New Shared Teams Channels

Oct 6, 2022 | Microsoft Teams Hints and Tips

Teams was originally designed very much as an internal collaboration tool to be used only within the company.  However, the need to communicate with external clients or with people who work in different parts of large organisations which may have separate team sites has been an ongoing issue.  One of the options has been for the administrators to enable full external access to teams sites but this has always felt like a major decision and not one every company has been willing or able to take, particularly when dealing with highly sensitive data. 

There is now another option.  Microsoft has added Shared channels to the Standard and Private options that have been available.  One of the key advantages of shared channels is that they can be accessed by people outside the team.  With Standard and Private channels only team members can be added to the channels.  The other key advantage is that the external people will not need to switch organisations to access the shared channel which makes the process far smoother and less time consuming. 

If external people cannot be added to a shared channel then this will be due to the administration settings and you will need to speak to the company administrator to get this enabled. 

How to add a shared channel to a Team 

  1. Click on the ellipses next to the team name and select Add Channel 
Add channel

2. Put in a useful Channel Name and Description 

3. Change the Privacy to Shared – People you choose from your org and other orgs have access 

Shared Channel

4. Click on Create 

5. Add the people you want to add to the channel.  For people in the organisation you can type in their name, for external people you will need an email address 

6. The shared channel is denoted by a link symbol next to the channel name 

Shared Channel symbol

Sharing a shared channel with a team 

Once a channel has been created as a shared channel it can easily be shared with another team. 

  1. Click on the ellipses next to the shared channel 
  2. Select Share channel and With a team
     
  3.  
Share channel with a team

4. As this is not a team you own you will need to send an invite to the team owner and they will accept on behalf of the team 

Sharing a shared channel with a team that you own 

Once a channel has been created as a shared channel it can easily be shared with a team that you own. 

  1. Click on the ellipses next to the shared channel 
  2. Select Share channel and With a team you own 
  3. Select the team you want to share it with 
  4. Click on Done 

Further Reading

If you’ve enjoyed reading about to use the new Shared Teams Channel feature in Microsoft Teams, there’s some other blogs below that you might find useful:

Want to learn more about Microsoft Teams? Then email lara@laramellortraining.co.uk to discuss how I can help or have a look at the Microsoft 365 Courses I run.