We have been using Workgroups or network folders (G and H Drives) for close to 15 years. Microsoft team sites or Teams, provide a modern workspace for your team that includes shared files, calendar, communication, and planning tools, all in one place.


First, what is a "Team"?

A Team is a Blue Ridge CC department, division, committee, project group, or process group. Formerly, Teams were known as email groups or permission groups.


Examples:

  • Advanced Technologies Email Group
  • Advanced Technologies Workgroup - permission to the Advanced Technologies H drive folder
  • Bee Campus Workgroup
  • Data Governance Team Email
  • EAGLE Workgroup - permission on H Drive folder
  • Software Renewals - BO Workgroup - permission on H Drive folder
  • Supervisors of Non-Exempt Employees (email group)


From File Shares to M365 Team Sites


Old Way: Mapped Network Drive (plus Google Drive)

Think of it like a file cabinet in a hallway.

  • Everyone had to request access to the file folder
  • You could drop off or open files
  • Only one person could edit the file at a time
  • Could only be accessed on campus or by using vpn
  • If an employee needed to share something outside the workgroup, they had to use Google Drive


New Way: Microsoft 365 Team Workspace

It’s a digital team room.

  • Files are still there, organized and shared
  • But so is your calendar, chat, task planner, and email group
  • Everyone on the team can access the same virtual space from anywhere
  • You don’t just store files, you work there together
  • Multiple people can work on the file at the same time
  • Team members can share outside the team if it is an _External team.


Old Mapped Network Drive

New Modern Team Workspace
🗄️ Drive Letter (H:) Folder 🏢 Microsoft Team Site
📁 File folders only 📁 Files, 📆 Calendar, 💬 Chat, ✅ Tasks, plus many other options
🔄 Bouncing between separate tools (email, calendar, files) 📦 All-in-one workspace with connected apps
🧍 Isolated editing (file locked when being edited) 👥 Real-time collaboration
💾 On-prem storage that can only be accessed on campus or through vpn ☁️ Cloud-based, anywhere access
🔒IT managed security tools 🔒IT managed security tools PLUS 🛡️Microsoft enhanced security


How do I know if a team site needed and what do I pick for the type of team?

Read ABOUT: Site Types & What the Locks Mean to guide your request