Microsoft MS-700 Managing Teams Exam Dumps and Practice Test Questions Set 13 Q 181-195
Visit here for our full Microsoft MS-700 exam dumps and practice test questions.
Question 181:
Your organization has 5,000 users across multiple departments. You need to implement a Teams meeting policy that prevents external participants from recording meetings for the Sales department only, while allowing recording for all other departments. What should you do?
A) Create a custom meeting policy with recording disabled and assign it to Sales department users
B) Modify the Global meeting policy to disable recording for external participants
C) Create a meeting policy with «Allow cloud recording» set to Off and assign to Sales users
D) Use sensitivity labels to prevent recording in Sales meetings
Answer: A
Explanation:
Microsoft Teams meeting policies provide granular control over meeting features and capabilities for different user groups within an organization. Meeting policies can be customized and assigned to specific users, groups, or departments to meet varying security and compliance requirements. For scenarios where you need to apply different recording restrictions to specific departments while maintaining standard settings for others, creating a custom meeting policy targeted at the affected users is the most effective approach. This allows the Sales department to have restricted recording capabilities while other departments continue using the default or other appropriate policies.
To implement this solution, you navigate to the Microsoft Teams admin center, select Meetings from the left navigation, then Meeting policies. You create a new custom meeting policy specifically for the Sales department, giving it a descriptive name like «Sales-NoExternalRecording.» Within this policy, you configure the recording settings to control external participant recording capabilities. The key setting is «Allow cloud recording» which you would set to Off to prevent any recording in meetings organized by Sales users. Additionally, you can configure related settings like «Participants can give or request control» and «Allow transcription» based on security requirements. After creating the policy, you assign it to Sales department users either individually or by using group policy assignment if you have Azure AD groups representing departments.
Meeting policies in Teams follow a hierarchy where user-specific policies take precedence over group policies, which take precedence over the Global (Org-wide default) policy. When you assign the custom Sales meeting policy to Sales department users, those users become meeting organizers whose meetings are governed by that policy’s settings. External participants joining Sales meetings will be subject to the restrictions defined in the organizer’s policy, preventing them from recording even if their own organization allows recording. This approach provides the flexibility to implement department-specific controls without affecting the broader organization. It’s important to note that meeting recording capabilities depend on who organizes the meeting—the organizer’s policy determines what features are available in that specific meeting. You can use PowerShell cmdlets like Grant-CsTeamsMeetingPolicy to automate policy assignment for large numbers of users or integrate with existing user provisioning processes.
A) is the correct answer because creating a custom meeting policy with recording restrictions and assigning it specifically to Sales department users provides targeted control without affecting other departments. B) is incorrect because modifying the Global meeting policy would apply recording restrictions to all users across the organization, not just the Sales department. C) is incorrect because while this describes the technical steps, it doesn’t specify that external participants are the target—setting «Allow cloud recording» to Off prevents all recording, not just external participant recording; the policy assignment approach is correct but the setting description is incomplete. D) is incorrect because sensitivity labels can restrict meeting features including recording, but they must be manually applied to meetings and don’t automatically apply to all Sales department meetings by default; policies provide more consistent enforcement.
Question 182:
You manage Microsoft Teams for a healthcare organization that must comply with HIPAA regulations. You need to ensure that all Teams messages, files, and meeting recordings containing patient information are retained for 7 years and can be searched for compliance investigations. What should you implement?
A) Configure Microsoft 365 retention policies for Teams channels and chats with 7-year retention
B) Enable litigation hold on all user mailboxes
C) Configure Teams meeting recording storage in SharePoint with 7-year retention
D) Create a Data Loss Prevention policy to retain sensitive healthcare data
Answer: A
Explanation:
Microsoft 365 retention policies provide comprehensive data governance capabilities for Teams content, enabling organizations to meet regulatory compliance requirements by retaining or deleting content according to specific timeframes. Retention policies can be applied to Teams channel messages, chat messages, and associated files, ensuring that all communications containing sensitive information are preserved for the required duration. For healthcare organizations subject to HIPAA regulations requiring 7-year retention of patient-related communications, configuring retention policies specifically for Teams locations ensures compliance while maintaining searchability through eDiscovery tools for compliance investigations and legal holds.
To implement retention policies for Teams, you navigate to the Microsoft Purview compliance portal (formerly Compliance Center), select Data lifecycle management or Records management, and create a new retention policy. You specify the policy name and choose the locations to apply the policy, which should include Teams channel messages and Teams chats and Copilot interactions for comprehensive coverage. In the retention settings, you configure the policy to retain content for 7 years from when it was created or last modified, and decide whether to delete the content after the retention period or keep it indefinitely. You can create adaptive policies that use sensitive information types to automatically identify and retain only communications containing patient information, or apply the policy broadly to all Teams content for the healthcare organization.
Retention policies in Teams work by preserving messages and files in a hidden preservation library even if users delete them from the visible Teams interface. This ensures that deleted content remains available for compliance searches and legal holds throughout the retention period. The retained content can be searched using Microsoft Purview eDiscovery tools, which support advanced queries including keywords, date ranges, participants, and sensitive information types. When compliance officers or legal teams need to investigate specific communications, they can create eDiscovery cases, place content on hold to prevent deletion, and export relevant messages and files. Meeting recordings stored in OneDrive or SharePoint are also covered by retention policies applied to those locations, ensuring comprehensive retention of all Teams-generated content. The retention architecture ensures that even if a user leaves the organization or their license is removed, the retained content remains accessible through compliance tools. Organizations should also implement communication compliance policies to monitor for policy violations and configure sensitivity labels to classify and protect patient information in Teams conversations.
A) is the correct answer because Microsoft 365 retention policies applied to Teams channels and chats provide comprehensive 7-year retention of all Teams content with eDiscovery searchability for compliance investigations. B) is incorrect because litigation hold applies to mailbox content including email, but Teams chat messages are not stored in user mailboxes in a format that litigation hold fully covers; Teams-specific retention policies are required for complete Teams content retention. C) is incorrect because while meeting recordings do need retention policies, this option only addresses recordings stored in SharePoint and doesn’t cover Teams messages and chats which constitute the majority of communications containing patient information. D) is incorrect because Data Loss Prevention policies detect and prevent sharing of sensitive information but don’t provide retention capabilities; DLP policies are complementary to retention policies but don’t replace them for compliance retention requirements.
Question 183:
Your company has recently merged with another organization. You need to allow users from both organizations to collaborate in shared Teams while maintaining separate identities and administrative control. Each organization will continue managing its own users and policies. What should you configure?
