SharePoint Saturday Boise 2019 - Microsoft Teams Demystified
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Dive in Explore Collaborate Content Panda CEO, Simeon Cathey demystifies Microsoft Teams be showing you: -When and where to create a Team - Managing your files - Do's and Dont's - Integrating other apps in Teams - The worst in Teams - Safety net, go with confidence
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SharePoint Saturday Boise 2019 - Microsoft Teams Demystified
- 1. Dive In. Explore. Collaborate! Presented @SPSBoise by: Simeon Cathey
- 2. SharePoint Saturday Friday Simeon Cathey CEO, Content Panda https://www.linkedin.com/in/simcat/
- 4. • Tax deductible • Choose from 1.3m US charities • Search charities by location • Biodegradable recycled plastic • 100% goes to charities, zero fees Go to: www.tisbest.org
- 5. Today’s Agenda 1. What is Microsoft Teams? 2. What Tool to Use When 3. Does Teams Require SharePoint? 4. Teams Demonstration 5. Teams Clients 6. Platform Requirements 7. Teams Licensing 8. Tips & Tricks 9. Organizing Teams 10. Guest Access 11. Archive
- 6. Not In Today’s Agenda 1. License Administration 2. PowerShell 3. Service Administration 4. Network Planning 5. Security & Compliance 6. eDiscovery
- 8. What is MicrosoftTeams? If = Then =
- 9. Chat-based workspace in Office 365 A hub for teamwork Give your team quick access to information they need right in Office 365 Chat for today’s teams Communicate in the moment and keep everyone in the know Customizable for each team Tailor your workspace to include content and capabilities your team needs every day.
- 10. Chat for today’s teams People can see content and chat history anytime Team chats and activities are visible to the entire team Use private chats for small group conversations Mobile access on Android, iOS and Windows Phone
- 11. A hub for teamwork Chat, content, people, and tools live in a team workspace Voice and video meetings right within Teams Built-in access to SharePoint, OneNote and Planner Work with Office and other documents right in the app
- 12. Customizable for each team Create different channels for work streams and topics Add tabs to frequently used files and cloud services Get updates from the apps your team uses every day Customize notifications so you don’t miss important info Build integrations with developer preview APIs
- 13. Memberships and Roles Team owners are able to invite anyone in the organization they work Three roles in Teams: • Owner: person who creates the team or assigned the role. Responsible for managing team-wide settings and membership, including invitations • Team member: the people that have been invited to join the team • Guests: Office 365 users who are outside of your tenant can be added to the team by team owners (more info @ aka.ms/guestaccesshelp)
- 15. Office 365: Supporting the unique workstyle of every group Mail & Calendar Outlook Voice, Video & Meetings Skype Chat-based Workspace Teams Sites & Content Management SharePoint and OneDrive for Business Enterprise Social Yammer
- 16. SharePoint • SharePoint Online is a required component for Teams. • If you don't have SharePoint Online enabled in your tenant, Teams users are not always able to share files in teams. • Users in private chat will not be able to share files because OneDrive for Business is required for that functionality.
- 17. Meet Microsoft Teams (demo)
- 19. Full-functioned chat client that can be used from a variety of browsers. Doesn’t yet support conferencing. Desktop Provides support for audio, video, and content sharing for team meetings, group calling, and private one-on-one or private multi-party calls. Mobile Geared at users participating in chat-based conversations while on the go , and currently allows users to have peer-to-peer audio call. Clients for Microsoft Teams Web
- 20. Platform Requirements Web Edge: 12+ Internet Explorer: 11+ Chrome: 51.0+ Firefox: 47.0+ Safari (coming soon) Desktop Windows 7+ (7, 8, 8.1, 10) Both 32 & 64 bit available Mac OSX 10.10+ Mobile Android 4.4+ iOS (iPhone and iPad) 10+ Windows Phone 10.0.10586+
- 21. Plan Teams Clients • Are there any restrictions preventing users from installing the appropriate Teams client on their devices? • What are the preferred methods chosen to deploy Teams?
