Take control of your Microsoft Teams lifecycle management

Microsoft Teams facilitates collaboration and productivity, but monitoring all of your teams can be overwhelming—especially considering ShareGate usage data shows the number of teams in a tenant increased by an average of 50% last year.  

With ShareGate Apricot, you can improve Teams governance by getting better visibility over your tenant, reducing team sprawl, and discovering why and how end users create Teams. 

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Discover why your teams are created 

Why was this team created? Should it have guest users? Team owners should know, but IT admins don’t have time to ask each owner manually. ShareGate Apricot’s Teams chatbot gets owners to identify their team’s purpose and sensitivity level without a provisioning form or Azure AD Premium license.

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Get visibility over your Teams 

To get the visibility needed to effectively manage Microsoft Teams, IT admins have to navigate the Azure AD portal and jump between multiple Microsoft 365 admin centers. With ShareGate Apricot, you get a clear picture of how your end users are using Teams in one centralized location.

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Automate your Teams governance 

Monitoring Microsoft Teams usage is key to governance, which typically requires that IT admins run PowerShell scripts and pull reports manually, or pay extra for an Azure AD Premium license. ShareGate Apricot monitors your tenant daily and gives you all the information you need.

Automate your Teams monitoring

Automate Microsoft Teams policy management  

Improve your Microsoft Teams governance

As organizations shift to distributed work, staying on top of Microsoft Teams governance is even more important. You want your end users to use Teams—that’s what it’s there for—but you also want to make sure the app isn’t cluttered by unnecessary resources.

With ShareGate Apricot, you see how your teams are being used in one centralized place, and can customize your governance policies based on that information. ShareGate Apricot’s automation features identify ownerless and inactive teams and help you assign new owners and ask owners to make decisions about their teams. 

Ensure your Teams environment is organized to facilitate productivity and efficiency.    

Governance features in ShareGate Apricot

Stay on top of Microsoft Teams lifecycle management

Understand what’s going on in Teams in one centralized location

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Skip sifting through multiple admin centers to get visibility on your teams and Microsoft 365 groups. Connect your tenant to ShareGate Apricot and you’ll be able to see why people are creating teams, how they’re using them, and if they’re using them, all in one place.

Save time by automating Microsoft Teams monitoring

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Keeping Teams organized requires a lot of monitoring. And if you have to do that monitoring manually, it’ll also take up a lot of your time, which could probably be better used elsewhere. ShareGate Apricot monitors your tenant daily, so you don’t have to run scripts and pull reports to identify inactive and orphaned teams.

Find and clean up inactive teams—without an Azure AD Premium license

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On average, 20% of teams in a tenant are inactive. This kind of clutter can cause confusion and inefficiencies. ShareGate Apricot crawls your tenant daily and identifies unused teams and Microsoft 365 groups. Delete or archive them yourself or ask owners to take action themselves via our Teams chatbot to reduce sprawl.

Discover why your users are creating teams and how they’re using them

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Thanks to ShareGate Apricot’s Teams chatbot, you can collaborate with owners you’ve entrusted to understand their team’s business purpose and level of sensitivity—no provisioning forms required. ShareGate Apricot can help you customize your governance policies based on that information, ensuring your Teams environment remains organized and secure.

Collaborate with owners to keep Microsoft Teams organized

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Owners probably know whether their team should be deleted or if its sensitivity label make sense better than IT admins. We’ve made it easy for you to automatically communicate with owners via our Teams chatbot or email, so they can take action on their teams to help reduce sprawl and keep data secure.

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See sharegate apricot in action

The automated Teams governance tool built for IT admins

Test out ShareGate Apricot’s Microsoft Teams lifecycle management features to learn how you can: 

  • See what’s going on with all your teams from a centralized location 
  • Keep Teams organized with automated policies 
  • Find and clean up inactive teams with the help of team owners 
  • Learn why users create teams and how they use them 
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See how you can automate your Microsoft Teams governance

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Microsoft Teams lifecycle management FAQ

How can you cope with the challenges of managing a remote team? 

Microsoft Teams are digital workspaces where end users can chat, share files, and have video or voice calls to help minimize the challenges of remote collaboration. But as your Microsoft Teams environment grows, it can be difficult for IT admins to manage. The ease with which users can create new teams can lead to sprawl, but restricting end user capabilities can cause them to turn to shadow IT. The best solution is to implement a lifecycle management plan that allows you to maintain an organized tenant and allows end users to work productively.

Why is following Microsoft Teams lifecycle management best practices important?

Microsoft Teams is used to facilitate productivity and collaboration. Without a lifecycle management strategy in place to help guide end users in how they create and use teams, share data, and clean up inactive teams, your Microsoft Teams environment can quickly become disorganized. Multiple teams can be created for the same purpose, guests can mistakenly be given access to sensitive information, and obsolete teams can be left unattended indefinitely. This can lead to confusion and loss of productivity for end users as well as security concerns for your organization.  

How can you archive an inactive Microsoft team?  

If you’re a Teams service admin, you can archive inactive teams through the Teams admin center. Once in the Teams admin center, you simply select the team you’d like to archive, and then select Archive.  
Unfortunately, if you’re not a member of that team, it may be difficult for you to tell whether or not the team should be kept, archived, or deleted. The best person to ask is the team owner, but manually reaching out to the owner of every inactive team in your tenant can be a time-consuming task.  

Which permissions does ShareGate Apricot require? 

ShareGate Apricot needs access to specific resources from Microsoft to work properly. You need to provide your consent for Apricot to obtain this access. 
Security is one of our highest priorities. We comply with industry standards and we have internal policies to ensure your data is protected. Our security overview provides detailed information on these policies. 

Microsoft Teams governance resources for IT admins


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Create a dream Teams: Mastering Microsoft Teams management across the entire lifecycle