A) Azure AD B2B guest access with external collaboration settings
B) Shared channels with external participants
C) Microsoft 365 Multi-Geo capabilities
D) Cross-tenant synchronization with Azure AD Connect
Answer: B
Explanation:
Shared channels in Microsoft Teams represent a significant evolution in cross-organizational collaboration capabilities, enabling users from different organizations to collaborate in a dedicated channel without requiring guest accounts or leaving their home tenant. Shared channels allow channel owners to invite people from outside their organization to participate in the channel, and those external participants access the shared channel using their own organizational credentials while remaining fully managed by their home organization’s administrators and policies. This provides seamless collaboration between merged organizations while maintaining complete administrative independence and identity separation, making it ideal for merger scenarios where both organizations want to preserve their separate IT infrastructures and governance frameworks.
Shared channels work through Azure AD B2B direct connect technology, which establishes trust relationships between organizations without creating guest accounts. When you share a channel with external users, those users see the shared channel appear in their own Teams client alongside their organization’s teams and channels. They authenticate using their home organization credentials, and their activities in the shared channel are governed by their home tenant’s policies for data protection, retention, and compliance. From an administrative perspective, each organization maintains full control over its users—IT administrators in Organization A manage policies and lifecycle for their users, while Organization B administrators independently manage their users, even though both sets of users collaborate in the same shared channels.
To implement shared channels for cross-organizational collaboration, you first configure external access settings in the Teams admin center for both organizations, ensuring that Azure AD B2B direct connect is enabled and that each organization is included in the allowed domains list. Team owners can then create shared channels within existing teams and share them with specific users or groups from the partner organization by entering their email addresses. The invited users receive notifications and can access the shared channel immediately using their existing credentials. Content shared in these channels, including files and conversations, is accessible to all channel members regardless of their organization. Files are stored in a SharePoint site collection associated with the shared channel, and permissions are managed through Teams. The shared channel architecture provides clear separation—conversations and files in shared channels don’t intermingle with the parent team’s private content, and membership in a shared channel doesn’t grant access to the broader team. This makes shared channels particularly well-suited for scenarios like post-merger integration where teams from both organizations need to collaborate on specific projects or workstreams while their organizations remain operationally independent during the integration period.
A) is incorrect because while Azure AD B2B guest access enables external collaboration, it creates guest accounts in the host tenant which means users from one organization are managed as guests in the other organization’s tenant, losing some functionality and introducing management complexity compared to shared channels. B) is the correct answer because shared channels with external participants enable seamless cross-organizational collaboration while maintaining separate identities and administrative control for each organization through B2B direct connect. C) is incorrect because Microsoft 365 Multi-Geo is designed for data residency requirements within a single organization operating in multiple geographic regions, not for cross-organizational collaboration between separate tenants. D) is incorrect because cross-tenant synchronization creates replicated user objects across tenants and is designed for organizational consolidation scenarios, not for maintaining separate administrative control during collaboration between independent organizations.
Question 184:
You are implementing phone system capabilities in Microsoft Teams for a global organization with 3,000 users. Users in the United States need direct inward dialing numbers, while users in Europe will share a main number with extension dialing. You need to minimize costs while providing full PSTN calling capabilities. What should you implement?
A) Microsoft Teams Phone with Calling Plan for all users
B) Microsoft Teams Phone with Direct Routing using existing SIP trunks
C) Microsoft Teams Phone with Calling Plan for US users and Operator Connect for European users
D) Microsoft Teams Phone with Calling Plan for US users and Direct Routing for European users
Answer: D
Explanation:
Microsoft Teams Phone provides enterprise telephony capabilities within Teams, replacing traditional PBX systems with cloud-based calling features. However, the method of connecting to the Public Switched Telephone Network (PSTN) can vary based on geographic availability, existing infrastructure, and cost considerations. For global deployments where different regions have different telephony requirements and existing investments, a hybrid approach combining Microsoft Calling Plans where available and cost-effective with Direct Routing for other regions provides optimal flexibility and cost management. This architecture allows organizations to leverage Microsoft’s fully managed calling service where appropriate while utilizing existing telephony infrastructure and carrier relationships through Direct Routing where it provides better economics or capabilities.
Microsoft Calling Plans provide a fully Microsoft-managed solution where Microsoft acts as both the PSTN carrier and provides the phone numbers, handling all aspects of call routing and emergency services. Calling Plans are available in limited countries and are particularly cost-effective in markets like the United States where Microsoft has strong carrier partnerships and competitive per-minute rates. For US users requiring direct inward dialing (DID) numbers, Calling Plans provide a straightforward solution with predictable pricing—each user gets a license, a phone number, and a pool of minutes or unlimited calling depending on the plan selected. The service includes emergency calling support, number porting from existing carriers, and simple administration through the Teams admin center without requiring telephony expertise.
Direct Routing connects Microsoft Teams Phone to third-party PSTN carriers or existing Session Initiation Protocol (SIP) trunks through a Session Border Controller (SBC). This approach provides significant advantages in regions where Calling Plans aren’t available, where organizations have existing telephony contracts with favorable rates, or where specific features like extension dialing and auto-attendant capabilities are already implemented in existing infrastructure. For European users sharing a main number with extensions, Direct Routing allows the organization to maintain existing carrier relationships and utilize current PBX functionality for extension routing while gradually migrating users to Teams Phone for unified communications. The organization deploys certified SBCs either on-premises or in Azure, configures voice routing policies in Teams, and connects the SBC to their existing carrier infrastructure. This hybrid deployment model provides the best of both worlds—simple, fully managed calling for US users through Calling Plans, and cost-optimized, feature-rich calling for European users through Direct Routing leveraging existing investments. The approach also provides geographic flexibility as the organization can independently optimize telephony solutions for each region based on local requirements, carrier availability, and regulatory considerations.
A) is incorrect because implementing Calling Plans for all users would be more expensive and potentially unavailable in all European countries where the organization operates, and it wouldn’t leverage existing European telephony infrastructure and contracts. B) is incorrect because using only Direct Routing for all users requires more complex implementation and ongoing management compared to using Calling Plans where they’re cost-effective and available, missing the opportunity for simplified administration in the US market. C) is incorrect because while Operator Connect is a valid option providing carrier-managed PSTN connectivity, it’s not mentioned as leveraging existing infrastructure, and for the European scenario described with shared numbers and extensions, Direct Routing with existing SIP trunks would be more cost-effective. D) is the correct answer because it combines Calling Plans for US users where they’re cost-effective and provide DID capabilities with Direct Routing for European users to leverage existing infrastructure and support extension dialing requirements while minimizing overall costs.
Question 185:
Your organization uses Teams for internal communication. You need to prevent users from adding external guest users to teams without approval, but you want to allow communication with external users through external access (federation). What should you configure?
