Here are some common FAQs to help you get started with MyHub and familiarize yourself with the tool to create workspaces.
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How is making a team through MyHub different??
MyHub has been configured with a series of questions to help users navigate to the Team type that best suits their needs. To learn more about the different types of Teams, see MyHub Team Types. In most Team types, the requester will be prompted to select a secondary owner/contact. This will help avoid issues if one owner or contact leaves the university, but work in the Team needs to continue. Both contacts will be prompted when Managing MyHub Renewals.
Will our current Teams be migrated into MyHub or will we need to create new Teams?
All existing Teams and Microsoft Groups will be managed in MyHub. MyHub is only used for provisioning and governance/lifecycle matters. Management of existing Teams will be done via MyHub, but your regular use of the Microsoft products will still exist where it always has, in MS Teams, the web browser, etc., wherever you currently accomplish your collaboration.
Will we still be able to access our Teams and communicate via the Teams tab in MS Teams?
Yes, the only change to MS Teams will be that you can no longer create a Team from the MS Teams app. You can still store files, create channels, manage members, etc., from the MS Teams app or the web version of Teams. When you require Microsoft Groups without Teams integration, you will also need to use MyHub for Groups creation.
Will I still get notifications via Teams when I am receiving a message, call, or a chat or channel is updated?
Yes. MS Teams will operate in the same manner as it always has, but you will be unable to create new Teams from the MS Teams app. This will need to be done via MyHub. You will be prompted occasionally to make sure the MS products you have created in the past are still in use, and the owners and permissions are still correct. These prompts will come via email but will be completed in MyHub (myhub365.gmu.edu).
What is a workspace?
A workspace is a term used within MyHub that describes one or more components of the Office 365 system that are used for communication and collaboration. Examples of workspaces include persistent chat, online meetings, file sharing, and file storage. MyHub will assist people with determining the right workspace for their needs based on their responses to a questionnaire.
How do I access MyHub?
This service is currently deployed in the Microsoft environment for all users. You can access MyHub via the MS Teams app or the web app. For more, see Getting Started: Creating a Workspace with MyHub.
Will I be able to make an MS Team space the way I used to?
The “Create or Join a Team” button in MS Teams no longer works for creating Teams. You will need to use the MyHub application. For more details on how to make Teams, see Getting Started: Creating a Workspace with MyHub.
What am I responsible for as a workspace owner or contact?
Owners and contacts are responsible for managing membership, settings, and renewals of the workspace as described in Managing MyHub Renewals.
What is the difference between a public and private workspace?
- Private: Only owners can add team members
- Public: Anyone in Mason’s Office 365 system can join the team
How do I change a workspace from private to public
MS Teams workspaces in MyHub are created as Private. This helps ensure workspaces are created with adequate security measures. Private means only the members added will be able to join the Teams, while Public means that anyone in the organization can join via a link, code, or search in Teams, without needing approval.
Teams can be changed from Private to Public on your desktop using these instructions: To change the privacy settings for your team from public to private (or vice versa), go to the team name and select More options … > Edit team toward the bottom of the menu. Under Privacy, select either Public or Private.
Teams can be changed from Private to Public on your desktop using these instructions: To change the privacy settings for your team from public to private (or vice versa), go to the team name and select More options … > Edit team toward the bottom of the menu. Under Privacy, select either Public or Private.
What is an MS Group, and when is it useful?
A Microsoft Group is intended for work that requires file storage and access to MS applications but does not need persistent chat and collaboration tools that a Team space provides. Groups are best suited for individual users who need a workspace for themselves or multiple users who need to collaborate on documents but do not need persistent chat.
What if my workspace will contain Highly Sensitive Data?
If your workspace will be used to work with or store sensitive or restricted data, submit a request to the IT Security Office or call ITSO at 703-993-2906 prior to creating your workspace.
What is the MyHub renewal process?
Every workspace will be prompted for renewal according to the MyHub Renewal Policies applied. The renewal policy helps manage and remove spaces that are no longer needed. The period of time for renewal is dependent on the type of space that was created. Workspace contacts (typically 1 or 2 owners) will receive a renewal notice stating that they have a certain number of days to renew the space. If the owner accepts the renewal, then the renewal period will start over. If the renewal is rejected, or if there is no action taken, then the space will be archived and eventually deleted.
How do I manage the MyHub settings?
Every workspace has specific settings that are predetermined based on the template selected through the MyHub creation process. For more on editing Team settings, visit https://support.microsoft.com/en-us/office/manage-team-settings-and-permissions-in-teams-ce053b04-1b8e-4796-baa8-90dc427b3acc.
Why are certain questions/options grayed out?
If you encounter options that are grayed out, it is because you are not able to alter the selection in that field at this time.
Why don't I see all my workspaces in MyHub?
MyHub should display all workspaces for which you are contact or owner.
What is Metadata?
If necessary, MyHub will request some affiliation information specific to the workspace. In most cases, this includes College/School/Administrative Department and Local Department. For course-related workspaces, the course name, section, and year will be required.
Why is MyHub Governance shown as a contact of my Microsoft Group or Team?
The MyHub Governance tool requires that all workspaces have a minimum of two contacts (typically chosen from the primary and secondary owners during creation). Individual User Groups, where a second owner is not suitable, MyHub Governance is listed as a Secondary Contact. The contact "MyHub Governance" does not have access to your data. MyHub Governance is a unmonitored service account. You may contact ITS to replace this service account with an active individual from the university, or you may accomplish this during workspace renewal.
Additionally, during the archival process of teams, owners are demoted to members in the Microsoft Team and MyHub Governance is added as an owner. If you are restoring a workspace, you should replace MyHub Governance with another person from the university as described in Restoring MyHub Workspaces. For Microsoft Groups, you may choose to replace the secondary contact (MyHub Governance) with a second active individual from the university.
How do I archive or restore workspaces such as Teams or Groups?
Please see the article Archiving MyHub Workspaces or Restoring MyHub Workspaces as appropriate.
What happens to archived workspaces?
Please see the section "What happens to archived workspaces?" at Archiving MyHub Workspaces.
What is a contact in MyHub?
During creation of workspaces, MyHub assigns the required owner(s) as contact(s). Contacts are responsible for Managing MyHub Renewals. Contacts are not required to be current owners or members of the workspace but consider making contacts trusted users of the workspace. During creation of workspaces, MyHub will make the primary (and secondary owner when required) as primary and secondary contacts. Contacts that are neither owners nor members do not have access to the workspace data. During renewal, contacts can add themselves as member or owner, and begin accessing the workspace data.
What if I have other questions about MyHub or Microsoft workspaces?
Please contact the ITS Support Center.
Last modified: May 16, 2023