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20 More Tips to Improve Productivity with Microsoft Teams

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Presentation delivered via webinar on June 18th, 2020 by Russ Basiura (@russbasiura), a Microsoft Teams Evangelist at Accel365, and Christian Buckley (@buckleyplanet) a Microsoft MVP and Regional Director and the Founder of CollabTalk LLC. In this session, we share another 20 of our favorite productivity tips to help you get more out of the #MicrosoftTeams platform, adding onto the 20 tips we provided in another session in May.

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20 More Tips to Improve Productivity with Microsoft Teams

  1. 1. 20 TIPS TO IMPROVE PRODUCTIVITY WITH MICROSOFT TEAMS JUNE 2020
  2. 2. RUSS BASIURA Founder & CEO, Accel365, Consultant, background is SharePoint 20 years experience with mid-size and enterprise companies 10 years growing Microsoft Gold Certified Partner 8 years running Philadelphia SharePoint User Group SharePoint Saturday and SharePoint Conference Speaker Author – Security and .Net Development Books 5 years Working From Home
  3. 3. CHRISTIAN BUCKLEY Founder & CEO of CollabTalk LLC (www.buckleyplanet.com) 30 years in IT, primarily working with collaboration + project technology Microsoft MVP (Office Apps & Services) and Regional Director Utah SPUG board, formerly on Puget Sound SPUG board Spearheaded SPS events in Utah, Redmond, Oregon, Los Angeles, Sacramento Co-author of 3 books on SharePoint, 3 books on SCM / Rational (IBM) products 10+ years Working From Home
  4. 4. Please subscribe : https://bit.ly/3fCWEOM May 2020 : https://www.youtube.com/watch?v=GhdWxyLhEgw SESSION RECORDINGS - YOUTUBE
  5. 5. TIPS 1-5 1. Add Documents as Tabs 2. Get more screen real estate with Expand Tab 3. Navigate forward and backwards 4. Control Who can Email a Channel 5. Use the Meet Now feature
  6. 6. 1. ADD AN OFFICE DOCUMENT AS A TAB If you find that sending team members to a document library to locate the file to which everyone needs to contribute, there is a better way… If you want your collaborative content to be more front-and-center so that people can actively review and comment, add your Office documents as a tab right inside of the relevant channel in Teams. This feature applies to any content uploaded into your team, and found within Files.
  7. 7. To add your Office document, go into the relevant Team and Channel where the content lives, and where you would like to collaborate with team members. From the top of your screen, select + to open a new tab. 1. ADD AN OFFICE DOCUMENT AS A TAB
  8. 8. The Add a Tab dialog box will open. Find and select the Word, Excel, PowerPoint, OneNote, PDF or wiki on which you would like to collaborate. 1. ADD AN OFFICE DOCUMENT AS A TAB
  9. 9. Once selected (in this case Word), navigate to the right project or folder to find your content, and select the file. You can navigate to content in other channels, or within other Teams – but remember that people who do not have access to those other locations may not be able to see and collaborate on this document. Double-click on the item, or select the file and click Save. 1. ADD AN OFFICE DOCUMENT AS A TAB
  10. 10. Once shared as a tab, you can then co- author, comment, or review within a real- time chat much more easily than sending someone to a document library and waiting for them to respond with comments. You can find out more about adding Office documents as a tab in Teams at https://techcommunity.microsoft.com/t5/ microsoft-sharepoint-blog/4-topnotch- teamwork-tips-for-microsoft-teams-plus- sharepoint/ba-p/864155 1. ADD AN OFFICE DOCUMENT AS A TAB
  11. 11. When you're in a Teams Channel tab (other than Conversation), you can expand the screen to remove all the Teams information on the left side of your screen. There's an Expand Tab icon that does that for you. In this example, I'm in a Planner tab in my Unified Communications > General Channel. On the left side is the normal list of all the Teams I'm part of. If I have a small screen I'm working on, this can take up way too much space that I could use to show content. To reclaim some of that space, I can go to the right side of the screen and click on the Expand Tab icon (two arrows pointing outward): 2. GET MORE SCREEN REAL ESTATE WITH EXPAND TAB This tip courtesy of @duffbert
