Text Transcript - Getting Started With Microsoft Teams


[Title Card: LI Tech Advisors. Managed Service Provider. Getting Started with Microsoft Teams]
Dawn [Narrator]:
Microsoft Teams is a collaboration app in Microsoft 365

that helps your team stay organized and
have conversations all in one place.

Hi I'm Dawn. In this training we'll
explore what you need to know to start

[Slide changes to read: Microsoft Teams is a Portal. A list of four items - Collaboration, Small Projects, Connection, Work Groups.]
being productive with Microsoft Teams.
Teams brings together chat,

[The word "Teams" is shown with five individual arrows pointing to "Chat", "Meetings/Calendars", "Audio & Video Calls", "Apps", and "Files"]
meetings, calling, content collaboration,
and shared files and apps in a single

secure location. As we continue we'll
look at an overview of the Teams

interface, explore Teams and channels, work with

chat for informal conversations,
learn about scheduling and attending

meetings and also see how you can work with files

[Microsoft Teams main interface is shown]
and apps. 
The Microsoft Teams interface includes a

navigation bar where you'll see
notifications

[The navigation bar is highlighted. Included on this navigation bar are "Activity", "Chat", "Teams", "Calendar", "Calls" "Files" and "..."]
about your recent activity, chats, teams, meetings, files, and apps.
Let's look first

at teams and channels.
A team is a

collection of people, content, tools, all based on

a specific project or group. So here for
instance is a

company-wide team for the Contoso Organization.

[Contoso area is highlighted. Under "General", the words "Company-Wide Communication" is shown]
All teams will start with a general
channel

and then additional ones can be added as
needed.

[Mark 8 Project Team is highlighted. The options in this area are "General", "Design", "Digital Assets Web", "Go to Market Plan", and "Research and Development"]
But here we have a team that's more
project based

and unlike the company-wide, not everyone
would see this or be involved with this

team.
Or it might be department-based such as

sales and marketing.
Now, as you can see here teams are made

[Zoom in on the Mark 8 Project Team section]
up of channels
and you build those channels by topic,

department, projects, smaller work groups
and it could even be for some fun so,

channels are really where the real work
gets done.

Where you hold meetings, have team
conversations

and share and work on files. 
You might think of teams as

different houses with each channel as
rooms in the houses.

[Sales and Marketing area shown. Options in this section are "General" and "Monthly Reports"]
So let's explore the sales and marketing
team in a little bit more detail and by

the way these teams can be
moved up or down in your view so that

you can give priority to the ones you
want to work with

more often. 
One of the things that will help you in Microsoft Teams is to

understand a little bit more about the
visual information that we see here.

If a channel is in bold that means that
there's been some

additional activity since you were last
in that channel.

[Mouse cursor hovers over the number 2 in an orange circle next to "General"]
Here we see an indicator which is
telling us that we've had some

"at" mentions -  that is some specific
mentions to us

personally or to that team - the
explanation mark

indicates that we have a message or
conversation that's been flagged as

[Three comments from users, along with the users' profile photos and names. A tooltip generates stating "Reply to the message here, or start a new conversation below"]
"important."
If i click on monthly reports we would

see this important message as part of

this conversation within this channel. 
As we continue i'll show you how

to create and manage
teams and channels but for now let's

step back to explore
a little bit more about the Teams

[Focus goes to the navigation bar]
interface. 
In the navigation bar we can see that we have some additional

[Mouse cursor hovers over the number 8 in an orange circle next to "Activity"]
indicators. 
Activity is showing you everything

that's happened on your team and all of
your unread messages,

["Activity" is selected, and new comments from users are shown in a feed adjacent to the navigation bar]
replies, mentions, and so on. 
This number here

is simply telling us this this much was
missed

or that we've got this much to look at
and then we can follow then this

activity to see exactly what happened. 
And it

could be that someone mentioned you
or that someone reacted to a post.

All of this activity here so you can
make a determination about

where you should go next. 
The nice thing about this activity as well

[Filter button is pressed and a text input field labeled "type to filter" generates. The word "Marketing" is typed in and the results are filtered]
is that there is a filter so within that
I could type in a specific word that I'm

looking for and notice how that filters
down

the mentions or the activity whether or
not

["Chat" is selected in the navigation bar. The main content area of the interface shows the words "Have private conversations. Sometimes you just want to chat or video call privately one-on-one or with a group. Private Chat and Calling."]
it's something that I've seen before.
Chat is where you can start a

conversation with one or more
members of your team organization this

is also where you can make video or
audio calls directly from chats.

