Connectors · Microsoft

Teams

Rencore monitors Microsoft Teams across 22 governance policies, 7 reports, and 11 segments, detecting team sprawl, guest access risks, and inactive workspaces automatically.

Digital Workplace AI & Agents

Published 13 May 2026 For M365 Product Owner, IT Admin, Head of IT

Book a demo Start free trial

Rencore Teams governance is a set of 22 policies, 7 reports, and 11 segments that continuously audit Microsoft Teams for sprawl, guest access violations, inactive teams, and naming standard drift. It identifies teams with external guests who have owner-level access, teams without recent activity that still consume resources, and naming convention violations, then routes each finding to the right owner for resolution.

74 governance capabilities: 9 inventories · 22 policies · 7 reports · 11 segments · 5 automations · 8 provisioning templates

Why govern Teams with Rencore

Control team sprawl

Detect inactive teams (90+ days without posts or meetings), duplicate team names, and teams without owners. Prioritize cleanup by team age, member count, and storage consumed.
Manage guest access risks

Find teams where external guests have owner-level permissions, teams with excessive guest counts, or guests whose invitations have expired but access persists.
Enforce naming and creation standards

Flag teams that violate naming conventions, teams created without required metadata, and teams missing classification labels required by compliance policies.
Track adoption and usage

Reports show activity trends per team, most active channels, app usage distribution, and storage consumption, helping IT right-size their Teams environment.

What Rencore discovers

Rencore automatically inventories these Teams object types.

Team

All teams in your tenant
Channel

All Channels of the Team
Tab

All tabs of your teams in your tenant
App

All installed Teams apps in your tenant
Deleted Team

All teams that have been deleted
Usage

Details about Teams usage in the last 180 days
User Activity

Details about Teams user activity by user
Device Usage

Details about Teams device usage in the last 180 days
Shared Channel External Member

Details about Shared Channel External Members

How Teams governance works in Rencore

Rencore connects to Microsoft Teams via Microsoft Graph API and inventories every team, channel, and guest membership across the tenant. Policies evaluate each object against configurable governance rules and flag violations with severity, category, and recommended action.

Who uses Teams governance

M365 product owners use Teams governance to prevent workspace sprawl and enforce creation standards. IT administrators monitor guest access patterns and inactive teams to reduce security exposure. Heads of IT use the reports to justify governance investments with concrete sprawl and adoption data.

Getting started

Connect your Microsoft 365 tenant, and Teams policies activate within the first scan. Rencore uses read-only Microsoft Graph permissions, no Teams app installation or bot registration required. All 22 policies run automatically on every scan cycle.

Policies

22 governance rules that detect violations and risks.

Severity Category

Teams with very few owners

Shows Teams which have 1 or no owner

High Operation
Teams with many users

Shows Teams with a number of users that exceeds a threshold (default 50 users)

High Operation
Teams that use prohibited words in the name or description

Shows teams that use a list of prohibited words in the name or description

High Operation
Team contains Copilot agent and external members

Detects Team where a Copilot agent is installed and external users are present, posing security concerns.

High Security
Teams with a disabled owner account

Shows Teams that have at least one disabled owner account

Medium User Offboarding
Teams with very few users

Shows Teams which has 1 or 2 users

Medium Sprawl
Teams that reach the 200 channel limit

Shows Teams that have more than 180 channels

Medium Operation
Teams that reach the 100 owner limit

Shows Teams that have more than 80 owners

Medium Operation
Teams with only disabled owner accounts

Shows Teams where all owners have disabled accounts

Medium User Offboarding
Teams without owners

Shows Teams teams without any owners

Medium Sprawl
Teams with less than 2 owners

Shows Teams teams with less than 2 owners

Medium Operation
Inactive teams

Shows teams with no message posted in last 6 month and no SharePoint content modified in last 6 month

Medium Sprawl
Shared Channels with external access

All Shared Channels that have external user access

Medium External Access
Shared Channels without owners

All Shared Channels that have no owners

Medium Operation
Teams that use forbidden/misleading words in display name

Shows Teams that use forbidden/misleading words in the team display name

Low Operation
Teams with many owners

Shows Teams that have more than a certain number of owners (default 10)

Low Operation
Teams with external users

Shows all Teams that have external users/guests

Low External Access
Teams with private channels

Shows Teams with private channels

Information Operation
Teams with many channels

Shows Teams that have more than a certain number of channels (default 50)

Information Operation
New Teams

Teams created in the last 14 days, eg. to send onboarding information

Information Adoption
Public Teams

Shows public teams

Information Security
Teams with inactive external users

Shows teams with external members that have not logged in for more than 6 month

Information External Access

Need a rule that isn't listed? Rencore's Policy Builder lets you create custom policies tailored to your organization. Learn more about the Policy Builder

Reports

7 analytics views and dashboards.