A) Disable guest access in Teams settings and enable external access for all domains
B) Configure Azure AD access reviews for guest users
C) Enable guest access with owner approval required and enable external access
D) Create a sensitivity label that prevents guest invitations
Answer: A
Explanation:
Microsoft Teams provides two distinct mechanisms for external collaboration: guest access and external access (federation), each serving different purposes with different capabilities and security models. Guest access involves inviting external users as guest accounts in your Azure AD tenant, giving them access to specific teams and channels where they can participate in conversations, access files, and collaborate closely with internal team members. External access (federation) enables users from different organizations to find, call, chat, and meet with each other in Teams without creating guest accounts, providing lightweight communication capabilities similar to instant messaging between organizations. When you need to prevent uncontrolled addition of external users to teams while maintaining the ability to communicate with external organizations, disabling guest access while enabling external access provides the appropriate security posture.
Guest access in Teams is controlled at multiple levels. The foundational setting is in the Azure AD External collaboration settings, where you can control whether users can invite guests, whether those invitations require approval, and which domains are allowed or blocked for guest invitations. Within Teams-specific settings in the Teams admin center, you can enable or disable guest access entirely, and configure what capabilities guest users have when they’re added to teams (such as whether they can create channels, delete messages, or use certain features). When guest access is disabled, users cannot add external participants to teams, and any attempts to invite guests will fail. This provides centralized control preventing uncontrolled proliferation of guest accounts which can create security risks, compliance challenges, and licensing complexities.
External access (federation), configured separately in Teams admin center under External access settings, allows users from your organization to communicate with users from other organizations through Teams chat, calling, and meetings without requiring guest accounts. You can configure external access to allow all external domains (open federation), block all external domains except those specifically allowed, or block only specific domains. When external access is enabled, users can search for and initiate chats with users from federated organizations by typing their full email address. The external users appear with an external tag in the Teams client, making it clear they’re from outside the organization. Important limitations of external access include inability to add external users to teams or channels, no access to organizational files or SharePoint content, and conversations remaining separate from team collaboration spaces. This makes external access ideal for ad-hoc communications with partners, customers, or vendors where you want to enable basic communication without the deeper collaboration and security implications of guest access. Organizations often use this combination—external access enabled for lightweight communication, guest access disabled or tightly controlled with approval workflows—to balance collaboration needs with security governance. This configuration allows employees to communicate freely with external contacts for discussions and meetings while ensuring that access to internal teams and organizational resources requires explicit approval through controlled processes.
A) is the correct answer because disabling guest access prevents uncontrolled addition of external users to teams while enabling external access allows communication with external organizations through federation without guest accounts. B) is incorrect because Azure AD access reviews help manage existing guest accounts by periodically reviewing whether they should retain access, but they don’t prevent initial guest invitations or provide the lightweight external communication capability that external access offers. C) is incorrect because there is no built-in «owner approval required» setting for guest access in Teams; approval workflows must be configured through Azure AD B2B settings, and enabling guest access with manual processes is more complex than simply using external access for communication needs. D) is incorrect because while sensitivity labels can be configured to prevent guest invitations to teams with specific labels applied, this requires users to properly apply labels and doesn’t provide the external communication capabilities that external access offers.
Question 186:
You manage Teams for an organization with 10,000 users. The marketing department frequently shares large video files through Teams chats, causing them to exceed their OneDrive storage quotas. You need to ensure that marketing users can share files up to 100GB without affecting other departments’ storage allocation. What should you do?
A) Increase OneDrive storage quota for marketing department users only
B) Configure SharePoint site storage limits to allocate more storage to marketing sites
C) Enable Teams cloud storage in Azure and redirect marketing file storage
D) Create a document library in SharePoint specifically for marketing with increased quota
Answer: A
Explanation:
When users share files through Teams chats (private conversations between individuals or small groups), those files are stored in the sender’s OneDrive for Business, not in SharePoint team sites. This means that a user’s OneDrive storage quota directly limits the size of files they can share through Teams chats. When users exceed their OneDrive quota, they cannot upload additional files to chats until they delete existing content or receive additional storage allocation. For scenarios where specific departments have unique storage needs due to their work patterns—such as marketing teams sharing large multimedia files—administrators can increase OneDrive storage quotas for those specific users or groups without affecting the storage allocation for the entire organization.
OneDrive storage quotas are managed through the SharePoint admin center, even though OneDrive is conceptually separate from SharePoint team sites. Global administrators or SharePoint administrators navigate to the SharePoint admin center, select Settings, and configure the default storage limit that applies to all OneDrive accounts in the organization. However, administrators can also set specific storage quotas for individual users by going to the OneDrive section in the SharePoint admin center, selecting the specific users, and using the Storage option to assign a custom quota. For larger-scale deployment to an entire department like marketing, the most efficient approach is to use PowerShell with the Set-SPOSite cmdlet to programmatically update storage quotas for all users in a specific department or group.
The PowerShell approach involves identifying users in the marketing department through Azure AD group membership or user properties, then iterating through those users to update their OneDrive storage quota. This targeted approach ensures marketing users can share large video files up to 100GB without constraint while other departments retain their standard quota, preventing unnecessary storage costs for users who don’t require additional space. It’s important to monitor storage consumption using the OneDrive admin center reports to identify users approaching their quotas and understand usage patterns. Organizations should also implement file retention policies to automatically remove or archive old content, educate users on efficient file management practices, and consider whether certain large files should be stored in SharePoint team sites or specialized media storage services rather than shared repeatedly through OneDrive-backed chats. Additionally, administrators can configure storage warnings to notify users when they reach certain percentage thresholds of their quota, enabling proactive management before users experience upload failures.
A) is the correct answer because files shared through Teams chats are stored in the sender’s OneDrive, so increasing OneDrive storage quotas specifically for marketing users addresses their need to share large files without affecting other departments. B) is incorrect because SharePoint site storage limits apply to team sites associated with Teams channels, not to files shared through Teams chats which use OneDrive storage; this wouldn’t solve the chat file sharing issue. C) is incorrect because there is no «Teams cloud storage in Azure» configuration that redirects personal chat file storage; Teams chats inherently use OneDrive for file storage and this cannot be redirected to alternative storage locations. D) is incorrect because creating a SharePoint document library doesn’t solve the problem of files shared through Teams chats exceeding OneDrive quotas; users would need to manually upload files to the library and share links rather than using the native Teams chat file sharing experience.
Question 187:
Your organization needs to implement Teams meetings for 10,000 employees with the following requirements: Meetings must support up to 300 interactive participants, large company-wide meetings should support 10,000 view-only attendees, and all meetings should be recorded and transcribed automatically. What should you configure?
