Microsoft Teams | Settings – Apps

The “Settings – Apps” menu item (often called “Teams apps”) is huge, but one sub-area is particularly crucial for the daily comfort of your users: the app setup policies.

Here, you don’t decide which apps are generally allowed (that’s what the permission policies do), but where and how these apps are visible to the user.

Think of this area as the architect who decides which tools are on the workbench and which are stowed away in the cabinet.

What are app setup policies?

As the description text in the admin center reveals: “App setup policies control how apps are made available to a user with the Teams app.”

In plain language: You determine which icons appear in the left app bar (desktop) or in the lower navigation bar (mobile) and in which order they are arranged.

1. The “Global” Policy (The Office Standard)

If you don’t change anything, the Global (organization-wide default) policy will apply to all of your users. In the screenshot we can see the classic configuration with 6 elements that every office employee knows:

1. Activity
2. Chat
3. Teams
4. Calendar
5. Calling
6. OneDrive (formerly “Files”)

My tip: This standard occupancy is perfect for 90% of office workstations. Having OneDrive directly in the bar promotes working with cloud files enormously.

2. The “FirstLineWorker” Policy (The Specialist)

Microsoft often ships with a second standard policy: FirstLineWorker. This is intended for employees in production, retail or service who often work remotely. A look at the list (4 elements) shows the difference:

1. Activity
2. Shifts – This is where the focus lies!
3. Chat
4. Calling

Do you notice anything? “Teams” (channels) and “Calendars” are missing from the standard view of the bar. This reduces complexity for employees, who primarily need to know: “When do I have to work?” (Shifts) and “Who do I have to call?”.

Create Your Own Policies: Your Options

If you click Add , you can build a custom policy (e.g., for sales or HR). You have the following adjusting screws:

A. Installed apps vs. pinned apps

There is often confusion here, hence the clarification:

• Installed apps: Apps you add here are delivered to the user in the background. He doesn’t have to look for them in the store. They are “there”, but do not immediately block the view.
• Pinned apps (app bar): This is the premium property on the left side of the screen. Here you define the favorites.
  • Extensions: You can now also specify apps that should appear specifically in messaging, meeting or call extensions . In the standard, “No pinned apps” is usually stored here.

B. The Two Freedom Switches

At the top of the guideline, you’ll find two inconspicuous but powerful switches:

1. Upload custom apps:
   • Do you allow users to upload their own app packages (.zip) (sideloading)?
   • Security Best Practice: In most production environments, this should be set to Off and enabled for developers only.
2. User pinning:
   • Is the user allowed to change his sidebar himself (detach apps, pin new ones)?
   • Recommendation: Leave this on On. Users love to sort their tools themselves. If you disable it, you will statically impose your view on them.

Conclusion: Your lever for more usability

With the app setup guidelines , you can play a key role in shaping the digital workplace of your colleagues. You decide whether Teams looks like an overflowing toolbox to them or a tidy workbench on which every handle sits.

In summary, my 3 Golden Rules:

• Keep standard clean: The “global” policy should remain lean and cover the lowest common denominator (chat, teams, calendar).
• Serving target groups: Use custom policies only where departments (like sales or HR) really need specialized tools every day.
• Leave freedom: Leave the “Pinned user” toggle on. Nothing promotes acceptance more than when users are allowed to push their most-used apps to the top positions themselves.

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