Teams - Collaborate as a team Replay
In this video, you will learn about collaborating as a team using Microsoft Teams.
The video covers creating teams, managing team files, using the team's notebook, and scheduling meetings.
This will help you experience collaborative work with an efficient tool and further your training on the MOOC platform.
résultat(s)
00:00:12
Welcome to this online session called Collaborate with your Team in Teams.
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My name is Thomas and I will be giving this presentation today.
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Before I start and in order to ensure it runs smoothly,
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it's important that you listen to the following instructions carefully.
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There are precisely three little instructions.
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The first one is: during this presentation, please do not take waiting calls or second calls.
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The music on hold will start playing and we'll no longer be able to hear one another.
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The second one: is on your end, please turn the microphone off
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by switching the button to the mute mode.
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As you may all know,
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some of you may be are working in open space environments,
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so those are just cautionary measures
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to avoid unpredictable or unwanted background noise.
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The third and last one is:
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remember to keep your computer screen active at all times
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by wheeling the mouse every now and then.
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It's very important that you do not let your computer go into sleep mode
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as this would cause the interruption of the video
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and you'd find yourself kicked out of this online session.
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The inconvenience is that you will have to repeat the login steps
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all over again to get back in it.
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This is going to be a 45-minute session and our objectives are
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to experience the collaborative work with one simple and efficient tool.
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Then go to the MOOC platform to further your training.
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Before I jump to the outline of this presentation,
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I just want to stress that Microsoft Teams is a neat application
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that allows you to create teams to achieve tasks.
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The tasks themselves can be broken down into subtasks,
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which is very useful if you are using project management software.
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You can allocate team members to each of these subtasks
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and the software allows you to provide the resources for the team members
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such as documents, files, web links and so on.
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And for each task or subtask,
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the software is included in Microsoft Office 365 and is simply called Teams.
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To start it, of course, you will need to log on
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to your Microsoft Office portal and select Teams.
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Once opened, you can either work on it online or download it for offline working.
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Today's plan is to see how to create a team, to manage the team's files,
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to use the team's notebook, to organise and schedule meetings
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and there will be a little Q and A at the end of this training session.
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And, of course, we'll see the rest of the study plan.
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Let's begin right now.
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I'm going to put Teams on the screen.
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First of all, we already saw on the Communicate with Teams training session
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how to create a team.
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We are going to go back quickly on it just as a little reminder.
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Of course, I'm on my Teams.
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On the left, I have all of the different tabs.
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Just after it, I have all of my different teams
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and, on the right, I have the viewing window.
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On the bottom left, I can join or create a team.
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Of course we find back the ability to create a team or to join a team with a code.
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Let's create one.
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I will build it from scratch.
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I will set it to private and then, for the name, I will just call it:
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Collaborate with Teams.
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Let's create it.
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Once again is going to take a few seconds
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and I will have to choose the different members of this team.
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Let's add some of them quickly.
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Apparently some of them don't want to be added.
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Let's go just with Oliver.
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Right here, we have our team with the first channel that's automatically created,
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as you can see on the left, the General channel.
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What do we want to see on Teams?
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Let's go on the different tabs directing to the channel.
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The first one is Conversation,
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we already saw that on the other training session.
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But we have Files.
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Let's click on Files.
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As you can see, right now is still setting up the file directory.
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Just after you created a new team,
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it will take a few minutes to set up everything in it.
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We are not going to wait for it to set it up the file directory.
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Let's just go on Alpha Project, right here in the General channel.
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The files tab once again.
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Wait a few seconds for it to load.
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And as you can see, we have no files in it.
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So we will see what we can do with it.
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On the top, we have different options.
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The first one, we have New, to create a new document.
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After it, we have Upload, to upload documents from my computer to Teams.
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Get a link, to share everything.
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Add a Cloud storage and Open SharePoint.
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So we are going to see each of them individually.
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Let's begin with New.
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In New, I can create a new folder, a new document, Word, Excel, PowerPoint.
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First of all, let's create a folder.