["Calendar" is selected in the navigation bar. The main content area of the interface shows a calendar for Monday through Friday. Tasks are shown within each day's column. The length of the task corresponds to how long that task is scheduled to last.]
In the calendar, you can view your weekly
schedule and easily create

["Calls" is selected in the navigation bar. Options shown are "Speed Dial", "Contacts", "History", and "Voicemail". In the main content area, other users' names and profile pictures are shown]
new meetings.
In calls if this option is enabled by your organization you can use

this area to call people
or sometimes even to capture voicemail.

["Files" is selected in the navigation bar. Options shown are "Recent", "Microsoft Teams", "Downloads", and "OneDrive". In the main content area, the words "We keep your active files handy. Come here to find what you've worked on lately" are shown]
From the files icon we can then see
all the files that have ever been shared

[The "Apps" screen is shown. A "Search All" text input field is present, along with examples of possible app choices.]
by the team.
And the apps icon this gives us the

ability to access additional apps that we could run

[The "Search" text input field is highlighted]
or work with through teams.
The command box at the top of the screen

gives us the option to globally search
items or people,

take quick actions, and launch
applications.

[Mouse cursor hovers over the user's profile picture]
And then finally our profile in the
upper right hand corner,

[The user profile menu is expanded]
this is where you can customize settings,
change your status for availability, and

have access to other key areas related to you

within teams. So we'll explore some of
these options in more detail as we

[The "Teams" screen is shown. Three comments from users appear in the main content area]
continue our look at Teams.
Let's look next at creating and managing

teams. 
In most organizations everyone can

create a team,
however many of the teams you need may

already have been created
and so it's a good idea not to have a

huge number of teams which can make it
more difficult to bring people together

on a common issue.
Depending upon your needs if you have a

short-term project for example,
a channel within an existing team might

be the best option,
but what if you want to join or create a

team?
We can start this at the bottom where we

see this option - "Join or Create a Team." Here you see all

[The main content area shows the title "Join or create a team." Options presented are "Create a Team" or "Join a team with a code"]
of the available teams.
Teams can be public or private. Public

teams in your organization will display
automatically.

If it's a private team it's possible
that you have received a code to join

that, or you may have just been automatically

invited to that
and so it would already display in your

list of teams.
For this I'll create a team. Next, you

["Create a Team" screen is shown. Options presented are "Build a team from scratch" and "Create from an existing Microsoft 365 group or team"]
have two options you can build a team
from scratch

or you could actually create it from an
existing team.

That is, it could be a template. 
If for instance you were building a

project team there might already be a
structure

set up from a previous project you've
worked with.

In this case I'll build a team from
scratch.

***[Screen changes to show "What kind of team will this be?" Three options are present: "Private", "Public", and "Org-wide"]
From here we pick the type of team
is it private where people need to be

invited
to the team or need to request

the ability to join that team? 
It could be public

meaning anyone in your organization can
join it.

They are automatically included but they
would be able to then they would see

that in the search and the ability to join that

team.
Or is it organization-wide, everyone in

the organization automatically joins it. 
In this case I'll

make this private.
And this is a project team.

[Team details screen is shown. A "Team Name" text input field and a "Description" text input field are present. "Evergreen Project Team" is entered]
Once you've added the team name and
a useful description, choose create.

["Add Members" screen is shown. An input field with the label "Start typing a name, distribution list, or mail enabled security group to add to your team" is present]
Next, we'll add some team members.

[The name "Lynn" is typed. A drop-down list item of a user named "Lynne Robbins" is generated.]
As you start typing, you'll see any
organization members that

would match that name or information, it
could be a distribution list as well.

[The "Add Members" input field now shows four users added]
Now I have my team members, I will add
them to this

[Each user's profile is shown with a drop-down list box reading "Member"]
brand new team. 
For right now, everyone is a member of the team.

I'll explain more about roles as we
continue

[The main interface screen is shown. The Evergreen Project Team is dragged and dropped to the top of the Teams project list]
and we'll close. 
So here I have my new project team. 
I'll move that up

by simply dragging it to make that a
little bit more accessible.