A) Assign Teams Premium licenses to all organizers and enable Town Hall meetings
B) Configure Teams live events with recording and use standard Teams meetings for smaller groups
C) Assign E5 licenses to all users and enable meeting recording in meeting policies
D) Configure Town Hall meetings for large events and standard Teams meetings with Teams Premium for interactive meetings
Answer: D
Explanation:
Microsoft Teams provides different meeting types optimized for various scenarios and audience sizes, each with distinct capabilities and participant limits. Standard Teams meetings support up to 300 participants who can all actively participate by sharing video, audio, and content, making them ideal for interactive collaboration sessions, team meetings, and training sessions where engagement is important. For large-scale organizational communications where most attendees are passive consumers of content, Teams provides specialized formats including Town Hall meetings (replacing live events) that support up to 10,000 attendees in a broadcast-style experience. Automatic recording and transcription capabilities are available through Teams Premium licensing, which enhances meeting experiences with AI-powered features. A comprehensive solution that addresses both interactive collaboration needs and large-scale broadcast requirements involves using standard Teams meetings for regular collaboration and Town Hall meetings for company-wide communications, with Teams Premium providing advanced features like automatic recording and transcription.
Teams Premium is an add-on license that enhances Teams with advanced meeting features including intelligent meeting recap with AI-generated notes and action items, automatic meeting recording and transcription, advanced meeting protection with watermarks and sensitivity labels, custom branded meeting lobbies, and advanced webinar capabilities. When Teams Premium is assigned to meeting organizers, they gain access to these features for meetings they organize. For the requirement of automatic recording and transcription, Teams Premium provides policies that enable automatic recording without the organizer manually starting recording, and live transcription that converts speech to text in real-time, later available as a transcript file alongside the recording. Meeting organizers with Teams Premium can configure meeting templates that pre-enable these features, ensuring consistency across organizational meetings.
Town Hall meetings are designed for large organizational events like all-hands meetings, product launches, or training sessions where a relatively small number of presenters deliver content to thousands of attendees. Town Hall supports up to 10,000 attendees in the initial phase with plans to expand to even larger audiences. The format provides professional broadcast capabilities including presenter-only video feeds, Q&A functionality for attendee engagement, real-time analytics on attendance and engagement, and post-event reporting. Town Hall meetings can be recorded automatically, providing on-demand viewing for employees who couldn’t attend live. The combination approach recommended in the answer—using Town Hall for large company-wide meetings and standard Teams meetings with Teams Premium for interactive sessions up to 300 participants—provides optimal coverage of the organization’s requirements. Smaller interactive meetings benefit from the full collaboration features and Teams Premium enhancements, while large company-wide meetings leverage the scalable Town Hall format. This architecture also optimizes licensing costs since Teams Premium only needs to be assigned to meeting organizers who require advanced features rather than all 10,000 employees, though all employees can participate in meetings regardless of whether they have premium licenses.
A) is incorrect because while Teams Premium and Town Hall address parts of the requirements, Teams Premium alone doesn’t automatically solve the interactive meeting needs for up to 300 participants without mentioning standard Teams meetings; the answer should specify both meeting types for comprehensive coverage. B) is incorrect because Teams live events have been superseded by Town Hall meetings as Microsoft’s recommended solution for large-scale organizational broadcasting, and live events had limitations that Town Hall addresses. C) is incorrect because E5 licenses include Teams functionality but don’t include Teams Premium features like automatic recording and transcription; additionally, this doesn’t address the requirement for 10,000-person company-wide meetings which standard meetings don’t support. D) is the correct answer because it combines Town Hall meetings for large 10,000-person broadcasts with standard Teams meetings enhanced by Teams Premium for interactive sessions up to 300 participants with automatic recording and transcription.
Question 188:
You are implementing Teams for a financial services organization that must comply with SEC regulations requiring supervision of all electronic communications. You need to ensure that all Teams messages, files, and meeting recordings are reviewed by designated supervisors before they can be sent externally. What should you configure?
A) Data Loss Prevention policies with block action for external sharing
B) Communication compliance policies with supervision enabled
C) Information barriers to prevent external communication
D) Conditional access policies requiring approval for external communication
Answer: B
Explanation:
Communication compliance in Microsoft 365 (formerly Supervision policies) provides comprehensive monitoring and review capabilities designed specifically for regulated industries like financial services that must comply with regulations such as SEC Rule 17a-4, FINRA, and MiFID II requiring supervision of electronic communications. Communication compliance policies use machine learning and rule-based detection to identify potentially problematic communications across Microsoft Teams, Exchange, and other Microsoft 365 services, routing flagged content to designated reviewers who must approve or escalate messages. For organizations requiring pre-send review of external communications, communication compliance provides the regulatory-required supervision workflow where communications matching policy criteria are held for supervisor review before delivery or are reviewed post-send with the ability to take remediation actions.
Communication compliance policies are configured in the Microsoft Purview compliance portal where administrators define what communications to monitor, what conditions trigger review, and who serves as reviewers. Policies can monitor all communications or specific user groups, detect sensitive information types like financial data or personally identifiable information, identify regulatory compliance keywords, or flag communications based on sentiment analysis and offensive language detection. For SEC supervision requirements, you would create a policy monitoring Teams messages, files, and recorded meeting transcripts for all users who communicate with external parties. The policy conditions would identify external communications by detecting messages or files shared with external email domains, conversations in teams containing guest users, or meeting transcripts with external participants. When communications match policy conditions, they’re routed to designated supervisors or compliance officers for review through a dedicated review interface where reviewers can see the full context, investigate related communications, and take actions like approving, flagging for investigation, or escalating to legal teams.
The communication compliance review workflow provides audit trails documenting who reviewed what communications and what actions were taken, essential for regulatory compliance and responding to auditor requests. Reviewers receive notifications when items require attention, and the system tracks review completion rates and identifies potential bottlenecks. Organizations can configure multiple supervision policies targeting different business units, communication types, or risk levels, with appropriate reviewers assigned based on expertise and regulatory authority. It’s important to note that true pre-send blocking (preventing messages from being sent until reviewed and approved) is complex in real-time communications like Teams chat and would severely impact user experience. Most financial services organizations implement post-send supervision where communications are delivered immediately but flagged for near-real-time review, with policies to take corrective action if non-compliant content is identified. The communication compliance solution balances regulatory requirements with operational efficiency, using automated detection to identify the small percentage of communications requiring human review rather than manually reviewing every message. Integration with eDiscovery allows reviewers to quickly search related communications and export evidence for investigations. Organizations should supplement communication compliance with user training on appropriate communication practices and regular policy effectiveness reviews to refine detection rules and reduce false positives.
A) is incorrect because Data Loss Prevention policies prevent sharing of sensitive information based on content but don’t provide the supervision review workflow required by SEC regulations; DLP blocks or warns but doesn’t route content to supervisors for regulatory review and approval. B) is the correct answer because communication compliance policies provide supervision and review workflows specifically designed for regulated industries requiring oversight of electronic communications before they reach external recipients. C) is incorrect because information barriers prevent specific users or groups from communicating with each other within the organization but don’t provide supervision capabilities for external communications or regulatory compliance workflows. D) is incorrect because conditional access policies control authentication and access to applications based on conditions like location or device state, not communication content review; they don’t provide the communication supervision functionality required by financial services regulations.