  12. 12. When I do that, my list of Teams disappears, and the tab uses that extra space to display content. In this particular tab, I got enough space to show an additional column in my Planner. If I want to re- display my list of Teams, I just click on the Collapse Tab icon (two arrows pointing inward): This tip courtesy of @duffbert 2. GET MORE SCREEN REAL ESTATE WITH EXPAND TAB
  13. 13. When using Teams, we sometimes become lost in the navigation, moving between conversations and projects…and then forget where we started. Thankfully, there are the Forward and Back navigation arrows in the upper left corner of the Teams client. Here's how they work… In this example, Tom was working in the Chat area, discussing some information with Sandra: This tip courtesy of @duffbert 3. NAVIGATE FORWARD AND BACKWARDS
  14. 14. He decides to go to the Teams icon to look at the list of all of his Teams. However, he now wants to go back to where he was in Chat. The easiest way to do that is to click the Back arrow in the upper-left corner of the Teams client, much like the Back arrow on a web browser: This tip courtesy of @duffbert 3. NAVIGATE FORWARD AND BACKWARDS
  15. 15. One click, and he’s right back to where he left off! This tip courtesy of @duffbert 3. NAVIGATE FORWARD AND BACKWARDS
  16. 16. 4. CONTROL WHO CAN EMAIL A CHANNEL Within Teams, you have the ability to collaborate within a Channel via email. For some organizations, you may want to control this access – restricting it to members of that Team, or to specific domains, thus limiting the capability for external users.
  17. 17. To find the email address to a Channel, right click or select the Channel ellipses > Get email address To control who can email the channel, select Advanced Settings Within the expanded view, select the appropriate control and click Save. Of course, admins can elect to shut off all email access to the Team, either as part of the Team provisioning process, or through the Teams admin console in the Office 365 admin center. 4. CONTROL WHO CAN EMAIL A CHANNEL
  18. 18. 5. USE THE MEET NOW FEATURE There are many instances during the day when you're in Microsoft Teams and you want to have a quick meeting with a group. However, it's a pain to have to schedule the meeting first, and then hope that everyone can join. Now, you can just use the Meet Now option in Teams to create an ad-hoc meeting without the hassle of setting things up first. Here's how that works… Click on the Calendar icon on the left-side navigation bar, and then click on the Meet Now button in the upper-right corner of the workspace: This tip courtesy of @duffbert
  19. 19. Teams will give you a screen to update the name of the meeting, set video and audio, and then join the meeting: This tip courtesy of @duffbert 5. USE THE MEET NOW FEATURE
  20. 20. Once you're in the meeting, you can invite the individuals who should join you. There's no overhead in trying to set up a calendar entry first for everyone to accept and join: This tip courtesy of @duffbert 5. USE THE MEET NOW FEATURE
  21. 21. TIPS 6-10 6. Copy a team to build your new Teams. 7. New File Sharing Experience. 8. Create a custom meeting invite for your company 9. Channel Information Pane / Pinned Posts 10. Use Live Captioning when Recording Meetings
  22. 22. There is no ability to save a template, however you can create a site with all the necessary artifacts then create new sites from the existing site. 1. Select Join or Create a Team 2. Click Create Team 6. COPY A TEAM TO BUILD YOUR NEW TEAMS
  23. 23. There is no ability to save a template, however you can create a site with all the necessary artifacts then create new sites from the existing site. 1. Select Join or Create a Team 2. Click Create Team 3. Click Create from.. 6. COPY A TEAM TO BUILD YOUR NEW TEAMS
  24. 24. There is no ability to save a template, however you can create a site with all the necessary artifacts then create new sites from the existing site. 1. Select Join or Create a Team 2. Click Create Team 3. Click Create from.. 4. Click Team 6. COPY A TEAM TO BUILD YOUR NEW TEAMS
  25. 25. There is no ability to save a template, however you can create a site with all the necessary artifacts then create new sites from the existing site. 1. Select Join or Create a Team 2. Click Create Team 3. Click Create from.. 4. Click Team 5. Select the site that you want to use as a template. In this case we are using Sales Team Template 6. COPY A TEAM TO BUILD YOUR NEW TEAMS