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Let's just call it: Test Folder 01.
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It would take a few seconds for it to appear on the screen because it's being created.
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As you can see, we have Test Folder 01 on the screen.
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Once again, you click on New, then Word document.
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Let's just call it Word 01.
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As you can see, there is no Word application or software that's open.
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It's just Word Online directly into Teams.
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I do not have to download anything to go online or whatever,
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I can access Word, Excel, PowerPoint directly in Teams.
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So right here, of course, I can add different information.
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As you can see, I had different information in it.
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And when it's done, as you can see, on the top, we have Saving.
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Automatically Word, Excel, PowerPoint, etc. are going to save everything
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that I had directly into the account that I just created.
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On the top right, I can start the conversation within this document
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or I can close it.
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Let's start a conversation to see what it looks like.
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And on the right, a conversation panel just opened and I can add replies.
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So now it's a conversation feed and, of course,
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with all of the different participants in this Word document,
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because we can edit the document at the same time with the synchronisation.
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So everyone in the document will be able to see the conversation
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on the right and answer to it, but also we're going to see just after,
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we're going to see it directly into the conversation feed of the conversation tab.
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So let's close it.
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So we have the Test Folder and we have Word 01 right here.
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Let's continue.
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After it, I have Upload.
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I click on Upload, it will take a few seconds to open,
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and I have, as you can see, all of my files right here from my computer
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and I can click on one to add it into Teams.
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Get a link, we have a link from Teams or from the SharePoint,
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I can share both of them.
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And if I send them to someone who have access to the Teams
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or if you set public Teams, let's say,
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they will be able to arrive directly into this file library
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and then they will be able to access the documents.
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Add a Cloud storage.
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On the Cloud storage I can add a SharePoint, a Dropbox,
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a Box, a ShareFile and a Google Drive.
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All of them, we are able to access them like SharePoint, as you can see here,
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and add a document in it.
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And open SharePoint, as you may have guessed,
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if I click on it, it will open SharePoint directly into the file library of the SharePoint,
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which is linked to the file library of the Teams, of course.
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Let's check one of the documents.
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I checked the Word document.
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As you can see, I have new options right here.
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First of all, I have Open.
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I can open it in Teams, open it in Word Online
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or open it in the Word software installed on my computer.
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I can get a link to share it.
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I can make it a tab, we'll see this just after.
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I can download it, of course, I can delete it, move it, copy it, rename it
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and I can open SharePoint to have the SharePoint file library once again.
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So let's make it a tab.
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As you can see on the top, I know I have Word 01 as a tab.
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If I click elsewhere, so I'm back in the file,
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and now I click on Word, it will be the Word document.
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And so, I will be able, on the top right, to edit it in Teams in Word Online.
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And of course, once again,
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all of the members of this Teams will be able to edit it whenever they want.
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And they're free to download it or open it in SharePoint.
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Let's go back to the conversation feed.
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On the bottom, we have the Word 01 document
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and with it, I have the replies that I added just before
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when I was in the conversation feed on the right.
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Right here, as you can see, I have "Hello all" that I added just before.
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It's possible, within the conversation tab and within the Files tab,
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to reply to each other, one being on the file, the other being directly
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into Teams into the conversation feed of the Alpha project team.
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So you'll be able to collaborate quickly directly on it.
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After it, we're going to talk about…
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Let's add a new tab.
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We are going to talk about OneNote, OneNote directly into Teams.
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I have to wait a bit for it to load.
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And as you can see right here,
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I can either choose an existing OneNote to add it directly into Teams
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or I can create a new one.
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Let's create a new one and let's call it Alpha Project 01.
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And let's save it.
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Now it's setting up the OneNote tab so it will take a few seconds once again.
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We have right here: This notebook is empty. Click here to create a new section.
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I click it.
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I can enter a section name.
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Let's name it, for example, Meetings.
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I have my Meetings section.
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If I click on the little arrow,
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I can see right here Meetings on the Meetings section
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and I can create new pages in it.