- 23. Microsoft Teams Licensing Requirements Business Essentials Business Premium Enterprise E1 Enterprise E3 Enterprise E5 Enterprise E4 (retired) Education Education Plus Education E5 Education E3 (retired)
- 24. Microsoft Teams License Assignment By default, the Microsoft Teams license is enabled for all users assigned with the eligible Office 365 subscriptions
- 26. Meeting with external users • Outlook invite • Web access • Phone dial in (need audio conferencing)
- 27. Guest access • Guest access is a tenant-level setting in Teams and is turned off by default • Once enabled, a team owner in Teams can add and manage guests in their teams via the web or desktop.
- 28. Apps and Actions from the Command Box • /whatsnew – This has to be the most useful one given the speed that MS release changes these days. This takes you to the Release notes tab in the T-Bot channel. Worth a regular check. • @Wikipedia – Allows you to do a Wikipedia search. Returns a summary that you can click on to go to the full Wikipedia page. • /goto – If you have a lot of teams or channels or spend a lot of time, as I do, in the Chat part of teams then this is a good way to hop straight to your destination. • /files – Shows your recent files and allows you to search and go to the file you want rather than having to click around your teams to find what you need. • /keys – This is a shortcut to show shortcuts. Nice quick reference for the MS Teams Keyboard Shortcuts. • /call – This allows you to type the first few letters of the person you want to call and select them to call. In big organizations, this could be very time-saving. • /help – Pretty self-explanatory and straightforward. A really good quick way to ask a question of the Teams help via the T-Bot. • /saved – This takes you straight to your list of saved messages.
- 29. Chats & Conversations • Reply – The ‘Reply’ option under each conversation should be used to add further points to that conversation. • New Conversation – The bottom chat entry is used to start a new chat, this is the one most commonly misused to reply to the conversation above. • Conversation on a Document – To start the conversation on an existing document, open the document in teams and then click ‘Start Conversation’ at the top. To start on a new document click the paperclip and upload the document, this will start the conversation and upload the document to the files tab at the same time. • Subject – When creating a conversation it is good to add a subject – By Clicking the ‘A’ icon you get more edit options. Adding the title helps keep focus and context to that conversation. • @mention – Also when starting a conversation or asking a specific question, it’s good to use the @mention functionality to either get the whole channel's attention, by using the name of the channel, or a given team member name. The relevant people then get alerted to this new reply or conversation. • GIFs – In both chat and conversation, if it is enabled on your Microsoft Teams by the administrator, you can brighten up everyone's day and use the GIFs. Just click the GIF icon and have a look around, don't blame me if it distracts you from your work for a while. • Meetings – I have already mentioned this earlier in the post, but worth a mention again – you can also click the camera icon here to either start a meeting now or schedule one for the future.
- 30. Book Marking Messages This is a handy piece of functionality that allows you to save a particular message, or more accurately a position in a conversation or chat, just by clicking on the sash icon at the top of the message: Then you can recall all your saved messages by clicking on your profile picture top right and selecting ‘Saved’ or possibly quicker would be to type in the command bar '/saved'. This gives you a list of all your saved points and on clicking on them takes you back to the point in the conversation you saved them from.
- 31. Navigation
- 32. Tabs for everything! Show iConnectus • Onenote • Wiki • Doc Lib • Dev opps
- 33. Recording
- 36. Structure Teams • Collection of people, content, and tools surrounding different projects Channels • Dedicated sections within a team to keep conversations organized • Places where everyone on the team can have open conversations • Can be extended with Tabs, Connectors and Bots
- 37. Security teams trust Broad compliance standards support: Accessibility, ISO27018/01, SOC 1 and 2, HIPAA, EU Model Clauses & more Information protection with Archive, eDiscovery, Legal Hold, Compliance Content Search, Auditing and Reporting1 Tier-C Compliant Data encryption at all times, at-rest and in-transit. Multi-factor authentication for enhanced identity protection. 1 Archive, eDiscovery, Legal Hold, Compliance Content Search, Auditing and Reporting are in E3 and above suites.
Notes de l'éditeur
- Now that all attendees have had a chance to experience Teams for themselves, take them quickly through a formal introduction into what Teams is, and continue to land the messaging around what it can be for their organization. Do not bog down on details, but let the attendees participate in a discussion blending their first experience and messaging from the introduction to Teams. The Speaker notes in the following slides need to customized for the audience based on their prior knowledge with Teams.