[The "General" channel under Evergreen Project Team is highlighted]
It can be helpful to know that by
default

every team gets a general channel. 
Now this is a good one to use for

information and announcements that the
whole team needs,

but for specific issues and topics you
want to create a separate channel.

[Zoom in on a text input field labeled "Start a new conversation. Type @ to mention someone."]
In this general channel I start a conversation.
Now notice as I click into

this, that this could just simply be some

standard text.
But we have some other options as well.

[Mouse cursor hovers over buttons "Formatting", "Attach", "Emoji", "GIF", "Stickers", "Stream", "Praise", and "More options"]
Specific formatting, attaching a file,
emoji, GIF,

stickers, stream which gives us the
ability to

work with videos, to record,
praise, and there's even more and this is

a flexibility that we have within

[The text "I'm excited to start planning our new LMS!" is typed]
Microsoft Teams.
For now, I'll put in a standard message

but maybe we want to just brighten that
up a little bit with an emoji

[Emoji button is activated. A menu pops up and a smiley face emoji is selected]
and we'll go ahead and either hit Enter
or you can

[Mouse activates the "send" arrow. The comment is posted along with the user's profile picture]
click the Send arrow on the right. 
Notice as well that the channels

will reflect the activity that takes place.

The nice thing about teams conversations
is that you can actually edit this

message.
Now you can only edit your own messages

but that gives us a little bit more
flexibility if we forgot to

mention something or we have a typo, 
anything like that.

[Mouse cursor hovers over the message. A menu showing various emojis and a "..." option is generated]
Now if you hover over the message, one of
the things that you might notice here

are these reactions. 
So these are similar to some of the

reactions we see in social media
platforms.

["More Options" is activated. A menu with many options is generated. "Edit" is selected]
We also have the dot dot dot. 
This is something we see

throughout the Teams interface. 
From "more options,"

notice all of the possible things that
you can do here.

We could delete this message, we could
copy a link to it,

and we could edit.
And what I want to do is have an

"@" mention.
An "@" mention is handy in a
conversation because it's a way to

[Screen changes to show the words: Power Tip - @ Mentions include: @Team, @Channel, @Person]
either flag the entire team,
the channel, or even individuals. 
And this

is a way to then
further notify those people

[Message screen is shown. "@" is typed into the message. A menu showing names of team members is generated]
that there has been some activity.
Notice when I type the "@"

only the team members show up and I
could select

one of these individuals so that they
are

mentioned. 
But I want this to be for the entire team.

For that, I'll type the word "team." 
If you're in a specific

channel and pick this from the
suggestions,

an "@" mentione could also be "@channel". So this would call attention to

that new conversation within the channel
for anyone who has flag notifications.

Because I'm editing, now my options are a
little bit different here

and I'll simply hit the check box to say
that I'm done.

[Screen zooms in on an orange icon with three stick figure people. Tooltip shows the words "Team Evergreen Project Team was mentioned"]
This indicator here tells us
that there is an "@" mention.

Over time, existing teams can also evolve
and let's look then at how to manage a

[Mark 8 Project Team menu is shown. "More options" menu is selected. A menu with many options is generated]
team.
For the Mark 8 project team, we'll go to

the dot dot dot for more and here we have options

such as "leave the team,"
we can "add a member," for this I'll manage

["Add Member" screen is shown]
team. 
Within a team there are three possible roles:

Owner, Member, Guest.
Now you must be a team owner to invite

[Screen changes to show the following: Power Tip - Your organization must enable the option to invite an outside guest to a team]
guests.
If you're creating a team, you

automatically become an owner so we can
see that we have

multiple owners for this. 
Owners can add or

["Add Members" screen is shown. The role of "Owner" is highlighted next to each user] 
delete members from a team, they can even delete a team.

To help share the load, it's good to have
multiple co-owners of a team that way if

you're not available
other team members can take care of the

team and it's
frankly a good practice throughout the

use of teams as owners may leave the
organization.

But anyone who has access to this team
would be able to see who is part of it.

