This guide outlines key recommendations, restrictions, and limitations for using Microsoft Teams, SharePoint, and OneDrive effectively.
Microsoft Teams
- Create one team per department for easier management.
- Each team should have at least two owners.
- Maximum limits:
- 1,000 total standard/shared channels per team (including deleted)
- 30 total private channels per team (including deleted); use these for restricted access
Folder and File Management
To keep files organized and avoid system issues:
- Use short, descriptive names for files and folders.
- Avoid special characters and long names.
- Limit folder nesting to three levels.
- Do not set custom permissions on individual files or folders—use Shared or Private channels instead.
- Only sync files when offline access is needed:
- Limit synced items to 300,000.
- Sync only necessary files for speed and reliability.
File Path Limit
- SharePoint and OneDrive file paths (including file names) must be 400 characters or fewer.
Example: sites/marketing/documents/Shared Documents/Promotion/Some File.xlsx
More information: Microsoft’s official documentation
External Sharing
- Allowed for users outside Bowdoin College.
- Anonymous sharing is disabled—external users must log in.
- Links expire after 180 days but can be renewed.
- External users can be added to Shared channels.
Deleted Item Retention
- Deleted items are retained for 93 days total:
- Recycle Bin: Up to 93 days
- Second-Stage Recycle Bin: Remainder of the 93 days
- After 93 days, items are permanently deleted and cannot be recovered.
Sensitivity Labels & Data Classification
Team and Group Lifecycle
- Inactive Teams/Groups and Archived Teams (no edits or chats for 180 days) will be automatically deleted unless renewed. Owners are notified 30, 15, and 1 day before deletion and can renew.
OneDrive Access After Termination
- When an employee leaves, their manager is granted access to the former employee’s OneDrive to maintain continuity.