Question 189:
Your organization has deployed Microsoft Teams with multiple teams for different projects. Users report that they cannot find relevant information shared in various teams and channels. You need to implement a solution that allows users to search for content across all teams they are members of while respecting permissions. What should you configure?
A) Enable Microsoft Search in Teams with appropriate permissions
B) Create a SharePoint hub site connecting all team sites
C) Implement Microsoft 365 Copilot for content discovery
D) Configure Graph API to index Teams content
Answer: A
Explanation:
Microsoft Search in Teams is an integrated search experience that allows users to discover content across Microsoft 365 services including Teams messages, files, people, and more, all from within the Teams interface. The search functionality automatically respects existing permissions, meaning users can only find content they have access to based on their team memberships and file permissions. Microsoft Search in Teams is enabled by default and provides a comprehensive solution for content discovery across the distributed collaboration environment without requiring additional configuration or licensing. The search infrastructure indexes Teams conversations, files stored in SharePoint team sites, and other Microsoft 365 content, providing unified discovery while maintaining security boundaries.
Microsoft Search works through intelligent indexing of content across Microsoft 365 services. When users type queries in the Teams search box at the top of the application, the search service queries the Microsoft Search index and returns results ranking the most relevant content based on factors like recency, user’s previous interactions, and contextual relevance. The search experience provides filtering options to narrow results by content type (messages, files, people), date ranges, teams or channels, and file types. Search results display snippets showing the context around matches, making it easy for users to determine relevance before opening full content. For files, search indexes not only filenames but also content within documents, PowerPoint presentations, Excel spreadsheets, and PDFs, providing comprehensive discovery of information regardless of where it was shared.
Organizations can enhance Microsoft Search effectiveness through several administrative configurations. Search & intelligence administrators can access the Microsoft 365 admin center to configure search settings, create bookmarks that highlight important organizational resources in search results, define acronyms that help users find definitions of company-specific terminology, and customize floor plans for physical workplace finding. For Teams specifically, administrators ensure that Teams data locations (messages and files) are included in the search scope and that search indexing is functioning properly through the search usage analytics reports showing query volumes, top searches, and abandoned searches where users didn’t find relevant results. To maximize user adoption and search effectiveness, organizations should train users on advanced search syntax like using quotes for exact phrases, operators like AND/OR, and filters to refine results. Encouraging users to organize teams and channels with descriptive names, tag files with appropriate metadata, and use consistent naming conventions significantly improves search result relevance. Microsoft Search also powers other discovery experiences like Delve, which surfaces content relevant to the user based on their collaboration patterns, and Viva Topics, which uses AI to identify and organize content around specific topics or projects. The permissions-respecting nature of Microsoft Search is critical for security—users never see content they shouldn’t access, even if it matches their search query, eliminating the risk of information exposure through search while enabling efficient content discovery across the organization’s collaborative spaces.
A) is the correct answer because Microsoft Search in Teams provides built-in content discovery across all teams respecting permissions, requiring no additional configuration beyond default enablement. B) is incorrect because while SharePoint hub sites organize related team sites for navigation, they don’t provide cross-team content search within the Teams application; hub sites are primarily a SharePoint navigation concept rather than a Teams search solution. C) is incorrect because while Microsoft 365 Copilot enhances content discovery and productivity through AI, it requires additional licensing and is not necessary for basic cross-team search capabilities which Microsoft Search provides by default. D) is incorrect because Graph API is a developer tool for building applications that access Microsoft 365 data, not a user-facing solution for search; administrators don’t configure Graph API for user search functionality as it’s intended for programmatic access in custom applications.
Question 190:
Your organization uses Teams for collaboration. The executive team wants to conduct confidential board meetings where recorded content is automatically deleted after 90 days and cannot be downloaded by participants. What should you implement?
A) Create a private team for executives with retention policy set to 90 days
B) Configure meeting template with recording expiration and download prevention using Teams Premium
C) Apply sensitivity label with 90-day deletion and download restrictions to executive meetings
D) Use Microsoft Purview records management to delete recordings after 90 days
Answer: B
Explanation:
Microsoft Teams Premium provides advanced meeting customization capabilities through meeting templates that allow organizations to pre-configure meeting settings ensuring consistent application of security and compliance requirements across meetings of specific types. Meeting templates can enforce settings like automatic recording, watermarking for screen sharing, recording expiration that automatically deletes recordings after a specified period, and restrictions on who can download recordings. For executive board meetings requiring confidential handling of recorded content with automatic deletion after 90 days and download prevention, creating a meeting template with Teams Premium provides a purpose-built solution that meeting organizers can apply to ensure compliance with confidentiality requirements without relying on manual configuration for each meeting.
Meeting templates in Teams Premium are created in the Teams admin center where administrators define a comprehensive set of meeting policies and settings that will be applied when the template is used. For the executive board meeting scenario, you would create a template named something like «Confidential Executive Meeting» with the following configurations: automatic cloud recording enabled to ensure meetings are captured for compliance and review purposes, recording expiration set to 90 days which automatically deletes the recording from OneDrive or SharePoint after that period, who can record set to organizers only preventing participants from creating their own recordings, who can download recording set to organizers only ensuring participants can view but not download copies, and potentially adding watermarking to screen sharing so any leaked content can be traced to the source. The template can also configure other settings like lobby restrictions ensuring only invited participants join, preventing anonymous joining, and disabling recording transcription if even text records should be time-limited.
When meeting templates are assigned to users through policy assignment, those users see the templates as options when scheduling new meetings in Outlook or Teams. The executive team members would select the «Confidential Executive Meeting» template when scheduling board meetings, and all the security settings are automatically applied to that meeting instance. This eliminates the risk of organizers forgetting to configure security settings or misconfiguring them inconsistently across meetings. The recording expiration feature ensures compliance with the 90-day retention requirement without requiring manual deletion—after 90 days from the meeting date, the recording is automatically removed from storage and can no longer be accessed even through recovery mechanisms. Download prevention ensures that even though participants can view recordings through the Teams interface or browser, they cannot save local copies that might be stored insecurely or shared inappropriately. Meeting templates provide superior governance compared to relying on user training or manual configuration because the settings are enforced systematically and audit logs track which template was used for each meeting, providing visibility into compliance. Organizations should document which meeting types require which templates and provide training to meeting organizers on selecting appropriate templates based on meeting confidentiality and compliance requirements. The Templates approach also scales efficiently—administrators can update template settings centrally, and all future meetings using that template automatically inherit the new configurations without requiring individual meeting updates.
