IT Asset Management in Microsoft Teams Guide
                     IT Asset Management in Microsoft Teams Guide
IT Asset Management in Microsoft Teams: A Step-by-Step 
Guide
Every organization, big or small, runs on assets. From laptops and mobile 
devices to software licenses, projectors, and even furniture—assets keep 
work moving.
But here’s the challenge: in most companies, tracking assets is still 
done through spreadsheets, emails, or outdated systems.
Quick Read
Summary generated by AI, reviewed for accuracy.
Add an asset management app in Teams to record, assign, and track 
assets in one place. No more scattered spreadsheets—everything runs 
inside Microsoft 365.
IT teams get automated approvals and reports, while employees can 
request or update assets right from Teams. Simple, fast, and 
transparent.
1. This outdated approach has real consequences:
 Lost assets cost businesses millions annually.
 Shadow IT (untracked tools and licenses) grows when there’s 
no clear system.
 Audits become nightmares because asset data is scattered.
Now, add hybrid work into the mix. Employees are spread across offices, 
home setups, and client sites. Assets move more often than ever, making 
oversight harder.
This is where IT Asset Management (ITAM) inside Microsoft Teams makes 
sense. Instead of juggling multiple tools, asset tracking becomes part of 
your daily collaboration hub—right alongside your chats, meetings, and 
documents.
Think of it this way: You wouldn’t manage your company calendar outside 
Teams or Outlook, right? Then why manage assets in spreadsheets when 
you can have them right in Teams?
The Role of Microsoft Teams in Modern Workplaces
Microsoft Teams has quietly become the “work operating system” for 
millions of organizations. With over 300 million active users worldwide, 
Teams isn’t just for chat or meetings anymore.
Here’s why Teams is the natural home for IT Asset Management:
 Centralization: People already spend hours daily in Teams. Adding 
asset management there reduces context switching.
 Collaboration: When IT assigns a laptop or HR issues an access 
badge, the entire workflow can happen in Teams chat, with 
approvals and notifications
built-in.
 Integration: Teams connects seamlessly with SharePoint, Power 
Automate, Outlook, and Power BI. That means asset management 
doesn’t live in isolation it’s part of your Microsoft 365 ecosystem.
By embedding Asset Management 365 into Teams, you make asset 
tracking part of your team’s natural workflow—not an extra burden.
What is IT Asset Management?
IT Asset Management (ITAM) is the structured process of tracking, 
managing, and optimizing an organization’s technology assets 
throughout their lifecycle. These assets can include hardware (like 
laptops, servers, and mobile devices), software (licenses, subscriptions, 
applications), and even cloud services.
The goal of ITAM is to ensure that every asset is:
Accounted for –  No device or license goes missing or untracked.
Optimized –  Assets are used efficiently, avoiding waste or duplication.
Compliant –  Software and services meet licensing agreements 
and audit requirements.
Cost-Effective –  Reduces unnecessary purchases and lowers total 
ownership costs.
Secure –  Prevents risks from outdated or unauthorized tools.
Key Functions of IT Asset Management
 Asset Discovery –  Identifying all assets in use across the 
organization.
 Lifecycle Tracking –  Monitoring assets from purchase → 
deployment → usage → disposal.
 License Management –  Ensuring software compliance and 
avoiding penalties.
 Financial Oversight –  Tracking depreciation, renewals, and 
support costs.
 Reporting & Audits –  Providing transparency for decision-
making and compliance.
Why It Matters
 Supports better budgeting by showing where money is spent.
 Improves employee productivity by ensuring the right tools are 
available.
 Enhances security by reducing shadow IT and unmonitored 
devices.
Benefits of Running Asset Management in Microsoft Teams
Managing IT assets directly inside Microsoft Teams brings efficiency, 
transparency, and collaboration to the heart of daily work. Instead of 
switching between multiple tools, employees and admins handle asset 
requests, approvals, and tracking in the same space where conversations 
and projects already happen.
Centralized Workspace
All asset data, requests, and approvals live inside Teams, eliminating 
scattered spreadsheets and endless email chains.
Seamless Collaboration
HR, IT, and Finance teams can coordinate asset handovers, renewals, or 
returns in real time—right alongside chat and meetings.
Higher Productivity
No context switching. Employees request a laptop, managers 
approve, and IT updates records—all without leaving Teams.
Improved Transparency & Accountability
Employees see their assigned assets, managers view utilization, and 
admins get audit-ready logs.
Cost Savings
Reduces duplicate purchases, prevents lost assets, and optimizes 
resource usage.
User-Friendly Experience
Familiar Teams interface ensures quick adoption and minimal training.
Running Asset Management inside Microsoft Teams means smarter 
workflows, faster decisions, and better control over organizational 
resources—all within the platform employees already use every day.
Prerequisites Before You Begin Setup
Before diving into installation, check these boxes:
Common Problems with Traditional Reporting
 Data silos –  Information spread across spreadsheets, paper 
files, or disconnected systems.
 Manual entry –  Increases the risk of human error and leads to 
outdated or inconsistent data.