  26. 26. There is no ability to save a template, however you can create a site with all the necessary artifacts then create new sites from the existing site. 1. Select Join or Create a Team 2. Click Create Team 3. Click Create from.. 4. Click Team 5. Select the site that you want to use as a template. In this case we are using Sales Team Template 6. Give your site a new name 7. Select what items you would like to include 8. Click Create 9. Add any new members or click skip 6. COPY A TEAM TO BUILD YOUR NEW TEAMS
  27. 27. There is no ability to save a template, however you can create a site with all the necessary artifacts then create new sites from the existing site. 1. Select Join or Create a Team 2. Click Create Team 3. Click Create from.. 4. Click Team 5. Select the site that you want to use as a template. In this case we are using Sales Team Template 6. Give your site a new name 7. Select what items you would like to include 8. Click Create 9. Add any new members or click skip 6. COPY A TEAM TO BUILD YOUR NEW TEAMS
  28. 28. Structure is copied including channels All members are copied Tabs are created but not connected Channels are created New wiki is created Files do not come over Chats do not come over 6. COPY A TEAM TO BUILD YOUR NEW TEAMS
  29. 29. Streamline sharing with Microsoft Teams. 1. Create a shareable link for any file stored in Teams 2. Directly set the appropriate permissions 3. Set permissions for files stored in SharePoint or OneDrive while composing a private chat or starting a channel conversation. 7. NEW FILE SHARING EXPERIENCE (JULY 2020)
  30. 30. • Go to the admin center.. • In the left navigation, go to Meetings > Meeting settings. • Under Email invitation, do the following: ... • Click Preview invite to see a preview of your meeting invitation. • When you're done, click Save. • Wait an hour or so for the changes to propagate. 8. CREATE A CUSTOM INVITE FOR YOUR COMPANY
  31. 31. 8. CREATE A CUSTOM INVITE FOR YOUR COMPANY
  32. 32. Selecting the "Channel info" icon in the channel header will display summary information related to that channel including the description, a list of recent contributors and members, as well as system messages. Keep important information easily accessible and top of mind with Microsoft Teams. Users will be able to pin any message in a channel to the channel information pane for all members of the channel to see. 9. CHANNEL INFORMATION PANE / PINNED POSTS JULY 2020
  33. 33. Selecting the "Channel info" icon in the channel header will display summary information related to that channel including the description, a list of recent contributors and members, as well as system messages. Keep important information easily accessible and top of mind with Microsoft Teams. Users will be able to pin any message in a channel to the channel information pane for all members of the channel to see. 9. CHANNEL INFORMATION PANE / PINNED POSTS JULY 2020
  34. 34. From the meeting start menu 1. Select the ellipses 2. Select Turn on live captions 10. USE LIVE CAPTIONING WHEN RECORDING
  35. 35. From the meeting start menu 1. Select the ellipses 2. Select Turn on live captions 3. The live captions appear at bottom of the screen 10. USE LIVE CAPTIONING WHEN RECORDING
  36. 36. TIPS 11-15 11. Make Cross-Workload Connections 2-Way 12. Send urgent messages 13. Publish External Content as a Card 14. See your Planner Tasks 15. Sensitivity Labels in Teams, Groups, and SharePoint
  37. 37. 11. MAKE CROSS-WORKLOAD CONNECTIONS 2-WAY Great advice from Emma Jobling at cobweb.com on how to get more out of your Microsoft Teams experiences, including this advice on a 2-way connection with SharePoint, as well as other workloads, such as Yammer. If you find yourself working across multiple workloads – in this case Microsoft Teams, SharePoint, and Yammer – make it as easy as possible to navigate between the workloads by providing links within each navigation. For Teams, this means adding Tabs to connect your project team to the relevant SharePoint team site and Yammer community.
  38. 38. 11. MAKE CROSS-WORKLOAD CONNECTIONS 2-WAY In SharePoint, create a link by simply copying the URL of the Teams team and adding it to the Quick Launch links. This link will then open directly into Microsoft Teams through the normal authentication steps, or, if Teams is already open, it will just open into that Team.
  39. 39. 11. MAKE CROSS-WORKLOAD CONNECTIONS 2-WAY And in Yammer, you can link to both your SharePoint and Teams sites on the right side, within your Pinned links list.