["Members and Guests" menu is expanded to show more users]
And here we can see then the additional
members,

their role within the organization,

and we can also add other members,
view the channels that are available in

[Channels tab is selected. A list of channels is shown in the main content area]
this team.
Here you'll see the descriptions which

can be really handy
and explore other information about

[Analytics tab is selected. Various statistics and pie charts are shown in the main content area]
this team. 
For my new team, I'd like to add another person to that

["More Options" next to Evergreen Project Team is selected. A menu with many options generates]
and once again we'll go to the dot dot
dot for more

and although I could go to "manage team"
here I'll simply choose "add member."

["Add Member" modal is generated. "Nestor" is typed into the text input field, and a drop-down selection is generated reading "Nestor Wilke"]
and I'll add Nestor to the list.

["More Options" next to Evergreen Project Team is selected. A menu with many options generates]
What if I want to change his role? 
That's where we go back to "manage team"

["Members and Guests" list is expanded. The "Member" drop-down list is activated and the option "Owner" is selected]
and I have my members and guests,
here is Nestor. 
Under role,

in the drop down, I will choose Owner. 
But now Nestor and I

["General" under Evergreen Project Team is selected]
are both owners of this team. 
I'll return back to the general channel

and for this I want to make this an
announcement.

So Nestor's not only new to the team but
he's also new to the organization.

[Zoom in on a text input field labeled "Start a new conversation. Type @ to mention someone." The "Format" button is selected. A text editor is generated. Tools such as "bold", "italic", "font size", etc are highlighted]
This is where we go to format and what
happens here

is that this opens up our compose box
and

this gives you more flexibility for
formatting,

for the size and style of your text
and to create something that's a little

bit more robust such as you would have
in word processing or even an email.

["Announcement" is selected from the "New Conversation" drop-down list box. The editor changes to show field labels such as "Type a headline", "add a subhead", and "type your announcement"]
For this, I want this to be an
announcement rather than a conversation,

so now I even have more options in terms
of how this might look.

["Welcome Nestor" is typed in the heading field. Mouse cursor hovers over "Color Scheme" and "Background Image" icons. "Color Scheme" is selected and a color pallette chooser is generated. The color is changed, and the comment is posted]
And further formatting is available over
into the right hand side

where I could choose a background image
or even change the color scheme here.

I'll send this now and it will display
within the general channel.

As the team evolves, you'll likely want
to add other channels for specific work

that is - not everyone in the team may be
involved

in more focused projects. 
And it helps to keep things

organized as most people are part of multiple teams.
To create a channel,

["More Options" next to Evergreen Project Team is selected. A menu with many options generates. "Add Channel" is selected. The "Add Channel" modal generates]
I'll go once again to the dot dot dot,
"add channel", any of the team members can

[Fields for "Channel Name", "Desription", and "Privacy" are shown, along with a checkbox labeled "Automatically show this channel in everyone's channel list"]
do this.
In addition to the channel name and

description, another option is the privacy. The

[The "Privacy" drop-down list box is expanded to show options "Standard - Accessible to everyone on the team" and "Private - appears only to a specific group of people within the team"]
default is that
this is a channel that everyone on the

team is able to see.
Another option is a private channel

within the team.
So a private channel is limited to

specific members in fact a private channel can

even have different owners
than the team but all the members in the

private channel would need to be part of the larger team.
A private channel might

be for financial or personnel issues or things

that are a more limited, secure conversation.

Only the people that are part of that
private channel would see it as a

channel within that team.
We'll keep this as a standard channel

[The checkbox labeled "Automatically show this channel in everyone's channel list" is checked. "Add" button is activated]
but I want everyone to see this in their channel list.

[Main interface screen is shown. Channel title "Digital Assets Web" and tabs "Posts", "Files", "Wiki" are highlighted]
And we'll add. 
At the top of each channel are tabs and these are how you organize

your work with links to files, apps, and services. 
Every channel

has three default tabs. 
There's "post",

and this is where your team posts
messages,

replies, conversations, where you can hold
meetings, and even share files.

["Files" tab is selected. A list of files generates in the main content area]
We have "files", this is automatically then
where

shared files are stored and can be
accessed

[Options "New", "Upload", "Sync", "Copy Link", "Download", "Add cloud storage", and "More options" are highlighted]
and can even be co-edited. 
You'll see some options to be able to

directly upload a file, download a file,
sync files, here we have a variety of

[A file is selected and a menu with many options is generated]
actions that we could apply
to this file. 
Including how we'd like to

edit the file.
And then our third tab is a "wiki."

