Tutorial / Cram Notes
When a team is no longer actively used but you want to keep its content and conversations for reference or compliance reasons, archiving it is the best option. Archiving a team makes it read-only for team members, preserving its data while preventing additional activity.
How to Archive a Team:
- Go to the Microsoft Teams admin center.
- Navigate to ‘Teams’ and then ‘Manage teams’.
- Find the team you want to archive, click the three dots (…) next to it, and select ‘Archive team’.
- Optionally, you can tick the checkbox to make the SharePoint site read-only.
By archiving, all conversations and files within the team are preserved and can be accessed by team members, but they can’t edit them or start new conversations.
Deleting a Team
When a team is no longer necessary, and its content does not need to be retained, you can delete it. Deleting a team removes all its channels, conversations, files, and any associated SharePoint site and OneNote content.
How to Delete a Team:
- Again, go to the Microsoft Teams admin center.
- In ‘Teams’, navigate to ‘Manage teams’.
- Select the team you want to delete, click the three dots (…) next to it, and choose ‘Delete the team’.
- Confirm the deletion when prompted.
Deleting a team is a permanent action and should only be done when you are sure that the data is no longer required. Consider exporting any important information or documents before deleting a team.
Unarchiving a Team
If an archived team becomes relevant again, you can bring it back to its former active state, where users can continue to chat, meet, and collaborate.
How to Unarchive a Team:
- Access the Microsoft Teams admin center.
- Go to ‘Teams’ and then ‘Manage teams’.
- Click on ‘Archived’ to filter and display all archived teams.
- Select the team you wish to unarchive, click the three dots (…) and pick ‘Unarchive team’.
Unarchiving a team restores it to its fully functional state, ready for team members to begin working within it immediately.
Comparison Table
To give a quick overview, consider the following table summarizing the differences between archiving, deleting, and unarchiving a team:
| Action | Result | Member Access | Data Preservation |
|---|---|---|---|
| Archive | Team is read-only | View (no edit or start new threads) | Yes |
| Delete | Team and content are permanently removed | No access | No |
| Unarchive | Archived team is restored to active status | Full access (edit, start threads) | Yes |
Examples
Imagine you are managing several project teams. Project A has just been completed, and no further collaboration is expected in the near future; however, historical data needs to be retained. Archiving the team for Project A is the most suitable option.
Alternatively, if Project B was canceled, and there’s no need to keep its records, you could opt to delete the Project B team after ensuring any necessary content is backed up elsewhere.
Later, if Project A is revisited, the team can be unarchived, allowing members to pick up where they left off without losing any previous discussions or files.
In conclusion, the ability to archive, delete, or unarchive teams allows for robust management of the digital workspace within Microsoft Teams, ensuring that teams remain organized and adhere to organizational guidelines. As with any administrative action, it’s essential to consider the implications of each option and communicate with team members accordingly.
Practice Test with Explanation
T/F: You can archive teams in Microsoft Teams to make them read-only.
True
When you archive a team in Microsoft Teams, it becomes read-only to team members, preserving the team’s data and maintaining its structure while it’s not in active use.
T/F: When a team is deleted in Microsoft Teams, all data associated with the team is immediately and permanently deleted.
False
When a team is deleted, the data is retained for a specific period during which it can be restored before it’s permanently deleted, according to the retention policies set by the organization.
When you archive a team in Microsoft Teams, which of the following happens to the team’s SharePoint site?
- A) It is also archived and set to read-only.
- B) It is deleted.
- C) There is no change to the SharePoint site.
- D) A new SharePoint site is created as a backup.
A
When a team is archived, its associated SharePoint site is also set to a read-only state, preserving the data in its status at the time of archiving.
Which of these actions can be performed on multiple teams at once in Microsoft Teams admin center?
- A) Archive only
- B) Archive and Delete only
- C) Archive, Delete, and Edit
- D) Archive, Delete, and Restore
D
In the Microsoft Teams admin center, you have the capability to manage multiple teams at once, and this includes archiving, deleting, and restoring teams.
T/F: Teams that are archived will still appear in the teams list for all members and owners.
True
Archived teams remain visible in the list of teams but will be marked as ‘Archived,’ and members will have limited functionality, reflecting the team’s read-only state.
How can you unarchive a team in Microsoft Teams?
- A) By contacting Microsoft support
- B) Via PowerShell
- C) Through the Teams client application
- D) Using the Teams admin center
D
Teams can be unarchived using the Microsoft Teams admin center, where admins can restore the team’s active status.