  40. 40. 12. SEND URGENT MESSAGES If you use the Important indicator for messages you send in Microsoft Teams chats, you'll see a new level of functionality now. You can mark a message as Urgent, and it will ping the user every two minutes until they look at your message. While it can really help to get someone's attention when necessary, it comes with a couple of common sense caveats. Here's how it works… The Exclamation Point icon is where you mark a message as Important, and now it also allows you to mark a message as Urgent: This tip courtesy of @duffbert
  41. 41. Once you click the icon, you can select from Standard, Important, and Urgent: The thing to note here is that an Urgent message will continually ping the recipient every two minutes until they see your message. If you really want to take the chance you won't irritate your recipient by doing this, click the Send icon: This tip courtesy of @duffbert 12. SEND URGENT MESSAGES
  42. 42. This is how it shows up in the chat… an Alarm Bell icon is attached to the message: Here is what the recipient sees as a pop-up in their Teams client: This tip courtesy of @duffbert 12. SEND URGENT MESSAGES
  43. 43. 13. PUBLISH EXTERNAL CONTENT AS A CARD One of the most compelling values of Teams is its ability to make it a “hub” for everything your project team is working on – which sometimes includes external content, including discussions on various blogs and social networks. Through direct connectors or 3rd party platforms, you can add any content using the RSS feed. Shared by Mark Jones at Collab365, he walks you through the steps of adding a RSS feed (via Zapier) as a method for publishing external blog content to your Microsoft Teams feed as a card. Read More Another great tool is the integration with Twitter, allowing you to capture customer feedback to a Teams feed, and setup alerts so that the right person can respond accordingly.
  44. 44. 14. SEE YOUR PLANNER TASKS Something relatively new to Microsoft Teams is the ability to see all the Planner Tasks that have been assigned to you. Here's what it looks like… If you go into Microsoft Teams and click on the Chat icon in the left-side navigation, you should find an entry for Planner. When you open that chat, you'll see a list of all the Planner Task notifications that are generated when someone assigns a Task to you: This tip courtesy of @duffbert
  45. 45. In the tabs at the top of the chat, you also have the My Tasks tab, which is very useful. It will show you all the Tasks that are assigned to you across all the Microsoft Teams workspaces that you're a part of: I love this feature, as it prevents you from having to check multiple places to keep track of what's up next on your list of things to do. This tip courtesy of @duffbert 14. SEE YOUR PLANNER TASKS
  46. 46. Additionally, you can add the Planner app to the left hand rail of Teams, giving you a quick way to access Planner no matter which Team or Channel you visit. 14. SEE YOUR PLANNER TASKS
  47. 47. 15. SENSITIVITY LABELS IN TEAMS, GROUPS, & SHAREPOINT Currently in public preview, you now have the ability to create Sensitivity Labels in the Microsoft 365 compliance center. These can be applied to Microsoft Teams, Office 365 groups, SharePoint sites, and OneDrive. Once created, you can associate policies to control: • Public/private settings • Guest access • Access from unmanaged devices When you apply a label to a team or group, the label automatically applies to the connected SharePoint team site and the other way around. https://docs.microsoft.com/en-us/microsoft-365/compliance/sensitivity-labels-teams-groups-sites
  48. 48. Administrators can create, review, and modify Sensitivity Labels by logging into the Office 365 Security & Compliance center and going to Classification > Sensitivity Labels 15. SENSITIVITY LABELS IN TEAMS, GROUPS, & SHAREPOINT
  49. 49. To create a new label, begin with a name and description, and click Next You have the ability to apply encryption settings, and define the specific permissions, as well as how these permissions are applied (automatic or manual) and click Next 15. SENSITIVITY LABELS IN TEAMS, GROUPS, & SHAREPOINT
  50. 50. Apply watermarks, or add/modify a customized header or footer, and click Next Determine whether to apply endpoint data loss prevention (DLP), and click Next 15. SENSITIVITY LABELS IN TEAMS, GROUPS, & SHAREPOINT
  51. 51. Set up auto-labeling of content that meets certain defined criteria (specific file types, keywords, etc), and click Next After reviewing all of your selections, Submit your new label. 15. SENSITIVITY LABELS IN TEAMS, GROUPS, & SHAREPOINT