- People keep asking me how they should use Teams, for what and when. Whats the best way? Why doesn’t Microsoft tell us? That’s ok. SharePoint SharePoint history – from total custom to locked down Teams is the result of many years of looking at how people work, how they use SharePoint and other Microsoft tools. Everyone uses these tools differently.
- Slide objective: Introduce Teams as part of the Office 365 collaboration portfolio Talking points: Teams fits in the Office 365 collaboration portfolio by giving teams easy access to the information they need in a dedicated hub for teamwork. Here, people find their team chat, content, people and tools living together in Office 365. There are four key attributes of Teams that help close-knit teams to perform at their best: The modern-day chat keeps everyone in the know with chat history, whether across the team or in a private chat It’s a dedicated hub for teamwork, where people have easy access to everyday apps such as Word, Excel, PowerPoint, websites, and OneNote – the apps teams rely on daily for getting work done Teams is customizable for the way different teams work, including publicly available APIs and bot frameworks Lastly, Teams is designed to provide a great collaboration experience while upholding our commitments to safeguard customer and user data, to protect their right to make decisions about that data, and to be transparent about what happens to that data
- Objective: Land first what Teams is: chat based collaboration for teams Talking points: Teams allows teams to communicate in real time and keep everyone in the know at the same time. All team members can see and contribute to the team chat, seeing chat history at any time to recall past discussions and decisions. You have the flexibility to create private chats for small group conversations with one or many people for when a conversation needs to be taken offline. You stay on top of all of the activity with notifications that alert you when you’ve been @mentioned or when someone replies to a conversation you’re a part of. You can also receive Skype for Business chat messages on Teams so that you have one place for your team communications. And of course, you can use Teams across all your devices. We support Teams on Windows, Mac, iOS, Android, Windows Phone, and on the web.
- Objective: Expand Teams value: differentiated with power of Office 365 integration Talking points: Not only is Teams the place for your team chat communications, it’s also a hub for your team’s collaboration. You find in a single place the chat conversations with your team, files, and everyday tools. When you need to talk face to face, you can start a video call from a team chat or private chat. Turn off video if you just want an audio call. You can also join scheduled meetings from Teams to meet within a channel or privately outside the channel. Because Teams is integrated with Office 365, teams have quick access to the information they need whether they are files shared through SharePoint, notes in OneNote or tasks in Planner. Excel, PowerPoint, Word, PDFs, and other documents can be shared and opened right in the app. If you can’t immediately find what you need, you can search in Teams for people, files, chats and links. You can move easily between multiple teams so it’s easy to see what’s going on across teams, across channels, across chats. It’s also easy to set up and manage, whether you’re an IT pro or an end user. Because it’s part of Office 365, all of your team members are instantly there.
- Objective: Show Teams is also flexible to meet the individual needs of different organizations Talking points: Teams gives you the flexibility to create a workspace that fits your teams’ needs. Create different channels for the team based on work streams or topics. Add new tabs to a channel for quick access to frequently used documents and cloud services like PowerPoint and Planner. Teams also includes integrations from partners like Zendesk, Asana, and Hootsuite. Tabs are used to surface content in its native format, allowing for rich collaboration in the right context. Explore data and take quick actions with bots like T-bot. or 3rd party bots like Polly, Meekan and many others. With more than 70 Office 365 Connectors from services like Twitter, Dynamics CRM Online, VSTS or GitHub, available now, you can send rich notifications right into a channel. These are great for notifying a team about required actions, completed transactions, breaking news, and other real-time updates. You can stay on top of all of the activity with notifications which alert you to when you’ve been @mentioned or when someone’s replied to a conversation you’re a part of.
- Guests must have an AAD identity. With support for MSA identities coming soon.
- Now that all attendees have had a chance to experience Teams for themselves, take them quickly through a formal introduction into what Teams is, and continue to land the messaging around what it can be for their organization. Do not bog down on details, but let the attendees participate in a discussion blending their first experience and messaging from the introduction to Teams. The Speaker notes in the following slides need to customized for the audience based on their prior knowledge with Teams.
