Here are some common FAQs to help you get started with MyHub and familiarize yourself with the tool to create workspaces.
MyHub Basics
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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.
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.
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 a Microsoft Team, which offers persistent chat, online meetings, file sharing, and file storage. MyHub will assist people with determining the proper workspace for their needs based on their responses to a questionnaire.
Can I make an MS Teams 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. Upon creation of workspaces in MyHub, the owners and contacts are made (or suggested) to be the same people.
What is the difference between a Contact and an Owner?
- Owner is a membership role built into Microsoft products that allows them (with greater privileges than a “member”) to manage settings natively. For example, owners can add and remove members and owners and change permissions inside the MS Teams app. Owners and members typically have direct access to the data within the Microsoft workspace. Teams and Groups are limited to 100 owners per workspace. Multiple owners increase continuity and help ensure owners are replaced if, for whatever reason, they no longer manage a particular workspace.
- Contact is a role built into MyHub. Typically, all workspaces require two MyHub contacts. Over time, the membership (and owners) of the Microsoft workspace may change, but the contact listed in MyHub is not automatically updated. Contacts are responsible for the renewal of the workspace, including a) verifying the accuracy of the listed MyHub contacts, b) managing current membership and owners, and c) filing permissions as described in Managing MyHub Renewals. Contacts are not required to be members or owners. If a contact is neither an owner nor a member, they have no immediate/direct access to the data. Contacts manage the renewals of the workspace in MyHub, while the owners and members manage the workspace natively in the workspace. During renewals, contacts can change the membership, meaning they can add themselves to a Team for which they were previously not a member and thus gain direct access to the data. Contacts are limited to two per workspace. If the MyHub contacts are not members or owners, they should be a trusted individual of the course/office/department/etc.
Why don't I see all my workspaces in MyHub?
MyHub should display all workspaces for which you are contact or owner.
Workspace Creation
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How does an MS Team Chat differ from an MS Teams Team Workspace?
In some cases, Chats may provide an alternative to creating Teams. Chats share many of the same collaboration features found within teams:
- Audio/video calls
- Meetings
- Scheduling & invitations
- Recording of calls with 3+ people
- Screen sharing
- File sharing
- Files shared within Chats (vs. Teams) are stored in the OneDrive space of the person who shared the file unless those files originated from elsewhere in OneDrive.
- Files are shared with direct access edit rights to those in the group chat at the time.
- Any member of the group chat may leave or add/remove others from the group chat.
- Ability to name a group chat so you can link it to a specific topic or purpose for easy access; you can even have multiple group chats with the same people.
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 contains 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 before creating your workspace.
What am I responsible for as a workspace owner or contact?
- Owner is a membership role built into Microsoft products that allows them (with greater privileges than a “member”) to manage settings natively. Owners are responsible for managing the day-to-day activities in the workspaces. For example, owners can add and remove members and owners and change permissions within the workspace. ITS suggests a minimum of two owners per workspace because multiple owners increase continuity and help ensure owners are replaced if, for whatever reason, they no longer manage a particular workspace. Microsoft Teams and Groups are limited to 100 owners per workspace.
- Contact is a role built into MyHub. Contacts are responsible for the renewal of the workspace, including a) verifying the accuracy of the listed MyHub contacts, b) managing current membership and owners, and c) file permissions as described in Managing MyHub Renewals. Typically, all workspaces require two MyHub contacts. Over time, the membership (and owners) of the Microsoft workspace may change, but the contact listed in MyHub is not automatically updated. Contacts are limited to two per workspace. If the MyHub contacts are not members or owners, they should be a trusted individual of the course/office/department/etc.
Why are certain questions/options grayed out?
If you encounter options that are grayed out, you are not able to alter the selection in that field, and it is listed as read-only for informational purposes. If there is a read-only setting you would like to change, please contact the ITS Support Center.
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.
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 Metadata?
If necessary, MyHub will request some affiliation information specific to the workspace. In most cases, this includes the College/School/Administrative Department and Local Department. For course-related workspaces, the course name, section, and year will be required.
MyHub Renewals
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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 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 no action is taken, the space will be archived and eventually deleted.
What is a contact in MyHub?
Contact is a role built into MyHub. Contacts are responsible for the renewal of the workspace, including a) verifying the accuracy of the listed MyHub contacts, b) managing current membership and owners, and c) file permissions as described in Managing MyHub Renewals. Typically, all workspaces require two MyHub contacts. Over time, the membership (and owners) of the Microsoft workspace may change, but the contact listed in MyHub is not automatically updated. Contacts are limited to two per workspace. If the MyHub contacts are not members or owners, they should be a trusted individual of the course/office/department/etc.
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 an 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.
For More MyHub Information
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What if I have other questions about MyHub or Microsoft workspaces?
Please contact the ITS Support Center.
Last modified: March 20, 2024