When collaborating at the University, you have access to a variety of tools within Microsoft 365. It's easy to get confused by the different terms, so this guide will help clarify the purpose of Distribution Lists, Teams, and SharePoint. Each tool is designed for a specific type of collaboration. 

Note: teamsadministrator is the default administrator for Teams and Sharepoint which is a service account only used by ITS. 

Summary of Differences 

For more information, please consult the official Microsoft Support documentation: 

• Introduction to Microsoft Teams 

• Introduction to SharePoint 

• Create a Distribution Group in Outlook 

What is a Microsoft Distribution Lists? 

A Distribution List (or Distribution Group) is an email-only contact group. It's the simplest way to send a single email to a predefined set of people without having to manually add each person to the "To" line. It should be used for one-way email communication and is not designed for sharing documents. 

How to Access and Manage a Microsoft Distribution List? 

• Access: In Outlook, start a new email and search for the list's name in the "To" field. 

• Management: You can create and manage personal Distribution Lists directly within Outlook. For institutional lists, an IT administrator must make changes. 

How to access and create your Microsoft Distribution Lists/Groups?  

1. Go to Exchange Admin Center.  

2. From there, you will see a tab for Groups I Belong To and Groups I Own.  

3. As mentioned above, you can manage the groups you own from this site.  

4. For Groups I Belong To, you can select Join and search for Distribution Lists/Groups to join, or you can choose to remove yourself from most Distribution Lists where you are a member.  

NOTE: Some distribution lists are managed by ITS and populated by campus constituencies. For this reason, you will not be able to leave those lists.  

To Create a Distribution Group: 

1. Go to Exchange Admin Center.  

2. In the left pane, scroll to Groups and click New Group. 

3. Fill in: 

• Group name 

• Description 

• Privacy settings (Public or Private) 

• Email address 

4. Click Create. 

5. Add Members as needed. 

What is SharePoint? 

SharePoint is a powerful platform primarily used for document management, file storage, and creating internal websites. It's the backend file storage for many Microsoft 365 tools, including Teams. SharePoint is ideal for creating an organized file repository, a knowledge base, or an internal intranet site for a department or team. 

How to access and manage SharePoint? 

• Access: Log in to your university Microsoft 365 account and select SharePoint from the app launcher. 

• Management: ITS handles creation of SharePoint sites. To request the creation, please submit a ticket by emailing help@fredonia.edu and give the justification for the site. 

What are Microsoft Teams? 

Microsoft Teams is a chat-based collaboration hub. It brings together conversations, meetings, files, and applications into one integrated platform. Teams is built on top of Microsoft 365 Groups and is the primary application for real-time collaboration. 

How to access and manage a Microsoft Team? 

• Access: Use the Teams desktop app, web browser (teams.microsoft.com), or mobile app. 

• Management: Faculty, Staff, and Affiliates will be able to create their own Team. Students will need to complete a Teams request by emailing help@fredonia.edu. 

 Microsoft Team (Faculty, Staff, Affiliates) 

To ensure consistency, clarity, and ease of management across the Microsoft 365 environment, the following naming conventions will be applied to all Teams and SharePoint sites created within the campus ecosystem: 

Naming Prefixes by Entity Type 

Governance Notes 

• Team Creation Permissions: Faculty, staff, and approved affiliates are not permitted to create Teams. Users need to submit a Microsoft Teams Request Form to request ITS to create a Team. 

• Retention Policy: Teams that remain inactive for 365 days will be automatically archived to maintain system hygiene and reduce clutter. 

• Student Access: Students will not be permitted to independently create Teams or SharePoint sites. Collaboration will occur within institutionally provisioned spaces. 

 Step-by-Step Instructions 

1. Open Microsoft Teams 

• Launch the Teams app or go to teams.microsoft.com 

2. Click “Join or Create a Team” 

• Located at the bottom of the Teams sidebar 

3. Choose Team Type 

• Select Private (recommended for most use cases) or Public (visible to all campus users) 

4. Name Your Team Using Approved Naming Convention 

1. Examples:  

• DIV-AcademicAffairs 

• DEPT-Biology 

• CMTE-StrategicPlanning 

• FSA-StudentLife 

5. Add Members 

• Search by name or email to add faculty, staff, students (if applicable), or external guests 

6. Set Up Channels 

• Create channels for specific topics, projects, or subgroups within your team 

 Best Practices for Team Creation 

• Use official naming conventions to ensure clarity and consistency across campus 