- Objective: Customers can use the different tools across the Office 365 suite to get their job done. Talking points: Office 365 is the culmination of everything we have learned in more than 40 years of pushing the boundaries of what’s possible in business productivity. Each application has been road-tested and validated by our customers and the industry. With Office 365, you can equip your whole organization with a robust collaboration solution that meets the needs of diverse groups. Whether that’s generational, geographical, functional or simply workstyle diversity. Below are some details of the different tools customers can use: Teams: Leveraged by users & teams who are looking to collaborate in real time with the same group of people Teams looking to iterate quickly on a project while sharing files & collaborating on shared deliverables Users looking to connect a wide range of tools into their workspace (such as Planner, Power BI, GitHub, etc.) Outlook: Leveraged by users looking to communicate in more formal, structured manner Specific business processes that require email usage to transmit documents & information inside and outside corporate boundaries Communicating & connecting with users who are outside of immediate workgroup or organization Low frequency interactions that do not require immediate action Skype for Business: Organizations looking for real time communication and collaboration both internally with immediate team, outside of immediate team and externally with customers/partners Meetings with audio, video and content with small or large teams (including Town Halls with up to 10,000 participants) Enterprise telephony functionality SharePoint Online: Use for company, organizational intranet sites with curated content Deploy project information sites that are public to your entire organization Implement business process automation on libraries and lists of information by integrating Flow, PowerApps and other automation tools Land Teams first then move this section down later in Plan Yammer: Leveraged to help connect users across the organization share best practices or participate in a community of practice Enterprise social network to connect one to many and crowdsource ideas and topics Customers looking to foster two way conversations between leadership and staff
- Speaker notes: If the organization participating in the workshop has SharePoint On-premises or Hybrid, be clear to explain that Teams requires SharePoint Online and will only leverage SharePoint Online. OneDrive for Business license is tied to the SharePoint license To learn more, visit our doc set at https://docs.microsoft.com/en-us/MicrosoftTeams/sharepoint-onedrive-interact
- When you create a Microsoft Team, on the backend, you’re creating an Office 365 Group If the person creating the Team is an owner of an existing Office 365 Public or Private Group, they can add Teams functionality to the Group. When looking at enhancing a public Office 365 Group, users can do that if the number of members is equal to or less than 2500. To learn how to use PowerShell to control the permissions, and the types of licenses that are required to take advantage of these features, see [Manage who can create Office 365 Groups](https://support.office.com/en-us/article/Manage-who-can-create-Office-365-Groups-4c46c8cb-17d0-44b5-9776-005fced8e618). Team management The Team Naming convention feature provided by Groups is in private preview, and will be available soon in public preview. To learn more about this feature, see [Office 365 Groups naming policy](https://support.office.com/en-us/article/Office-365-Groups-Naming-Policy-6ceca4d3-cad1-4532-9f0f-d469dfbbb552). Prevent Teams from showing up in the global address list (GAL). To learn more, see "Hide Office 365 Groups from GAL" in [Manage Office 365 Groups with PowerShell](https://support.office.com/en-gb/article/Manage-Office-365-Groups-with-PowerShell-aeb669aa-1770-4537-9de2-a82ac11b0540). Manage Team\Group Expiration policies. To learn more, see [Office 365 Group Expiration Policy](https://support.office.com/en-us/article/Office-365-Group-Expiration-Policy-8d253fe5-0e09-4b3c-8b5e-f48def064733).
- Speaker notes: The workshop leader should stop the presentation at this point. Request a volunteer to share their screen and be the driver for the rest of the audience in the room. Lead a conversation that walks attendees through the checklist on the following slides. The audience should not see the checklist. They should just participate by actually using Teams. After the checklist is completed and the audience has had their first experience with Teams, you can return to the workshop to complete a deeper dive. Note: If the organization is brand new to Office 365 and has not enabled any other Office 365 workloads, some pre-work may be needed. The presenter will know this from the completed pre-engagement questionnaire, and this workshop should have been modified to account for any prerequisites. Run through the environmental checklist ahead of time, to be sure you understand your environment limitations before you do a live walkthrough. ***** Alternative workshop order: If workshop attendees are familiar with Teams, it may be beneficial to hide slides 9-12. This will allow you as the workshop lead to skip the introduction and engage the attendees in a live working session with the product. The decision on where to execute this portion of the workshop should be made prior to the workshop starting, if possible.
