How Microsoft 365 Groups, Teams, and SharePoint interact

Workplace - Business

Remote and hybrid working situations are here to stay, and digital landscapes have changed dramatically to give businesses the tools they need to make remote working a seamless and productive experience from end-to-end.

With 66% of business leaders considering redesigning their company spaces for hybrid work, Microsoft has provided one of the most efficient suites designed for remote working situations.

The Microsoft 365 apps Teams, SharePoint, and OneDrive work together as a universal toolkit to provide team members with integrated and flexible ways to work, enhancing the remote working experience.

What are Microsoft Groups?

Microsoft Groups is a membership service that powers SharePoint and other M365 apps, such as Power BI. It allows users to set up and manage the roles and permissions of other users for the teamwork apps, meaning you have the power to choose how you want your employees to communicate and work together.

Groups also allows users to access collaboration resources, including:

However, keep in mind that admins who restrict certain permissions or roles may also prevent users from accessing valuable resources, such as creating SharePoint sites, teams, shared libraries in OneDrive, and more.

What is Microsoft Teams?

Microsoft Teams is an innovative tool that can help your team collaborate more easily. It provides tools like chat, video conferencing, file sharing and more. Microsoft Teams allows you to connect with people on your team in different ways such as text chat, voice chat or video conferencing.

It’s important for businesses to consider using Microsoft Teams for their projects, productions, and other business elements since it is user-friendly and fosters collaboration.

What is Microsoft SharePoint?

Microsoft SharePoint is a web-based collaborative platform that offers a range of features, such as document management, content management, analytics, and search. It acts as a secure location to store, organise, share, and access information.

SharePoint also supports collaboration with other people through different types of groups or communities. Highly customisable, it can support your remote working team to collaborate and share information easily. SharePoint brings together the integrated Microsoft 365 group on chats, calendars, tasks, documents, and much more.

How do the apps function together?

The settings for Groups, Microsoft Teams, and SharePoint are similar when it comes to sharing and group creation. The three apps were created to complement one another and make the sharing of documents, collaborative efforts, and communication between co-workers easier.

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Collaboration and communication

The Teams app was built on top of the Groups platform. While much of your users’ everyday work, collaboration, and communication will be performed through Teams, much of that apps’ functionality is derived from Groups.

When set up correctly, Groups allows for collaboration, communication, and organisation of work. This allows Teams to function more efficiently and provides a better overall user experience.

Creating user groups

Creating a user group in Teams also creates a group – in the back-end – associated with Groups. Membership, roles, and permissions carry over from existing groups, saving the time and effort of having to assign permissions each time.      A SharePoint site also gets created in the back-end each time you create a new group.

When your users create groups, this act also automatically creates a new SharePoint site, calendar, and planner. Files and documents shared between the group are automatically saved into the new SharePoint site, and can be accessed either from the Teams app or SharePoint itself.

File storage

While users will talk and collaborate on documents together through the Teams app in real-time, all the files and documents shared are actually stored on SharePoint. In this way, SharePoint acts as the centralised storage location, enhancing the Teams experience and boosting its performance.

Every channel you create in Teams will automatically create a folder within a SharePoint document library.

You can’t have one without the other

In essence, Teams is the central hub for all teamwork collaboration and communication; SharePoint stores all the documents worked on in Teams, and its file-sharing capabilities; and Groups unites the two apps on the back-end, allowing admins to manage how they can be worked on by users.

The three apps combined work together to create a seamless user experience, enhancing the collaborative and communicative capabilities that make remote working between employees simple, while securely storing all documents in a comprehensive and efficient manner.

Get the right advice from the M365 experts

Microsoft 365 Gold Partners RODIN have all the up-to-date expertise and knowledge to help you on your journey to implementing Microsoft 365 into your business, or updating your subscription. Talk to them today about your business needs.

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