Thursday, January 6, 2022

Administering the Q&A app overview [MS]

The Q&A app in Teams, powered by Yammer, is best suited for structured meeting scenarios. These scenarios typically have more than 25 participants with clearly defined presenters, and require more guidance for gathering questions and organizing discussions.

Note: The Q&A app is now available in Public Preview.

Types of users

The Q&A app can be used by the following user types:

  • Regular user—A user with a Microsoft 365 credentials in your tenant.

  • Federated user—A user with Microsoft 365 credentials to a different tenant.

  • Guest user—Any guests you add to your Microsoft Teams, SharePoint, or Azure Active Directory.

    Note: Q&A does not support anonymous users at this time.

Organizer and presenter experience

There are two types of core experiences: unmoderated and moderated Q&A.

  • Unmoderated Q&A enables all attendee questions to be immediately posted to the feed.

    Yammer UI showing an Organizer's view

  • Moderated Q&A requires questions to be reviewed by a moderator, whose role can be a presenter or organizer, before being published for everyone to view and comment on.

    Yammer UI showing an Attendee's view

Network connectivity requirements

Teams Q&A is powered by Yammer but will be available to Teams' worldwide customers in Public Preview, even if you haven't rolled out Yammer. Admins must verify they haven't blocked access to Yammer or its URLs.

Data storage

Q&A messages created as part of the meeting will be stored as Yammer messages. These are stored in Yammer and ingested for eDiscovery.

Note: Files are always stored in SharePoint, which handles all the data rest policies and locations.

  • Q&A content is searchable via eDiscovery and Advanced eDiscovery at the user level.

  • Data will be stored in North America or EU by default (depending on the customer's Yammer network location).

  • For tenants that do not have an existing Yammer network, the Q&A Yammer network will be created in the United States Yammer region. Your organization's messages for Q&A will always be stored in the US.

  • Message data includes message content.

  • Removing the Q&A app from a meeting does not delete the meeting data, just like a OneNote tab. Removing it from the meeting only removes access to the data from the meeting. If you add the Q&A tab back, you will see all the meeting conversations again.

eDiscovery

eDiscovery for Q&A in Teams, powered by Yammer, will work the same as eDiscovery for any other Yammer content.

  • If you use the Teams Q&A app in your tenant's Teams application, this content will be available in eDiscovery regardless of the configuration or existence of your Yammer network. To use eDiscovery for standard Yammer content, your Yammer network will need to be in Native Mode.

  • When you perform eDiscovery, you can determine whether messages were generated in Yammer or through the Q&A App in Teams. In the File Metadata section, you can find that information in the Item Class field.

  • If your organization uses the Teams Q&A app, powered by Yammer, the content generated by the app is considered Yammer content and will be discoverable. For more information about eDiscovery in Microsoft 365 apps, see eDiscovery solutions in Microsoft 365.

Retention and deletion

Retention of content will follow the retention policies configured for Yammer – regardless of whether you have different policies set for Yammer and Teams.

Note: If you have a Yammer Network that is not in Native Mode, the policies created here will apply only to Teams Q&A data. In Native Mode, all Yammer users are in Azure Active Directory (Azure AD), all groups are Microsoft 365 groups, and all files are stored in SharePoint Online.

Data lifecycle for Q&A in Teams

The lifecycle of data generated by the Q&A app in Teams is determined by your Yammer Data Retention settings in the Compliance Center.

If all users in the meeting who received a copy of the Q&A messages in their substrate shard are hard deleted from Azure Active Directory, Yammer will delete its copy of the Q&A content for that meeting within 30 days of all users being deleted.

GDPR for Q&A in Teams

When you complete a Data Subject Request through the Microsoft 365 Admin Center, it will automatically remove users' contact information from all their content in the Q&A app.

Deleting an individual message from Q&A in Teams

To delete a question or answer posted in the Q&A application, perform the following actions:

  1. Access the Exchange Admin Center as a Global Administrator.

  2. Navigate to Recipients > Mailboxes and search for the user who organized the meeting.

  3. Select the meeting organizer, then click on Manage mailbox delegation. In the Read and manage section, select Edit, then Add permissions.

  4. Add yourself as a delegate of the meeting organizer, then select Save.

  5. Open Outlook Calendar in the Outlook Web App (not desktop) and select Add calendar then Add from directory.

  6. Search for the meeting organizer, then add their calendar to My calendars. Meetings for the user you've delegated access to will now be shown on your calendar.

  7. In your calendar, find the meeting you want to delete content for, open the meeting record, and select Chat with participants. This will open the meeting chat in Teams.

  8. Navigate to the Q&A application in the Teams app bar.

  9. Find any questions or answers you want to delete and select Delete.

    Note: Deleting just the question will result in the first answer showing up as the question itself. To work around this, delete the answers to the question before deleting the question.

  10. Once you're finished deleting content, go back to the Exchange Admin Center and remove yourself as a delegate of the meeting organizer.

Available languages for Yammer versus Teams

The Q&A app will default to the user's language for Teams. When there's a difference in the languages available for Teams versus Yammer, the following will occur for these languages:

  • Nearest Primary Language—Yammer will default to the nearest primary language, if available. For example, Yammer doesn't provide a French Canadian (fr-CA) version, so it will display content in French (fr-FR) instead.

  • Unsupported Language—If the language is not provided by Yammer at all, Yammer will default to US English (en-US).

Enabling sign-ins

To ensure that users in your organization can add the new Q&A app to the Teams meeting, admins need to make sure that sign-ins for the Office 365 Yammer service have not been disabled in Azure Active Directory (Azure AD).

  1. Go to the Azure AD admin center > All services > Enterprise Applications > Office 365 Yammer > Properties.

  2. For the Enabled for users to sign-in? option, select Yes if required.

Admin settings for the Q&A app

The Q&A app can be managed using the normal settings and policies available to Microsoft Teams admins. See Admin settings for apps in Microsoft Teams.

FAQ

Q: How is the Q&A app managed?

A: As an admin, you can view and manage all Teams apps, including the Q&A app, for your organization.

How to export Q&A content?

A: Q&A content is stored in the Microsoft 365 compliance center and accessed through eDiscovery. Future iterations will include a meeting highlights report and export functionality for meeting organizers. 

Q: Does Q&A support Microsoft 365 Multi-Geo capabilities?

A: Q&A does not currently support Microsoft 365 Multi-Geo capabilities. Q&A data will be stored in North America or EU by default (depending on the customer's Yammer network location). 

Q: How to enable Q&A for all meetings and webinars?

A: Currently, the Q&A app must be added to each meeting by the meeting organizer. Future iterations will include the ability of adding Q&A at meeting creation in Outlook and Teams and meeting delegate support.

Q: Can I have a new Q&A feed for every new recurring meeting?

A: Currently the Q&A app supports one Q&A feed for all recurring meetings. Future iterations will include the ability for organizers to create new Q&A feeds for each recurring meeting. 

Q: Is Q&A available in GCC?

A: The Q&A app is available in GCC when GCC admins enable Yammer Enterprise in their Microsoft 365 tenant.

Q: Where can I learn more about structured meetings?

A: Follow these best practices for hosting successful large meetings in Microsoft Teams.

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