- Teams has clients available for web, desktop, and mobile Web: Browser must also be configured to allow third party cookies. Desktop: Both 32- and 64-bit available for Windows – will match the architecture of the OS. This is agnostic of the Office version Admin rights are not required on Windows, but are required on a Mac Desktop clients can be downloaded and installed by end users directly from https://teams.microsoft.com/downloads Admins can also download the installer and distribute it through client distribution tools such as System Center Configuration Manager (Windows) or Casper Suite (MacOS). Note: this is only for the initial install, updates will still be done automatically Mobile: Mobile apps are distributed and updated through the respective mobile platform’s app store only, and are not available to be distributed directly through MDM (mobile device management) solutions or side-loaded.
- The Web client will perform browser version detection upon connecting to https://teams.microsoft.com. Unsupported version of browsers will be blocked. Teams will recommend that the user download the desktop client or mobile app.
- Discuss among workshop participants the decisions to be made about planning Teams clients for the organization Document the decisions for each question on this slide Note: Admin rights are not required for PC client installation but are required for installation on a Mac.
- Teams is intentionally available on the majority of SKUs available with Office 365, the goal is to allow all of your users to get started using Teams with the licenses they have today! Core functionalities (chat-based workspace, and meetings with audio, video, and content group calling) of Teams are available to all supported subscription plans All supported subscription plans are eligible for access to Teams’ Web client, desktop clients, and mobile apps Information protection (security and compliance) requirements may dictate the appropriate subscription plans needed to implement not only Teams, but also the overall Office 365 solution for the organization Teams is also available for non-profit organizations. Government and licensing is not currently supported, but are being investigated for future support.
- At the user-level, access to Teams can be enabled of disabled on a per user basis by assigning or removing the Teams product license Teams license is automatically enabled when a user is assigned with a supported Office 365 subscription plan license Microsoft recommends that you leave the license enabled for all users. If your organization is looking to pilot Teams, it is still recommended to leave the license on for all users, however only notify the set of pilot users about the ability to leverage Teams. If you still feel the need to restrict to a set of users, leverage the existing PowerShell guidance on how to enable/disable per workload licenses per user (https://technet.microsoft.com/library/dn771770.aspx)
- Before going down the path of technical implementation details of Teams, let’s first understand how Teams are organized.
- Tenant admins must go an enable guest access for Microsoft Teams. Learn more here: https://docs.microsoft.com/en-us/MicrosoftTeams/set-up-guests Team owners can add guests and modify the display name if that guest is being added to the tenant for the first time: Doc: https://docs.microsoft.com/en-us/MicrosoftTeams/add-guests Video: https://youtu.be/1daMBDyBLZc Guests with MSA email addresses is a feature that will soon be supported.
- The search bar at the top is hiding more than just search functionality, it has some great ‘shortcut’ app and command options, some of which are really useful… A great shortcut key to get to the bar is ALT+E. All you have to do to see what’s on oer is type ‘/’ for the commands that work standalone or ‘@’ to see the Apps commands, give it a go
- The search bar at the top is hiding more than just search functionality, it has some great ‘shortcut’ app and command options, some of which are really useful… A great shortcut key to get to the bar is ALT+E. All you have to do to see what’s on oer is type ‘/’ for the commands that work standalone or ‘@’ to see the Apps commands, give it a go
- The search bar at the top is hiding more than just search functionality, it has some great ‘shortcut’ app and command options, some of which are really useful… A great shortcut key to get to the bar is ALT+E. All you have to do to see what’s on oer is type ‘/’ for the commands that work standalone or ‘@’ to see the Apps commands, give it a go
- The search bar at the top is hiding more than just search functionality, it has some great ‘shortcut’ app and command options, some of which are really useful… A great shortcut key to get to the bar is ALT+E. All you have to do to see what’s on oer is type ‘/’ for the commands that work standalone or ‘@’ to see the Apps commands, give it a go
- The search bar at the top is hiding more than just search functionality, it has some great ‘shortcut’ app and command options, some of which are really useful… A great shortcut key to get to the bar is ALT+E. All you have to do to see what’s on oer is type ‘/’ for the commands that work standalone or ‘@’ to see the Apps commands, give it a go
- The search bar at the top is hiding more than just search functionality, it has some great ‘shortcut’ app and command options, some of which are really useful… A great shortcut key to get to the bar is ALT+E. All you have to do to see what’s on oer is type ‘/’ for the commands that work standalone or ‘@’ to see the Apps commands, give it a go
- Before going down the path of technical implementation details of Teams, let’s first understand how Teams are organized.