Archived Teams

All Teams that have been archived

List · Uncategorized
New Teams

All Teams scanned the first time in the last 14 days

List · Uncategorized
Private Teams

All Teams that are marked as private

List · Uncategorized
Public Teams

All teams that are visible to everyone in the organization

List · Uncategorized
Private Channels

All private channels in Teams

List · Uncategorized
Teams Pre-Scan

Regular scans for a large amount of Teams may require dedicated database in Rencore Governance

Donut Chart · Operation
Teams hosting Shared Channels

All Teams that host 1 or more Shared Channels

List · Adoption

Automations

5 automated remediation workflows.

Set teams to private by default

Sets public teams to private and informs teams owners about the change
Mark teams with external users

Add External indicator to team title if a team contains external users.
Archive unused teams

Automatically archives unused MS Teams teams
Send one email per Team owner

Send an email to every owner of one Microsoft Teams team and directly addresses the user by first and last name
Send a combined email to all owners of a Team

Send a single (combined) email to the owners of one Microsoft Teams team

Segments

11 data groupings for targeted filtering.

Archived Teams

All Teams that have been archived
New Teams

All Teams scanned the first time in the last 14 days
Private Teams

All Teams that are marked as private
Public Teams

All teams that are visible to everyone in the organization
Private Channels

All private channels in Teams
Shared Channels

Shows channels that are shared
Store Apps

Shows the apps available to all tenants through the Microsoft Teams app store
Organization apps

Shows the (custom developed) apps available only in this tenant
Agents published to Teams app catalog

Shows all Copilot agents and SharePoint agents which are
Teams with Agents

Identifies Teams which had a Copilot agent conversation in the last 90 days
Channels with Copilot Agents

Identifies Team channels with a Copilot Agent conversation in the last 90 days

Provisioning Templates

8 resource creation templates.

Custom Team

Start with an empty Team and configure policies, channels and apps from scratch
Manage a Project

Manage tasks, share documents, conduct project meetings and document risks and decisions with this template for general project management.
Department Workspace

Manage communication inside a department with a team for chat based communication and a SharePoint site for document collaboration.
Manage an Event

Manage tasks, documents, and collaborate on everything you need to deliver a compelling event. Invite guest users to have a secure collaboration inside and outside of your company.
Onboard Employees

Improve your culture and streamline your employee onboarding with this central team for resources, questions, and a bit of fun.
Product Development Workspace

Work together in product development, organize tasks, meeting notes and documents.
Organize Help Desk

Collaborate on documentation, policy, and processes that support your help desk. Integrate your existing ticketing system or use our template to manage requests.
Private Team

Use this template for internal collaboration with your colleagues, to discuss topics, share ideas and documents.

Frequently asked questions

What is Teams governance?

Teams governance is the practice of controlling team creation, guest access, naming standards, and lifecycle across Microsoft Teams. It prevents sprawl (abandoned teams, duplicate workspaces), reduces security risks (external guests with excessive access), and keeps the collaboration environment auditable and compliant with organizational policies.

Can Rencore govern Microsoft Teams?

Yes. Rencore provides 22 Teams-specific governance policies, 7 reports, and 8 segments that cover team sprawl, guest access, inactive teams, naming conventions, and app permissions. Rencore discovers Teams objects and applies policies automatically to detect governance violations across your entire tenant.

What is Rencore governance?

Rencore governance is a SaaS platform that continuously monitors your Microsoft 365 tenant for policy violations, configuration drift, and security risks across SharePoint, Teams, Power Platform, Copilot, and AI Agents. It automates compliance evidence collection, surfaces oversharing and sprawl, and provides actionable remediation workflows, reducing manual audit effort by up to 80%.

Trusted by