 No visual analytics –  Limits quick understanding or pattern 
recognition by stakeholders.
 Poor tracking –  Difficult to monitor asset status, usage, or 
upcoming maintenance.
 Limited access –  Teams cannot collaborate easily or view 
real-time data.
Why Digital Reporting Is Now a Must-Have
 Global or SharePoint Admin Rights: Only admins can install and 
configure the app.
 Teams Admin Center Access: To set permissions and pin apps for 
users.
 API Permissions Enabled: Asset Management 365 relies on 
backend APIs to function smoothly.
 Custom App Uploads Allowed: Ensure your org policy lets you 
upload and pin apps inside Teams.
Quick Deployment Steps: IT Asset Management in Microsoft Teams
Deploying IT Asset Management in Microsoft Teams is quick and simple. 
By connecting Asset Management 365 from SharePoint and setting a few 
permissions,
you can give your teams instant access to request, assign, and track 
assets right within their everyday workspace.
Here are the steps to set up Asset Management 365
Step 1: Deploy Asset Management from SharePoint to Teams
The journey begins in your SharePoint environment. Head to the 
SharePoint App Store and deploy Asset Management 365 from there. This 
ensures the app is connected to your Microsoft 365 environment with all 
the right permissions.
Once deployed, navigate to the Files menu and select “Sync to Teams.” A 
confirmation box will pop up with a neat “Sync success” message. This 
small step is critical because it bridges SharePoint and Teams, allowing 
the app to live in both environments simultaneously.
Think of this like introducing two friends who will now work together—
SharePoint provides the foundation, while Teams becomes the 
interactive workspace where everyone can use the app daily.
Step 2: Configure Teams App Permissions
Even though the app is installed, it needs to be made available to all 
employees. This happens inside the Teams Admin Center.
 Open https://admin.teams.microsoft.com/.
 Navigate to Teams apps → Setup policies.
 Select Global (Org-wide default) policy.
 Ensure the following toggles are turned ON:
 Upload custom apps
 User pinning
Next, click “Add apps,” search for Asset Management 365, and hit Add → 
Save. A pop-up will confirm the changes. Finally, pin the app so that it 
shows up automatically in the Teams sidebar for every user under that 
policy.
This step is like placing a tool in the office where everyone can see 
and use it, instead of hiding it in a drawer.
Step 3: Pin and Access the App in Teams
With permissions configured, the app now appears inside Microsoft 
Teams. Users can simply open Teams, glance at the left sidebar, and 
find Asset Management 365 pinned alongside their chat, calendar, and 
files.
Clicking the tab launches the app instantly, giving teams direct access 
to request, assign, or track assets. Whether it’s IT managing laptops, HR 
handling onboarding kits, or Finance checking license renewals—
everything is available within Teams itself.
In practice, this feels like having a dedicated asset locker inside your 
chatroom— always accessible, always organized.
Step 4: Walkthrough of App Features
Asset Management 365 is more than a simple tracker. Once inside 
Teams, you’ll notice a variety of powerful features:
 Assign & Return Assets: Allocate or recover items in a few clicks.
 Lifecycle Tracking: Monitor each asset from purchase to retirement.
 Custom Templates & Fields: Adapt forms to fit your organization’s 
unique needs.
 Barcode/QR Tagging: Scan and fetch details instantly—perfect for 
audits.
 Dashboards & Reports: Get a visual snapshot of usage, 
availability, and aging.
 AI Automation & Alerts: Receive reminders for renewals and 
compliance deadlines.
 Enterprise Security: Built on Microsoft’s Zero Trust model, ensuring 
sensitive data is safe.
Together, these capabilities transform Teams into a smart asset hub, 
empowering your workforce to manage resources seamlessly while IT 
maintains full visibility and control.
Best Practices for Successful Adoption
Adopting IT Asset Management 365 in Microsoft Teams isn’t just about 
installing the app—it’s about ensuring teams embrace it and use it 
effectively. Below are some proven best practices of asset management 
to drive successful adoption:
Start with a Pilot Team –  Begin with a small group, like IT or HR, to test the 
system and refine workflows.
Provide Hands-On Training –  Offer short demos with real asset request 
examples to build confidence.
Use Clear Naming Conventions –  Standardize asset codes (e.g., LT-NYC-
001) for easy tracking and reporting.
Encourage Self-Service –  Allow employees to request and check assets 
directly in Teams.
Leverage Dashboards & Reports –  Train managers to use asset reports for 
quick insights and better decisions.
Automate Notifications –  Set reminders for renewals, returns, and 
warranties to avoid lapses.
Conduct Regular Audits –  Review data frequently to ensure 
accuracy and eliminate shadow IT.
Promote Change Champions –  Empower early adopters to guide others 
and drive adoption.
Integrate with Microsoft Ecosystem –  Use Power Automate and 
Outlook reminders to streamline workflows.
Monitor and Improve Continuously –  Collect feedback and adjust 
processes for long-term success.