A) is incorrect because while retention policies can delete content after specified periods, they apply broadly to channel messages and don’t provide the granular control over meeting recordings specifically, nor do they prevent downloads during the retention period; retention policies are complementary but insufficient for this specific requirement. B) is the correct answer because Teams Premium meeting templates allow configuration of recording expiration for automatic 90-day deletion and download restriction enforcement, providing comprehensive control over confidential meeting recordings. C) is incorrect because while sensitivity labels can restrict downloads and apply retention policies, they must be manually applied to each meeting and don’t provide the automatic recording expiration capability that Teams Premium meeting templates offer specifically for meeting recordings. D) is incorrect because Microsoft Purview records management is designed for long-term retention and disposition of regulatory records rather than automatic short-term deletion of confidential meeting recordings; it’s designed to preserve content longer than standard retention, not to automatically delete it after brief periods.
Question 191:
You manage Teams for a company with 5,000 users. Help desk staff report that they need to troubleshoot user issues related to Teams calling quality and connection problems. You need to provide help desk staff with tools to diagnose these issues for users who report problems without giving help desk full administrator access. What should you do?
A) Assign help desk staff the Teams Communications Support Specialist role
B) Grant help desk staff Global Reader role for diagnostics access
C) Configure help desk staff with Teams Service Administrator role
D) Provide help desk with access to Call Analytics through custom permissions
Answer: A
Explanation:
Microsoft Teams provides specialized administrator roles designed for delegating specific administrative capabilities without granting broad permissions that could compromise security. The Teams Communications Support Specialist role is specifically designed for help desk and support staff who need to troubleshoot call quality and connectivity issues for individual users. This role provides access to detailed call analytics and user-specific telemetry in the Teams admin center without granting permissions to modify configurations, policies, or access user content. This follows the principle of least privilege by giving support staff exactly the tools they need for troubleshooting while preventing access to sensitive administrative functions like policy modification, user provisioning, or organization-wide settings changes.
The Teams Communications Support Specialist role grants access to the Call Quality Dashboard (CQD) and per-user Call Analytics in the Teams admin center. Call Analytics provides detailed information about Teams calls and meetings for specific users, including media quality metrics like packet loss, jitter, latency, and codec information, network connection details, device information, and call success rates. When a user reports poor call quality or connection failures, help desk staff with this role can search for the user’s account, view their recent calls and meetings, and examine the technical details to identify whether issues stem from network problems, device issues, or service disruptions. The interface provides user-friendly visualizations of quality metrics with red/yellow/green indicators making it easy to spot problematic calls even for staff without deep technical expertise in network protocols.
Help desk workflows using the Teams Communications Support Specialist role typically involve users contacting support with complaints about echo, choppy audio, dropped calls, or inability to join meetings. Support staff log into the Teams admin center, navigate to Users, search for the affected user, and access their Call History in Call Analytics. They review recent calls to identify patterns—for example, consistently poor metrics when the user is working from home might indicate home network issues, while problems only on specific types of calls might indicate device driver issues. The detailed diagnostic data includes information about whether the issue was on the caller’s side or the recipient’s side, enabling help desk to provide targeted guidance like updating network drivers, adjusting firewall rules, or using wired connections instead of WiFi. The Call Analytics data is retained for a limited period, so timely investigation is important. Organizations typically document common patterns and resolutions in knowledge bases enabling help desk staff to efficiently resolve recurring issues. The role can be assigned through Azure AD role assignment interfaces, PowerShell, or the Microsoft 365 admin center. Compared to broader administrative roles like Teams Service Administrator which can modify policies and configurations organization-wide, the Communications Support Specialist role provides appropriate access boundaries for support staff focused solely on troubleshooting user-reported issues. Organizations should regularly review role assignments to ensure that staff no longer performing support functions have roles removed, maintaining proper access control.
A) is the correct answer because the Teams Communications Support Specialist role provides appropriate access to Call Analytics for troubleshooting user call quality issues without granting broader administrative permissions. B) is incorrect because Global Reader provides read-only access to administrative settings across Microsoft 365 but doesn’t specifically grant access to the detailed per-user Call Analytics necessary for troubleshooting calling issues. C) is incorrect because Teams Service Administrator provides extensive permissions to modify Teams configurations, policies, and settings organization-wide, which exceeds the access needed for help desk troubleshooting and violates the principle of least privilege. D) is incorrect because Call Analytics access is granted through the Teams Communications Support Specialist role, not through custom permissions; there isn’t a mechanism to create custom role-based access specifically for Call Analytics outside of the predefined admin roles.
Question 192:
Your organization needs to implement Teams Room devices in 50 conference rooms across multiple office locations. The rooms have different sizes and equipment requirements. You need to ensure optimal audio and video quality and centralized management of all room devices. What should you implement?
A) Deploy Microsoft Teams Rooms on Windows with Teams Rooms Pro licensing
B) Deploy standard Teams meetings with BYOD (Bring Your Own Device) approach
C) Configure Teams Room Basic licensing with Android devices
D) Implement Skype for Business Room Systems and migrate to Teams
Answer: A
Explanation:
Microsoft Teams Rooms represents Microsoft’s purpose-built solution for conference room collaboration, providing certified hardware configurations, dedicated software optimized for meeting room scenarios, and centralized management capabilities through the Teams admin center. Teams Rooms devices run on either Windows or Android platforms, with Windows-based Teams Rooms supporting the widest range of room sizes and advanced features like front-of-room displays, touch consoles for meeting control, intelligent cameras with speaker tracking, and integration with room scheduling systems. Teams Rooms Pro licensing provides advanced management capabilities including remote device monitoring, automated health alerts, real-time device analytics, and integration with Microsoft Endpoint Manager, making it the appropriate choice for organizations deploying devices at scale across multiple locations who need centralized management and proactive issue resolution.
Teams Rooms on Windows deployments involve selecting certified hardware bundles from Microsoft partners that include compute modules, displays, cameras, microphones, speakers, and touch consoles appropriate for the room size and configuration. Small huddle rooms might use a single display with an integrated camera and speaker bar, while large boardrooms require dual displays, ceiling microphones with array capabilities, and sophisticated camera systems with intelligent framing. The Teams Rooms software provides a one-touch meeting join experience where scheduled meetings appear on the touch console and users simply tap to join, eliminating the complexity of traditional conference room systems. The interface provides intuitive controls for camera positioning, volume, and content sharing. Teams Rooms devices automatically update with the latest software through Microsoft-managed update channels, reducing IT maintenance burden compared to traditional AV systems requiring onsite technician visits for updates.