["Wiki" tab is selected. Main content area shows "Page Name - last edited just now" and "Untitled Section - Your content goes here"]
This is an optional area where you can
draft documents, you could track

meeting notes, and collaborate in real
time.

So tabs aren't just containers for your
content they're really active places

[The "Design" option under Mark 8 Project Team is selected. Main content area shows several comments from users]
where you can get your work done.
For this channel we not only have those

[Mouse hovers over and selects the "Usability Priorities" tab. The main content area shows this document]
default tabs but there's another tab

here which is actually a document.
And so this document has been added as a

tab for easy accessibility for review and editing.

To add important tools to the top of a
channel,

[Mouse hovers over and selects a "plus" tab. The "Add a tab" modal is generated. Various types of tab choices are shown, along with a "search" field]
click on this "plus", "add a tab."
For instance we could add one note to

provide easy access to a shared notebook
or "add planner" to create a project board

[The "Design" option under Mark 8 Project Team is selected. Main content area shows several comments from users]
for tracking team tasks. 
One of the things to pay attention

to when you're in a channel in a

conversation, is that these are threaded
conversations

and that means that all of the replies
are an existing conversation are

directly under the previous messages and that's a

good thing to keep in mind that is if i
really want to respond

["Reply" is selected below a user comment. An text input field is generated. The comment "Great job with a tight deadline" is typed and submitted]
to this comment here that I want to
reply

rather than putting my own separate
conversation.

[The "Start a new conversation" field is selected, and the "Attach" button is activated. A menu with many options is generated. The option "Upload from my computer" is selected and the file is attached]
However, if I want to share something
separately

then I could start a new conversation
here and I'm going to attach a file.

Navigate to the location of the file,
select it, it will be part of this

conversation.
I'll use an "@" mention here and I want

to "@" mention the channel.

["@Channel" is typed into the text input field and the "Design" channel is selected from the drop-down list that generates]
And I'll send that. 
As we saw earlier by hovering over an existing message

this is also where we have access to
different

[Mouse hovers over a user comment. A menu with emojis appears. The "heart" emoji is selected.]
options for it including reactions
and those will show up then for that

message. 
As this isn't my message I can't edit it

[The "More Options" button is selected and a menu with many options generates]
but I'm still,
I could mark it or save it, bookmark it,

that is a way to save things
that are more important or that you want

to reference later.
Next, let's explore the other

collaboration tools of Teams in more
detail.

["Chat" is selected from the navigation bar.]
Do you want to talk privately with a
person or a group?

That's where you use chat.
This is the more traditional chat that is typically

one-on-one.
It doesn't have to take place in a team

["New Chat" icon is activated. In the text input field, "All" is typed and "Allan Deyoung" is selected from the drop-down list]
or a channel. 
I want to start a new chat here

and I could either use the keyboard
shortcut Control + N or just simply click

on that pencil.

[A message is typed in the text input field on Allan Deyoung's chat page. The message is submitted and appears in the main content area]
And I want this message to go to Allen.

I'll hit enter to send that. 
Notice I have other

["Video Call", "Audio Call", "Screen Sharing", "Add People", and "Pop out chat" options are highlighted]
options. 
I could have started this as a video call,

an audio call, if that's supported in
your organization.

I could start screen sharing,

could add people to this, or I could even
pop out chat which is a great feature

when you might be working on other tasks
and teams or

[A message bubble with a message from Allan Deyoung is zoomed in on]
other projects on your computer. 
If I have teams minimized

or I'm working on another project, I'll
see this notification that Allen has

[Main content area shows Allan Deyoung's message. The "GIF" button is selected and a menu of possible GIF choices generates. The GIF is posted to the chat]
responded to my chat.
And now I have an update for that.

And depending upon how formal or
informal my organization is,

then we might add a GIF or something
else

fun to response.

Or it could simply be a simple reaction.
Now because Allen and I are going to be

involved in a number of different projects together,

["More Options" next to Allan Deyoung's name is selected. A menu with many options is generated. The option "Pin" is selected]
I want to go to the dot dot dot here
and I'm going to "pin" his name - our chat -

to the top there so I can easily get to
that.

