Sharing Canvas App In Teams With Security [Building Power Apps In Microsoft Teams – Ep. 13]

In episode 13 of the Building Power Apps in Microsoft Teams series, Pragmatic Works Senior Trainer Matt Peterson walks through the process of sharing a Canvas app created within Microsoft Teams. The session focuses on security, permissions, and the key steps needed to make an app available to team members or colleagues outside the team.

Setting Up Table Permissions

Before sharing a Canvas app, it is crucial to configure table-level permissions. Matt demonstrates this using the student table as an example. Permissions can be managed in Power Apps by selecting the table, then clicking Manage Permissions. These settings control what each user can do with the data.

• Full Access – Users can create, read, update, and delete all records.
• Collaborate Access – Users can create and read records, but may only update or delete their own.
• Reference – Read-only permissions for viewing records.
• Private – Users can create records, but only read, update, or delete their own.
• No Access – Users see the app but cannot interact with data.

These permissions apply to team members automatically added to the app’s associated Microsoft Team. Additionally, settings can be defined for colleagues outside the team to ensure data remains secure while extending access.

Publishing the Application

Once permissions are configured, the app must be published for others to see it. Matt emphasizes that saving an app during development does not make it visible to other users. Only publishing makes the app accessible. He highlights a few important points:

1. Initial Publish – On first publish, choose a specific channel in the team where the app will appear.
2. Ongoing Updates – After publishing, future changes must also be published again to appear for users.
3. Save and Close – For previously published apps, changes are applied by clicking Save and Close.

User Experience in Teams

After publishing, the app appears as a tab in Microsoft Teams. Users can interact with the app directly within the Teams interface. Matt notes that the display may vary depending on design choices, such as scaling and responsiveness.

Users also have several options to improve their experience:

• Expand Tab – Maximizes the app within Teams.
• Pop-Out Tab – Opens the app in a separate window.
• Browser View – Allows the app to be opened in a browser tab for full functionality.

Sharing with Colleagues Outside the Team

Beyond sharing with team members, Power Apps allows apps to be shared with users outside of the Microsoft Team. This is accomplished through the Share with Colleagues option.

Matt explains the steps:

1. Create a Microsoft 365 Group or Azure Active Directory (AD) Security Group.
2. Select the group inside Power Apps and assign access to the desired app (e.g., Student Check-In app).
3. Users can then locate the app in the Teams App Store and optionally pin it to their sidebar for quick access.

Key Takeaways

Matt Peterson’s walkthrough highlights several best practices for sharing apps in Teams:

• Always configure table permissions before publishing to control data access.
• Remember that publishing—not saving—makes the app visible to users.
• Changes require re-publishing to take effect for end-users.
• Use groups in Microsoft 365 or Azure AD to extend app access beyond the team.
• Coach users on options like expanding or popping out tabs for better usability.

Whether you’ve built the app from scratch or are just looking to securely share it, this video ensures that your Canvas apps in Microsoft Teams are deployed effectively and safely. The emphasis on security roles, publishing practices, and user experience equips organizations to confidently roll out apps at scale.

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