Applicable to 

  • Applies to faculty managers and/or HODs (or their delegates) needing to set up a Microsoft Team to collaborate remotely with faculty/department staff or to facilitate working towards a common goal related to the academic project. 

  • May apply to faculty/department/units staff wanting to know how best to use Microsoft Teams to collaborate within their group. 

When to use 

Use when you need a collaboration space for your faculty or academic department/unit. 

Description 

Academic staff within the same faculty or department using Microsoft Teams to facilitate communication and collaboration, online meetings and working remotely, effectively and efficiently towards a common goal. 

Recommended tools and tabs  

Recommended tools

Icon 

Tool 

Used for: 

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OneNote 

  • Taking informal/formal notes during or after meetings 

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Wiki 

  • Documenting proceedings during or after meetings 

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Whiteboard 

  • Brainstorming during discussions or workshops 

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Stream 

  • Managing recordings of meetings up until August 2021

Note: Permissions to meeting recordings should be managed to ensure that they are only made available to those authorised to access them. 

OneDrive for Business 
  • Managing standard meeting recordings as of September 2021

Note: Permissions to meeting recordings should be managed to ensure that they are only made available to those authorised to access them.

SharePoint
  • Managing channel meeting recordings as of September 2021

Note: Permissions to meeting recordings should be managed to ensure that they are only made available to those authorised to access them.

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Planner 

  • Planning and coordinating tasks within the Academic department/unit/group 

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To do 

  • For individual task management which integrates with Microsoft Planner and Microsoft Outlook

Note: This is available from the Microsoft Store (not from within Teams) but works well with Planner and Outlook for managing tasks. 

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Glossary 

  • Providing a standard set of terms/acronyms and definitions for use within the committee/group to ensure shared understanding 

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Website 

  • See Tabs recommended section below 

Note: Only secure links (i.e. HTTPS) may be added. 

Recommended tabs 

Examples of tabs that might be useful or applicable to different departments or areas:  

Note: Only secure links (i.e. HTTPS) may be added.  

Department 

Title 

Used for: 

All academic departments 

Vula 

  • Learning management 

All academic departments 

UCT Libraries 

  • Quick access to PRIMO for searching for academic resources 

All academic departments 

eRA online 

  • Research administration 

All academic departments 

PeopleSoft 

  • Student administration 

All academic departments 

ServiceNow self-service portal 

  • Requesting IT assistance, logging a request, incident, problem etc.  

All academic departments 

ICTS website 

  • Referring to UCT IT support information and policies 

All academic departments 

Finance website 

  • Referring to UCT Finance information and policies 

All academic departments 

HR website 

  • Referring to UCT HR information and policies 

All academic departments 

SAP ESS 

  • SAP Employee self service 

Other 

<other links to websites> 

  • Providing resources/information to support the activities of the academic staff outside of those provided by Microsoft Teams 

Recommended channels 

Examples of channels for academic staff 

Channels should be created based on the academic staff group’s specific needs (such as topic, discipline, or subject). However, examples of types of channels that could be created are:  

  • General channel for general discussions, operations, miscellaneous items

  • Administration channel 

  • Departmental meetings channel 

  • Channel per programme/module/stream/course 

  • Private channel for private collaboration or discussions between selected members of department

  • Channel/s for each smaller grouping/team within the faculty, department or unit, if applicable

Good practices for using channels 

Selected good practices are listed below, but for a full list, please see the Channels section in the Good practices guide for Microsoft Teams.  

Area 

Practice/s 

Naming of channels 

Use a reliable and agreed naming convention for channels that will be sustainable in the long run within the team.  

Permissions in channels 

Meeting permissions can be set in channels to limit and manage access to meeting recordings to ensure that only those permitted to access recordings can do so. 

Private channels 

Private channels may be used in committees for private discussions between two or more members of the team.  

 

Features 

This list contains features that are available in Teams to better manage your workspace.

Related tips, tricks and FAQs 

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