T/F: Only team owners can archive or unarchive a team in Microsoft Teams.
False
Typically, global or Teams service admins have the ability to archive or unarchive teams, not just the team owners.
T/F: A team must be archived before it can be deleted.
False
There is no requirement for a team to be archived before deletion; it can be deleted directly, but with awareness that this action is more drastic due to potential data loss.
Which of the following permissions are required to delete a team in Microsoft Teams?
- A) Team member permissions
- B) Team owner permissions
- C) Microsoft Teams Service Admin permissions
- D) Global Administrator permissions
D
A Microsoft Teams Global Administrator or a Teams Service Admin has the necessary permissions to delete teams.
After deleting a team, for how long is it retained before being permanently deleted from the Microsoft system?
- A) 30 days
- B) 15 days
- C) 90 days
- D) Dependent on the organization’s retention policy
D
The period for which a deleted team’s data is retained before permanent deletion is subject to the organization’s retention policy and can vary.
T/F: Archived teams can still receive new posts and messages.
False
Once a team is archived, it is set to read-only status, and new posts or messages can’t be added to the team.
Which PowerShell cmdlet can be used to archive a team in Microsoft Teams?
- A) Set-TeamArchivedState
- B) Archive-Team
- C) Set-Team
- D) New-ArchiveTeam
B
The ‘Archive-Team’ cmdlet in PowerShell can be used to archive a team in Microsoft Teams, which sets the team’s status to ‘Archived’.
Interview Questions
What is the difference between archiving and deleting a team in Microsoft Teams?
Archiving a team means the team is no longer active but can still be accessed for reference or to restore, while deleting a team permanently removes it and its content.
Can a team be restored after it has been deleted?
No, a team cannot be restored after it has been deleted. Deleting a team is permanent, and all its content will be permanently deleted as well.
How can a team owner or admin archive a team in Microsoft Teams?
To archive a team, the owner or admin can click on the ellipsis (…) next to the team name, select “Manage team,” and then select “Archive team” under the “Settings” tab.
How can a team owner or admin delete a team in Microsoft Teams?
To delete a team, the owner or admin can click on the ellipsis (…) next to the team name, select “Manage team,” and then select “Delete team” under the “Settings” tab.
What happens to a team’s content when it is archived in Microsoft Teams?
When a team is archived, all its content, including chats, files, and tabs, will be read-only, and members will no longer be able to make any changes to the content.
Can archived teams be accessed by team members?
Yes, archived teams can still be accessed by team members, but they will only be able to view the content and cannot make any changes.
Can a team be unarchived after it has been archived?
Yes, a team can be unarchived after it has been archived, and it will be restored with all its content, including chats, files, and tabs.
How can a team owner or admin unarchive a team in Microsoft Teams?
To unarchive a team, the owner or admin can click on the ellipsis (…) next to the team name, select “Manage team,” and then select “Unarchive team” under the “Settings” tab.
Can a team be archived automatically in Microsoft Teams?
Yes, an admin can set up a retention policy in the Microsoft 365 compliance center to automatically archive teams after a certain period of time.
What happens to a team’s channels when it is archived in Microsoft Teams?
When a team is archived, all its channels will be read-only, and members will no longer be able to make any changes to the channels or create new channels.
Can a deleted team be recovered in Microsoft Teams?
No, a deleted team cannot be recovered in Microsoft Teams. Once a team is deleted, it and all its content are permanently removed.
How can a team owner or admin view archived teams in Microsoft Teams?
Archived teams can be viewed by clicking on the “Teams” tab and then selecting “Hidden teams” at the bottom of the page.
Can a team be deleted automatically in Microsoft Teams?
Yes, an admin can set up a retention policy in the Microsoft 365 compliance center to automatically delete teams after a certain period of time.
Can an archived team be deleted in Microsoft Teams?
No, an archived team cannot be deleted in Microsoft Teams. The team must first be unarchived before it can be deleted.
What is the maximum retention period for a team in Microsoft Teams?
The maximum retention period for a team in Microsoft Teams is 99 years.
When should I consider archiving a team versus just deleting it?
What happens to the files and data when you archive a team?
I accidentally archived a team, how do I unarchive it?
Is there a way to automate the archiving of teams that haven’t been active for a while?
Thanks, this blog post clarified a lot of my doubts.
What permissions are needed to archive or delete a team?
Does archiving a team affect the associated SharePoint site?
Appreciate the detailed information provided in this blog.