Summary
This guide outlines key recommendations, restrictions, and limitations for using Microsoft Teams, SharePoint, and OneDrive effectively.
Body
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.
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.
Document Tagging & Data Classification
Use labels to define document retention periods. Categorize data based on its sensitivity and potential impact if disclosed or altered. See Bowdoin’s Data Classification Policy.