- Organization All teams created by employees in your organization are associated with your Office 365 tenant. You can designate all employees or a subset of employees with the ability to create teams, using Office 365 Groups. Team A team is designed to bring together a group of people that work closely to get things done. Teams can be dynamic for project-based work (e.g., launching a product, creating a digital war room), as well as ongoing, to reflect the internal structure of your organization (e.g., departments and office locations). Conversations, files and notes across team channels are only visible to members of the team. Channel A channel helps organize the team’s conversations, content and tools around a specific topic. Channels can be organized by topic (events), discipline (design), project (launch) or just for fun (fun stuff). Team owners can create channels and enable team members to create channels, as needed. Tabs along the top of a channel enable teams to keep files, notes, and customized content such as Power BI metrics, business goals on a Word document, or organizational chart on a PowerPoint slide. This content is then easily accessible to everyone on the team. Additional connectors to 3rd-party applications can be customized at the channel level to bring in data from everyday tools such as Trello, Asana, GitHub, and more.
- Organization All teams created by employees in your organization are associated with your Office 365 tenant. You can designate all employees or a subset of employees with the ability to create teams, using Office 365 Groups. Team A team is designed to bring together a group of people that work closely to get things done. Teams can be dynamic for project-based work (E.g. launching a product, creating a digital war room), as well as ongoing, to reflect the internal structure of your organization (E.g. departments and office locations). Conversations, files and notes across team channels are only visible to members of the team. Channel A channel helps organize the team’s conversations, content and tools around a specific topic. Channels can be organized by topic (events), discipline (design), project (launch) or just for fun (fun stuff). Team owners can create channels, and enable team members with the ability to create channels, as needed. Tabs along the top of a channel enable teams to keep files, notes, and customized content such as Power BI metrics, business goals on a Word doc or organizational chart on a PowerPoint slide. This content is then easily accessible to everyone on the team. Additional connectors to 3rd party applications can be customized at the channel level to bring in data from everyday tools such as Trello, Asana, GitHub and more.
- Objective: Differentiate Teams through Office 365 platform of security, privacy, transparency and global reach Talking points: Office 365 has strong commitments around security, compliance, privacy and transparency. Teams was built using these same principles to deliver an enterprise grade platform. From the start, Teams was architected with compliance, authentication and privacy in mind. Teams will have compliance built-in, with support for industry standards including grade b accessibility, ISO 27001 and 27018, SOC 1 and SOC 2, HIPAA, EU Model Clauses and more. We’ve recently added information features that you’ve come to expect from Office 365 apps and services– Archive, eDiscovery, Legal Hold, Compliance Content Search, Auditing and Reporting. These features help you control sensitive information if your business has specific security requirements for content security and data use. Teams protects team data securely using strong security measures including two factor authentication, hard passwords and access policies. Your data is always encrypted, whether it is chat, notes or files. It’s your data, you own it, you control it. Microsoft does not mine customer data for advertising purposes and we safeguard customer data with strong contractual commitments. In keeping with our commitment to provide customers the utmost transparency, customers can see uptime, the location of their data, and detailed reports of how Office 365 controls map to the security, privacy, compliance and risk management controls defined in the Cloud Security Alliance Cloud Control Matrix (CSA CCM). Teams is enterprise grade, with support in 18 languages across 181 markets and 6 data centers worldwide, a 99.9% financially backed SLA and 24/7 support.