Teams Rooms Pro licensing unlocks advanced management capabilities essential for deployments across 50+ rooms in multiple locations. The Teams Rooms Pro management portal provides a centralized dashboard showing health status of all devices, proactive alerts for issues like offline devices, peripherals not functioning, or outdated software versions, detailed telemetry about room utilization including how frequently rooms are used and average meeting durations, and remote management capabilities like restarting devices or adjusting settings without physically accessing the rooms. The licensing also includes Microsoft Managed Services where Microsoft support engineers proactively monitor device health and can work with your IT team to resolve issues, significantly reducing the operational burden of managing a large room fleet. Integration with Teams Room Pro management enables IT teams to identify patterns like specific rooms consistently experiencing audio quality issues, rooms that are underutilized and might be repurposed, or devices approaching end of support lifecycles requiring hardware refresh. The solution provides comprehensive event logs and diagnostic data for troubleshooting, and integration with Microsoft Endpoint Manager allows Teams Rooms devices to be managed alongside other corporate devices with consistent security policies. Organizations deploying Teams Rooms should work with certified Audio-Visual integration partners who understand room acoustics, camera positioning for optimal framing, and network requirements for reliable media quality. Post-deployment, ongoing management includes monitoring room utilization to optimize space allocation, tracking device health to identify hardware needing replacement, and gathering user feedback to identify training needs or configuration adjustments that would improve the meeting experience.
A) is the correct answer because Microsoft Teams Rooms on Windows with Teams Rooms Pro licensing provides purpose-built conference room devices with advanced centralized management capabilities essential for managing 50 devices across multiple locations. B) is incorrect because BYOD approaches where users connect their personal devices lack the professional meeting room experience, reliable audio-video quality, easy meeting join, and centralized device management that dedicated Teams Rooms provide. C) is incorrect because while Teams Room Basic licensing is cost-effective for small deployments, it lacks the advanced remote management, monitoring, and analytics capabilities that Teams Rooms Pro provides, which are essential for efficiently managing 50+ devices across multiple locations. D) is incorrect because Skype for Business Room Systems are legacy devices no longer actively developed, and deploying them for new installations doesn’t make sense when native Teams Rooms solutions are available; organizations with existing Skype Room Systems should be planning migration to Teams Rooms, not deploying new Skype systems.
Question 193:
Your company has implemented Teams with external access enabled for all domains. The security team has identified that users are communicating with potentially malicious external domains. You need to allow external access only with trusted partner organizations while blocking all other external domains. What should you configure?
A) Change external access to allow only specific domains and add trusted partners
B) Configure conditional access policies to block untrusted domains
C) Implement information barriers to prevent external communication
D) Disable external access and rely on guest access for external collaboration
Answer: A
Explanation:
External access (federation) in Microsoft Teams controls whether users in your organization can communicate with users from external organizations through Teams chat, calling, and meetings. The external access configuration in the Teams admin center provides three primary modes: allow all external domains (open federation), block all external domains except those specifically allowed (allow list approach), and allow all external domains except those specifically blocked (block list approach). For security-conscious organizations that want to limit external communications to known trusted partners while preventing communication with potentially malicious or unknown domains, configuring external access to allow only specific domains creates an explicit allow list providing the tightest security control. This approach implements a default-deny stance where all external communication is blocked unless explicitly permitted, aligning with security best practices for limiting attack surface.
To implement this configuration, administrators navigate to the Teams admin center, select Users from the left navigation, then External access settings. The external access configuration page provides options for how your organization’s users can communicate with external Teams users. By default, many organizations have «Allow all external domains» enabled which permits communication with any organization that also allows external access with your domain. To restrict to trusted partners only, you select «Allow only specific external domains» and add each trusted partner organization’s domain to the allowed list. For example, if your organization trusts partners contoso.com and fabrikam.com, you add those domains to the allow list. After this configuration, your users can only initiate or receive Teams chats, calls, and meeting invitations from users at contoso.com and fabrikam.com. Any attempts to communicate with users from other external domains are blocked.
The allow-list approach provides several security benefits. It prevents users from accidentally sharing information with unknown external parties, reduces the risk of phishing attacks where threat actors impersonate external contacts to gather information, provides visibility and control over which organizations your users can communicate with, and enables compliance with policies requiring explicit approval of external communication channels. When implementing restricted external access, organizations should establish a process for users to request addition of new trusted domains, including security review to verify the legitimacy of the external organization and business justification for the collaboration need. The allow list should be reviewed periodically to remove domains no longer actively used as partners. It’s important to understand that external access controls are bidirectional—even if you allow a domain, users from that domain can only communicate with your users if their organization also allows your domain in their external access settings. This means both organizations must configure their allow lists to include each other’s domains for federation to function. For organizations with many trusted partners, maintaining the allow list can become administrative overhead, so governance processes should balance security requirements with operational efficiency. Organizations should communicate the external access policy to users so they understand why they cannot reach certain external contacts and know how to request access to new partner domains when legitimate business needs arise. The configuration also affects Teams meeting join experiences—when external access is restricted, external users may need to join meetings as guests rather than through federation, potentially impacting their meeting experience with fewer capabilities compared to federated external users.
A) is the correct answer because configuring external access to allow only specific domains creates an explicit allow list ensuring users can only communicate with trusted partners while blocking all other external domains. B) is incorrect because conditional access policies control authentication and access to applications based on conditions like location or device state, not domain-level external communication permissions in Teams; conditional access doesn’t provide the granular per-domain federation control that external access settings offer. C) is incorrect because information barriers prevent communication between specific groups of users within the organization, not communication with external domains; information barriers address internal segmentation, not external access control. D) is incorrect because disabling external access entirely and relying solely on guest access fundamentally changes the collaboration model requiring external users to be added as guests with Azure AD accounts, which may not be appropriate for all external communications and creates more management overhead than controlled external access.
Question 194:
Your organization has deployed Teams with several hundred active teams. Team owners report difficulty managing team membership as employees change roles and departments. You need to implement a solution that automatically adds or removes users from teams based on their Azure AD attributes without manual intervention by team owners. What should you configure?
A) Convert teams to Microsoft 365 Groups with dynamic membership
B) Implement Azure AD access reviews for team membership
C) Configure PowerShell scripts to synchronize team membership with Azure AD
D) Use Microsoft Graph API to automate team membership updates
Answer: A
Explanation:
Microsoft 365 Groups serve as the identity foundation for Microsoft Teams, meaning that team membership is fundamentally controlled by the underlying Microsoft 365 Group membership. Azure AD supports dynamic membership for Microsoft 365 Groups, where group membership is automatically determined by evaluating user attributes against configured membership rules rather than manually adding or removing members. When a team’s underlying Microsoft 365 Group is converted to use dynamic membership, users are automatically added to the team when their Azure AD attributes match the membership criteria and automatically removed when they no longer match, eliminating manual membership management overhead. This provides a powerful solution for organizations where team membership correlates with organizational attributes like department, job title, location, or custom attributes maintained in Azure AD.