• Limit team ownership to 2–3 responsible individuals for oversight 

• Avoid duplicate teams by checking with ITS before creating a new one 

• Use private channels for sensitive discussions or restricted content 

• Store files in the default SharePoint site linked to your Team for secure access 

• Review activity regularly—Teams inactive for 365 days will be auto-archived per campus policy 

How to Schedule a Meeting in Microsoft Teams 

Option 2: Schedule from a Team Channel 

1. Go to the Team and Channel where you want the meeting to appear 

2. Click the “Meet” button (camera icon) at the top right 

3. Select “Schedule a meeting” from the dropdown 

4. Fill in the meeting details and click “Send” 

This method posts the meeting directly in the channel, so all members can see and join it. 

Best Practices 

• Use clear titles so attendees know the purpose of the meeting 

• Add a channel to make the meeting visible to your whole team 

• Attach files or agendas in the meeting invite for prep 

• Record the meeting if needed for later reference 

• Use recurring meetings for weekly check-ins or standing committees 

Sharing files in Microsoft Teams is simple and flexible—whether you're working in a chat, a channel, or during a meeting. Here's a step-by-step guide to help you do it smoothly:  

How to Share Files in Microsoft Teams 

1. Share in a Chat 

Perfect for one-on-one or group conversations. 

• Open the Chat tab 

• Select the conversation 

• Click the paperclip icon (📎) below the message box 

• Choose a file from your device, OneDrive, or Teams 

• Add an optional message and click Send 

Tip: You can also drag and drop files directly into the chat window. 

2. Share in a Team Channel 

Ideal for department-wide or project-based collaboration. 

• Go to the Team and select the Channel 

• Click the Files tab at the top 

• Click Upload to add a file from your device 

• Or click New to create a Word, Excel, or PowerPoint file directly in Teams 

You can pin important files to the top of the Files tab for easy access. 

3. Share During a Meeting 

Useful for real-time collaboration. 

• While in a Teams meeting, click the Chat icon 

• Use the paperclip icon to attach a file 

• Everyone in the meeting will see it in the meeting chat 

Best Practices 

• Use OneDrive or SharePoint links for large files or version control 

• Set permissions carefully when sharing with external users 

• Avoid duplicate uploads—use shared folders in the Files tab 

• Name files clearly to make them easy to find later 

Organizing files in Microsoft Teams is essential for keeping your team productive and your workspace clutter-free. Since Teams uses SharePoint behind the scenes for file storage, you get powerful tools for structure, search, and collaboration. Here's a smart, step-by-step guide to help you organize files effectively: 

How to Organize Files in Microsoft Teams 

1. Use Channels to Segment Work 

Each channel in a Team has its own Files tab, which acts like a folder. Use channels to separate: 

• Projects 

• Departments 

• Topics (e.g., “Budget Planning” or “Student Outreach”) 

Tip: Avoid creating too many channels—stick to meaningful categories. 

2. Create Folders Within the Files Tab 

Inside each channel’s Files tab, create folders to organize documents further: 

• By date (e.g., “2025 Reports”) 

• By document type (e.g., “Meeting Minutes,” “Forms”) 

• By team member or subproject 

Keep folder names short, clear, and consistent. 

3. Use Metadata and Columns (Advanced) 

Instead of relying solely on folders, you can use columns (metadata) to tag files with: 

• Author 

• Status (Draft, Final) 

• Department 

• Due Date 

This allows you to filter, group, and sort files—just like in SharePoint. 

This method is especially useful for large teams or document-heavy workflows. 

4. Pin Important Files 

In the Files tab, hover over a file and select “Pin to top” to keep key documents visible. 

5. Use Version History 

Right-click a file and select “Version History” to track changes, restore older versions, or audit edits. 

6. Share Links Instead of Uploading Duplicates 

Avoid clutter by sharing links to existing files rather than uploading multiple copies. Use: 

• “Copy Link” in the Files tab 

• OneDrive links for cross-Team sharing 

Best Practices 

• Name files clearly (e.g., “2025_StudentSurvey_Final.docx”) 

• Avoid duplicate uploads—check before adding 

• Use consistent folder structures across Teams 

• Archive old files into a designated folder or SharePoint archive 

• Set permissions carefully for sensitive documents 

  How to request a Team?

For groups not included in the initial rollout, a Teams Creation Form is available to request additional Teams as needed.