Common Mistakes to Avoid
Rolling out IT Asset Management 365 in Microsoft Teams is 
straightforward, but organizations often stumble on small missteps 
that affect adoption and efficiency. Avoiding these mistakes can save 
time, reduce frustration, and ensure smoother operations.
Not Pinning the App for Users
If Asset Management 365 isn’t pinned in the Teams sidebar, many 
employees may not even know it exists. Pinning ensures visibility and 
quick access.
Skipping User Training
Installing the app is not enough. Without training, employees may revert 
to old habits like emails or spreadsheets, reducing the value of the 
system.
Overcomplicating Asset Forms
Adding too many custom fields or unnecessary details makes the app 
confusing. Keep forms simple, with only the most relevant fields.
Ignoring Permissions Setup
If admin policies in the Teams Admin Center are not configured properly, 
users may face access issues or be unable to request assets.
Forgetting to Automate Reminders
Without renewal or return notifications, assets can be misplaced, 
warranties can lapse, and compliance risks may grow.
Failing to Conduct Regular Audits
Unreviewed data quickly becomes outdated. Missing assets, duplicate 
entries, or inaccurate records can compromise trust in the system.
Not Leveraging Reports and Dashboards
Some organizations forget to use reporting features, missing valuable 
insights into utilization, costs, and idle resources.
Rolling Out Without a Pilot Phase
Launching company-wide without testing in a smaller group can lead to 
overlooked issues and unnecessary disruptions.
Security & Compliance Considerations
When deploying IT Asset Management 365 in Microsoft Teams, security 
and compliance must be top priorities. Since assets often involve sensitive 
data, the system is designed with Microsoft’s enterprise-grade safeguards. 
Key considerations include:
1. Built on Microsoft Security Framework
Uses Microsoft 365’s robust infrastructure with multi-factor 
authentication, encryption, and conditional access.
2. Role-Based Access Control
Ensures only authorized users (admins, managers, employees) can 
perform specific actions.
3. Audit Trails & Transparency
Every assignment, return, or update is logged for compliance and 
accountability.
4. Data Compliance
It adheres to standards like GDPR and ISO, making it suitable for 
regulated industries.
5. Secure Integrations
Works seamlessly with Power Automate, Power BI, and Outlook without 
exposing data to third-party risks.
This keeps ITAM secure and compliant with internal and external 
regulations.
Integrations with Microsoft 365 Ecosystem
One of the biggest advantages of using Asset Management 365 inside 
Microsoft Teams is how seamlessly it connects with the broader Microsoft 
365 ecosystem.
These integrations transform asset management from a standalone 
function into a fully collaborative, automated, and data-driven process.
Power Automate
Build automated workflows for asset approvals, renewal requests, 
or return reminders.
Example: When an employee requests a laptop, Power Automate can 
notify the manager for approval and update the asset record instantly.
Power BI
Create interactive dashboards for asset utilization, costs, and lifecycle 
tracking.
Managers can quickly spot trends, identify underused equipment, and 
plan future purchases with data-driven insights.
Outlook
Get automated notifications for contract renewals, warranty 
expirations, or asset returns.
Ensures critical dates never slip through the cracks.
SharePoint & OneDrive
Store related documents like invoices, warranty cards, and user 
manuals in a secure, centralized location.
By leveraging these Microsoft 365 integrations, organizations can 
streamline workflows, improve decision-making, and enhance 
accountability—all without leaving the tools employees already use daily.
Future of IT Asset Management in Collaboration Hubs
The future of IT Asset Management (ITAM) is being reshaped by 
collaboration platforms like Microsoft Teams. As work becomes more 
hybrid and distributed, asset management will move deeper into these 
hubs. Here’s what to expect:
1. AI-Driven Automation
Assets will be assigned automatically based on employee role, 
department, or project.
Example: A new developer could instantly get a laptop, software 
licenses, and access rights on day one.
2. Predictive Maintenance
Systems will track device performance and notify IT before 
failures occur. Minimizes downtime and extends asset lifespan.
3. Seamless Collaboration
Asset requests, approvals, and tracking will be as simple as 
sending a chat message.
Teams and other hubs will become the one-stop shop for all asset 
interactions.
4. Enhanced Compliance & Security
Stronger audit trails and automated reporting for regulations like 
GDPR or ISO. Greater visibility to avoid risks of shadow IT.
5. Focus on Sustainability
Track environmental impact of assets.
Encourage recycling, reuse, and greener procurement choices.
The future of ITAM in collaboration hubs is smarter, more secure, and 
environmentally responsible—turning asset management into a 
seamless part of everyday teamwork.
Conclusion
Managing assets within Microsoft Teams transforms the way 
organizations work— bringing visibility, control, and collaboration into a 
single hub. With Asset Management 365, teams can streamline requests, 
track resources, and ensure accountability without juggling multiple 
tools. This integration makes asset management smarter, more 
efficient, and perfectly aligned with the future of digital workplaces.
With Asset Management 365 in Microsoft Teams, you can streamline 
requests, track resources, and ensure accountability—ready to simplify 
asset tracking? Get Started Now!