  52. 52. You’ll get a confirmation that the new label has been created, and the new label will appear on your admin list, ready to be published. It requires PowerShell to activate the public preview, but once your new Sensitivity Labels have been created and published, they can be applied to your Teams, to specific users or user groups, or across your entire tenant. Read more at https://docs.microsoft.com/en- us/microsoftteams/sensitivity-labels 15. SENSITIVITY LABELS IN TEAMS, GROUPS, & SHAREPOINT
  53. 53. TIPS 16-20 16. Create contact groupings – Name the group then add your contacts 17. Pin your contacts or add them as favorites 18. Save a message / bookmarking 19. Mark messages as unread to indicate follow ups then use /unread to view only your unread messages 20. Replace the Teams Wiki with OneNote
  54. 54. Add contacts to groups to quickly locate and access contacts 16. CREATE CONTACT GROUPINGS
  55. 55. 16. CREATE CONTACT GROUPINGS Select Create a new contact group at the bottom of the chat contacts panel
  56. 56. Enter the name of the new contact group then click the create button 16. CREATE CONTACT GROUPINGS
  57. 57. The new grouping appears and you are now ready to begin adding contacts to the group. 16. CREATE CONTACT GROUPINGS
  58. 58. Select the ellipses next to the name of the group then select Add a contact to this group 16. CREATE CONTACT GROUPINGS
  59. 59. Enter the name of your contact and click add 16. CREATE CONTACT GROUPINGS
  60. 60. The contact is now added to the group 16. CREATE CONTACT GROUPINGS
  61. 61. Teams has a usage report inside the Teaams Admin Center. It includes several capabilities that allow you to modify what information is reported. 1. Display Report by date range (7,30,90) 2. Selected Dates 3. Active users axis 4. Total active users 5. Team name 6. Edit columns 7. Export to excel 8. Full screen More Info https://bit.ly/30TajNx 17. ADMIN CENTER USAGE REPORTS
  62. 62. 18. SAVE A MESSAGE / BOOKMARKING Saving a message or bookmarking allows you to quickly find the message later. From a chat 1. Dropdown the ellipses in the top right corner 2. Select Save this message To see your saved messages 1. Click on your profile picture in the upper right corner of Teams 2. Select Saved
  63. 63. 18. SAVE A MESSAGE / BOOKMARKING All of your saved messages are displayed
  64. 64. Users often look for a way to flag messages in Teams. Other than saving a message there is no way to apply a flag to a message yet. A workaround is to mark an already read message as unread by selecting “mark as unread” from the ellipses menu. 19. MARK MESSAGE AS UNREAD / INDICATE FOLLOW UP
  65. 65. Users often look for a way to flag messages in Teams. Other than saving a message there is no way to apply a flag to a message yet. A workaround is to mark an already read message as unread by selecting “mark as unread” from the ellipses menu. This will show that you have an unread message in the left rail and the message will be turned to bold type for easy identification. 19. MARK MESSAGE AS UNREAD / INDICATE FOLLOW UP
  66. 66. By default every new teams gets a wiki created, however Wikis are not searchable. To fix this remove the wiki and add the default OneNote that is created for each team. Remove the Wiki tab 1. Click the wiki tab 2. Expand the drop down menu 3. Select Remove 20. REPLACE WIKI WITH ONENOTE
  67. 67. By default every new teams gets a wiki created, however Wikis are not searchable. To fix this remove the wiki and add the default OneNote that is created for each team. Remove the Wiki tab 1. Click the wiki tab 2. Expand the drop down menu 3. Select Remove Add One Note tab 1. Click the plus sign next to the tab 2. Select OneNote on the Add a tab panel 20. REPLACE WIKI WITH ONENOTE
  68. 68. By default every new teams gets a wiki created, however Wikis are not searchable. To fix this remove the wiki and add the default OneNote that is created for each team. Remove the Wiki tab 1. Click the wiki tab 2. Expand the drop down menu 3. Select Remove Add One Note tab 1. Click the plus sign next to the tab 2. Select OneNote on the Add a tab panel 20. REPLACE WIKI WITH ONENOTE
  69. 69. By default every new teams gets a wiki created, however Wikis are not searchable. To fix this remove the wiki and add the default OneNote that is created for each team. Remove the Wiki tab 1. Click the wiki tab 2. Expand the drop down menu 3. Select Remove Add One Note tab 1. Click the plus sign next to the tab 2. Select OneNote on the Add a tab panel 3. Click the Save Button 20. REPLACE WIKI WITH ONENOTE
  70. 70. THANK YOU FOR JOINING https://www.linkedin.com/in/russbasiura/ https://www.linkedin.com/in/christianbuckley/ https://www.youtube.com/channel/UCzCktnDTdDFTj3zMRBrY01w

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