["Calendar" is selected from the navigation bar. The main content area shows a Monday through Friday calendar with various tasks each day]
In Calendar, you can see everything
you've got lined up for the day,

the week, or the work week. 
This is easy to change

[The "Work Week" drop-down list box is opened. Options "Day", "Work Week" and "Week" are present. "Week" is selected. Then changed back to "Work Week"]
in the upper right hand corner where we
can select that we might want to see the

entire week, or focus just on the work week.

This is also where we can schedule a
meeting because your meetings list

stays in sync with your Outlook calendar
so you always know what's going on. So

["New Meeting" button is selected. The "New Meeting" screen is shown. The title "Evergreen Design Meeting" and several people are added]
if I want to schedule a new meeting, I'll
simply choose that option here.

I'll add a few people to this meeting.
You could also invite other people who

are outside the organization so the
meeting doesn't require that they have

Teams as they access the meeting through their browser. But

this is an internal meeting for our design project.
And when

[Calendar date picker is opened and a date is selected]
do I want to schedule that?
I'd like to schedule that next Tuesday

and it might be a little hard for me to know

about availability, so this is where I
could go to the scheduling assistant

["Scheduling Assistant" tab is selected. Main content area shows availability of people on the meeting]
to see when we might be able to do that
and it looks like a lunch hour might be

really helpful for us on that so,

[The hour of 12pm to 1pm is selected. The "Details" tab is selected]
go ahead and select this and we'll go back to the details. 
If we

want the meeting could take place in a
specific

[The "Channel" drop-down list box is expanded. The option "Evergreen Project Team - Design" is selected]
channel, and I'll do that in the design channel of this project.

This also means that everyone would get
a notification

for that meeting in the channel.

[The meeting is created. The calendar shows this meeting for the 12pm - 1pm timeslot]
And I'll send this.
That meeting not only shows up here in

Teams, but it also syncs with my
Outlook calendar.
Another option

in Calendar is "Meet Now."
This can be for a more impromptu meeting.

[The "Design" channel screen is shown. The "Meet" button is selected. The option "Meet Now" is selected from the drop-down list box]
This is also available for us in our
teams

and specifically within a channel.
So here we have that "Meet Now"

option, as well as the choice to "Schedule
a Meeting."

[Meeting Information screen is shown. A custom meeting title is entered. An option to turn on or off a webcam is present. The "Meet Now" button is selected]
Either way this takes us to the same
place where we can then start

a quick meeting.
I can put in a title here, decide whether

or not I want to turn on video, and choose "Meet Now."
So now I have the

[The Meeting screen is shown. The meetings toolbar and a list of potential participants is present]
option to invite other people to that meeting.

As with other Teams meetings,
here we have a meetings toolbar where

[The "General" screen is shown]
additional actions are available to us. 
Let's wrap up this

tour of Microsoft Teams by looking at
the Command

Box.
But wherever you are in Teams, the Command

[Zooms in on "Search" field. "Marketing" is typed and an option "Sales and Marketing" is present in the drop-down list]
Box is always there at the top of the
screen to help you search,

[The term "Marketing" is submitted. Comments containing the word "marketing" are filtered and shown]
take actions, launch applications. 
For instance to search for a message or a

person or channel or even a file. 
Just type what

you're looking for here in the box.
One suggestion is simply the sales and

marketing team or I could hit Enter to see what other

matches there might be and then this
would take me directly to those

conversations.

["/" is typed in the search field and an expansive list of options is presented in the drop-down list]
Another way to leverage the Command Box
is through "slash commands."

And you can either type in a slash at
the top here,

and here we have quick access to some
common actions.
Even faster, easier

because we don't have to navigate up to
the Command Box

is Control and the slash.
From here, we see a list of descriptions

where you can access specific content,
get help, or even change your status.

Pick the one you want or just type it.
So for instance we have "help",

["/keys" is selected from the drop-down list. A modal showing various keyboard shortcuts is presented]
"keyboard shortcuts", "what's new",
and access to files.
And that's our look

at getting started and saving time and effort with

Microsoft Teams.
Thanks for watching.

[End title card: LI Tech Advisors - Managed Service Provider. www.litechadvisors.com. (631) 212-8377. info@litechadvisors.com]