want everyone in the finance team to have access to this channel
then I leave this box checked.
In this case I want to keep it private and only invite some of the Finance team
and people from other teams.
So I'm going to uncheck that box.
I choose 'create' and it adds the channel.
The next thing it asks me to do is share the channel.
I can start typing the names of the people I want to collaborate with
and I'm going to add Amrit who is in the HR team and Sarah from Finance,
and then choose 'share'.
I can also change the role that each member has at this point,
so I'm going to make Sarah an owner,
then she'll be able to help me manage the channel.
Then I choose 'close' and my channel will appear on the list.
You can see that it's got this 'shared' icon so I can easily see what type it is.
So far so good,
but what if I wanted to share the channel with more people later on?
Let's say I decide I want the whole of Finance to use the channel?
I can do that by right-clicking it.
I choose 'share channel',
then I choose 'share with the team you own'
because I'm an owner of the Finance team.
I choose Finance from the list
and then 'done'.
Now everyone in Finance will see the channel too.
Now what about sharing with someone who isn't in Finance or HR?
To do that I go back to the shared channel and this time I choose 'with people',
and I'm going to choose Mark here who isn't in Finance or HR,
and then choose 'share'.
Now Mark has access.
If we take a look at the channel now you can see it has a posts and a files tab.
On the files tab you can see that it's linked to SharePoint as usual,
so we can sync it and we can open up the SharePoint site too.
Like private channels, shared channels have their own site
and I'll talk more about that later.
We can also add apps to it.
Once you've got your channel set up you can make changes to it.
If you're an owner of the channel you can right-click it, edit the name,
delete it or leave it.
If you choose 'manage channel' you can manage the membership.
Here I can see owners, members and any teams that have access.
I can change the roles that members already have,
so I can promote a member and demote an owner,
and I can drop anyone from the channel that shouldn't have access with the 'x' next to their name.
One new thing here is this 'sent invites' tab.
This is where you can track the sharing invites that you sent to other team owners.
So let me walk you through what that is and how it works.
If I right-click the channel and choose the 'shared channel' option,
I can share with a team.
What I'm doing now is sharing with the team that I'm not an owner of
and I want to share with Marketing.
I know that Amrit is an owner of the Marketing team,
so I'm going to add him in here,
then I'll choose 'send invite' and it tells me that the invitation has been sent.
And if I refresh the 'sent invites' tab now,
you can see that there's an invitation for Amrit.
Now let's switch to what Amrit sees.
In Teams he receives a notification in his feed
telling him that his team has been invited to a shared channel.
He gets the option to accept or deny the invitation in this 'needs action' list.
All he needs to do is choose 'accept'
and then he gets to choose which team he's going to accept on behalf of.
He'll see a list of all the teams that he's an owner of
and in this case it's just Marketing, so he just chooses that and then 'done'.
Now just a quick word about the SharePoint site that the shared channel is linked to.
So earlier I said a shared channel has its own SharePoint site
and that's where it stores all of its files
and it's separate from all the other files in the standard channels in the same team,
and it does it this way so that membership to the channel can be managed separately.
So if I go back to the Files tab now and I choose 'open in SharePoint',
it will open a browser and open that site
and you can see that the site name is the team and the channel name combined.
It has the 'go to channel button' that will take you back to Teams
and also this 'parent team' link which will also take you back to the Finance team.
There's also this 'shared channel' tag which makes it really obvious
that you're actually working with a site linked to a channel.
Okay so that is my first look at shared channels.
I hope this helped, and thanks for watching.
If you like the video please subscribe to the channel
and I'll see you next time
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