Dynamic membership rules are defined using Azure AD rule syntax that evaluates user properties. For example, a Sales team might have a membership rule like (user.department -eq «Sales») which automatically adds all users whose department attribute is set to Sales in Azure AD. More complex rules combine multiple conditions: (user.department -eq «Engineering») -and (user.jobTitle -contains «Senior») would create a team automatically containing all senior engineers. Dynamic membership evaluation occurs periodically (typically within 5-15 minutes of attribute changes) and when users are created or modified in Azure AD. This means when a new employee joins the Sales department, they’re automatically added to the Sales team without the team owner needing to manually invite them. Similarly, when an employee transfers to a different department, their department attribute changes in Azure AD (typically through HR system integration), and they’re automatically removed from their previous department team and added to their new department team.
To implement dynamic membership for teams, administrators access the Azure AD portal, locate the Microsoft 365 Group underlying the team (teams and groups have a one-to-one relationship), and edit the group membership type from «Assigned» to «Dynamic User.» After selecting dynamic membership, administrators define membership rules using either the rule builder interface for simple conditions or advanced rule syntax for complex logic. The interface provides validation of rule syntax and preview of how many users would match the current rule, helping administrators verify the rule works as intended before saving. It’s important to note that converting a group from assigned to dynamic membership replaces all existing members with users matching the dynamic rule, so administrators should carefully plan conversions to avoid unintentionally removing legitimate members. For teams with both dynamic criteria and exceptions (like including a consultant who doesn’t meet the department criteria), organizations can use a hybrid approach with nested groups or carefully crafted rules with exceptions. Dynamic membership reduces administrative overhead significantly for teams aligned with organizational structure but requires that Azure AD user attributes are accurately maintained and promptly updated when users change roles. Organizations should implement governance processes ensuring HR systems regularly synchronize employee information to Azure AD, establish SLAs for attribute updates when employees change roles, and provide documentation to team owners explaining that membership is automatically managed and manual additions will be removed if users don’t meet criteria. Dynamic membership also provides audit benefits—membership changes are logged in Azure AD audit logs showing why users were added or removed based on attribute changes, providing clear documentation for compliance purposes. The approach scales efficiently across hundreds of teams since membership management becomes automated rather than requiring team owners to manually process membership requests or remove departed employees.
A) is the correct answer because converting teams to Microsoft 365 Groups with dynamic membership automatically manages team membership based on Azure AD user attributes without manual intervention. B) is incorrect because Azure AD access reviews provide periodic attestation where reviewers confirm whether users should retain access, but they don’t automatically add or remove users based on attributes; they still require manual review and decisions. C) is incorrect because while PowerShell scripts could implement membership synchronization, this requires custom development, ongoing maintenance, scheduled execution, and error handling, making it more complex and fragile than using native dynamic membership capabilities. D) is incorrect because while Microsoft Graph API could be used to build custom automation, it requires significant development effort, hosting infrastructure, and maintenance compared to the native dynamic membership feature that provides the same capability without custom code.
Question 195:
Your organization uses Teams for project collaboration. Project managers need to archive completed project teams to preserve the conversation history and files for compliance, while preventing further activity in those teams. Archived content must remain searchable for 7 years. What should you do?
A) Delete the teams and implement Microsoft 365 retention policies for preservation
B) Set teams to private and remove all members except owners
C) Archive the teams using Teams archive feature and configure retention policies
D) Export team content to SharePoint and delete the teams
Answer: C
Explanation:
Microsoft Teams provides a native archive feature specifically designed for scenarios where teams are no longer actively used but the content must be preserved for reference, compliance, or historical purposes. Archiving a team puts it in read-only mode where members can still view conversations and files but cannot post new messages, add new members, edit channels, or modify team settings. The archived team remains searchable through Teams search and eDiscovery tools, and the underlying SharePoint site and Microsoft 365 Group remain intact ensuring content is preserved according to retention policies. Combining the archive feature with Microsoft 365 retention policies applied to Teams locations ensures that the content is not only prevented from modification but also preserved for the required 7-year compliance period even if users attempt to delete it or if the team is eventually deleted after the project is fully concluded.
The Teams archive process is straightforward and reversible. Team owners or Teams administrators can archive a team through the Teams client by accessing team settings and selecting «Archive team,» or administrators can use PowerShell with the Set-TeamArchivedState cmdlet to archive teams programmatically when managing multiple completed projects. When a team is archived, several changes occur: the team is marked with an «Archived» badge in the Teams client indicating its read-only status, members cannot post new messages in any channel or start new conversations, channel meetings cannot be scheduled, team membership cannot be modified, and most team settings cannot be changed. However, important capabilities remain: all historical content remains visible to members, files in the SharePoint site can still be accessed though not edited if SharePoint permissions are configured appropriately, the team appears in search results when users search for content, and administrators can perform eDiscovery searches on the archived team’s content for compliance investigations. If business needs change and the project team needs to be reactivated, administrators or team owners can unarchive the team, restoring full functionality.
Retention policies complement archiving by ensuring content preservation even if users attempt to delete messages or files, or if the archived team is eventually deleted from Teams entirely. In the Microsoft Purview compliance portal, administrators create retention policies applied to Teams channel messages and Teams chats locations, specifying a 7-year retention period. These policies can be applied organization-wide or targeted to specific teams through policy scoping. When retention policies are in effect, deleted content is preserved in a hidden preservation library accessible through eDiscovery tools even though it’s no longer visible in the Teams interface. This combination of archiving (preventing new activity and signaling the team’s completed status) and retention policies (ensuring content survives even if deleted) provides comprehensive management of completed project teams. Organizations should establish clear governance around when projects are archived, document the archive process for project managers, communicate to team members when their projects are being archived so they’re aware of the read-only change, and periodically review archived teams to determine if any should be permanently deleted after retention periods expire (though with retention policies in place, deletion simply removes the visible team while preserved content remains accessible through compliance tools for the full retention period). For projects with extensive file collections, organizations may also want to implement SharePoint site collection storage policies or archive older files to Azure Blob Storage to manage storage costs while maintaining compliance with retention requirements for conversations and business-critical documents.
A) is incorrect because deleting teams removes them from the Teams interface and user access even though retention policies preserve the content in the background; archiving is preferable because it maintains user access to historical information in a read-only state while still preventing new activity. B) is incorrect because setting teams to private and removing members doesn’t prevent the remaining owners from posting new content or making changes, and it removes access for team members who may legitimately need to reference historical project information. C) is the correct answer because archiving teams provides read-only preservation of content in an accessible state while retention policies ensure 7-year compliance preservation and searchability. D) is incorrect because exporting and deleting teams creates manual copies outside the governed Teams environment, loses the conversation context and threading that makes Teams content understandable, and removes the content from centralized eDiscovery and compliance tools that are essential for legal and regulatory requirements.