Teams Real Simple with Pictures: Using Tags for Targeted Communications

This blog is part of a series on Teams. For more articles, check back often.

Written: 15/03/2020 | Updated: N/A

Imagine a scenario where someone in a Team wants to specifically start a conversation with just three or four people – a sub group – within the Team. Think of a project manager who wants to reach out to provisioners. A teacher who wants to reach out to learning assistants. A head coach who wants to reach out to assitant coaches. A CEO who wants to reach out to sales. This individual targets specific team members – but doesn’t want to mention and disturb the whole team, the whole channel and doesn’t want to go through the laborius process of mentioning each individual team member. This is now possible with Tags. Tags let users communicate with a subset of team members without disturbing the whole in a targeted manner. Both owners and members (if enabled) can add one or multiple tags to a team member. The tags can then be used in @mentions by anyone on the team in a channel post or to start a conversation with only those people who are assigned that tag.

WHY WOULD WE DO IT?

  • Targeted communications to specific Team members
  • Time saving

PREREQUISITES

Users need Teams licences – usually via Office/Microsoft 365 licences. Teams Admin permissions are needed to set up Tag settings in the Teams Admin Centre. Permissions in the Teams admin centre govern who can create Tags (I.e. Owners or Owners and Members)

HOW – SETTING TAG PERMISSIONS/SETTINGS IN THE TEAMS ADMIN CENTRE

1.) To set Tags permissions and settings, log into https://login.microsoftonline.com as the Teams/Global admin

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2.) Select Admin

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3.) In the left navigation select Show More, then Teams under Admin Centres

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4.) Select Org Wide Settings then Teams Settings

Set the permissions and settings under the heading Tagging

Tagging is enabled for: Set to Owners, Owners and Members or Disabled
Team owner can override who can apply tags: On or Off
Members can add additional tags: On or Off
Suggested default tags: Use this to add a set of default tags. You can add up to 25 tags, and each tag can contain a maximum of 25 characters. Team owners and members (if the feature is enabled for them) can use these suggestions, add to them, or create a new set of tags.

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There are really three workable options for the administrator with these options

1.) Devolve the creation to Owners and Members by allowing Owners to override who can apply tags and that members can add additional tags (more popular)
2.) Centralise the tag process by turning the Owner override off, that members can add additional tags off, limit the creation to owners and seed default tags (less popular)
3.) Turn tags off by disabling them (least popular)

Once done, select Save

HOW – SETTING TAG PERMISSIONS IN TEAMS

If the administrator has turned the setting Team owner can override who can apply tags on in the Microsoft Teams admin center, team owners can set whether members can add tags at the team level

1.) In Teams, select the Ellipsis (…) next to the Team Name, then select Manage Team

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2.) Select Settings

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3.) Select Tags and then who can add tags. By default this is set to Owners Only

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HOW – ADDING AND USING TAGS

1.) In Teams, select the Ellipsis (…) next to the Team Name, then select Manage Tags

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2.) If this is the first tag, select Create Tag

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3.) Add the tag (here called Inside Sales) and the members who will have that tag added to them. Select Create

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4.) The tag is created, More tags can be added by selecting Create Tag. Once completed select X

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5.) Start using the tags in channels

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6.) Or start private chats with the tag which adds all users with that tag assigned

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HOW – MODIFYING AND REMOVING TAGS

1.) To modify the tag, select the Ellipsis (…) next to the Team Name, then select Manage Tags

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2.) Select the Tag which needs modification

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3.) Here the name of the tag can be modified, or more members added or removed

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4.) To remove the tag itself, remove all members by selecting the Ellipsis (…) next to their names and then selecting remove. The tag will disapear after the last member has been removed and the button is pressed

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HOW – REVIEWING AND ASSIGNING  TAGS

1.) In Teams, select the Ellipsis (…) next to the Team Name, then select Manage Team. Owners and Members will be able to see the tags of other owners and members

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2.) Existing tags can also be assigned to owners or members by hovering over the owner or member, selecting the tag from the list and then apply

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3.) Tags can also easily be created if they do not exist by typing in the new tag name and selecting Create “[Tag]” tag

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4.) Removal of the tag from the user via Manage Users is by hovering over the tag, select the members hyperlink which goes through to the Manage Tag screen, select the Elipsis (…) next to the members name and Remove

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TAGS FAQ

Q. How many members can a tag have?

A. At the last time of testing  it was 100

Q. Can Tags be added to guest users?

A. Yes

Q. Can tags added in one team be used in another?

A. No, tags are Team specific

Q. Is there a limit of Tags in a Team?

A. Unknown currently. Tested up to 30 without hitting any limit which should be sufficient for most teams

 

 

 

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