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So let's say: "Meeting from January".
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If I click back on the little arrow, I have here Meeting from January.
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And I can add a page, Meeting from December, for example.
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So as you can see, on the little OneNote, I will be able to add different sections.
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So let's create one called Marketing.
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And here I will have the Meetings section, the Marketing section
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and, in each of them, I will have different pages.
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I can quickly organise my different notes being from important meetings,
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being just some little information, etc.
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Directly into the OneNote page, what can I do?
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Let's open the little tab on the top, and pin them.
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As you can see in the right, I can pin it to just have it on the top.
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I can write whenever and wherever I want.
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As you can see, we do not have any lines or margins …
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we just have the ability to write wherever we want.
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Of course, if I want to, I can edit the text, put it in bold,
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change the font, the size of the font,
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the colour
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and also I can add different, as you can see, bullets or numbering to do little lists.
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We have the same styles of possibilities as you can have on Word.
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But the most important thing right here is little tags.
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The tags, we have a lot of them.
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Some of them are just little icons.
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For example, Idea, right here, it’s just an icon.
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But if I put for example, To Do, let's just write "Test" again and again,
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I can check the one that are done
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and leave unchecked the ones that I haven't done yet.
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So it's little to-do list to remember what you have to do.
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And we have the same thing on the bottom, as you can see,
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Discuss with, Discuss with, Schedule, Call back,
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To Do priority 1, priority 2, and Client request.
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But you can use them as you want, there is no mandatory usage for it.
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But as you can see, I can add little icons wherever I want.
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After it, I have the dictate option.
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If I want to, I can select, for example, let's say English US,
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and when it will be launched, activated,
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everything that I will be saying will be directly dictated by OneNote.
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So let's click on it.
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And now that the dictation is activated,
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everything that I'm saying out loud will be written directly into OneNote.
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I don't have to touch my keyboard or my mouse,
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I just have to talk out loud and then everything will be written directly on it.
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It would make you gain time, of course,
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but as you must have guessed, it may have some problems in it,
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maybe it didn't understand correctly what you said,
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so you'd have to check what you said and what is written, of course.
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We have the little text right here.
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I can now click on Insert.
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In insert, I can insert new pages, but also new sections.
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We already saw that.
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But I can also add little tables.
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The same table as we had on Word for example,
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and now I have a little table right here and I can add little information in it.
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It's just a simple table, nothing more.
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I can add pictures from my computer.
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I can use the camera button if I have a webcam, if I have my smartphone or my tablet.
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But I can also use the online picture functionality.
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Let's click on it,
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and here I have default searches.
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But I can also search for my own topic.
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Let's say, for example turtles,
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and I will find little images of turtles.
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I click on one, I click on Insert,
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and, of course, the little picture will be added directly into the OneNote.
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I can also do files print out.
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What is this?
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If I click on it, I have to select a Word or PDF document.
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Let's check if we have one of them.
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Unfortunately, I don't have a document that I can use for this presentation,
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but what it will do, it just prints the document on the screen.
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You won't be able to edit this document.
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You won't be able to add different information on it.
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It will be like a picture of the document on your OneNote, a printout.
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I can also attach files.
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I click on it, let's add the Admin Guide for example.
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I insert it,
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and in OneNote, I will have in a few seconds a little file on the OneNote,
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and by clicking on this file, everybody will be able to download it and open it.
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Like we used to do on email, we can do it on OneNote.
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And at any given moment, I can delete it.
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I have, of course, Add-in, I can add links.
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I can record the audio.
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Let's say, we are in a meeting,
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we want to record the audio around us, we click on it.
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I can add different symbols, why not emojis and stickers.
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After it, we have the draw tab.
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In the draw tab, I can use the pen tool to do just little drawings.
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I also have a highlighter to highlight the different important information
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that I have into my OneNote and, of course, in different colours,
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as you can see right here.
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Then lastly, we have a View tab for sub settings that we can use right here.
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Then we have Open in OneNote.
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As you may have guessed once again,
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is to open this document directly into OneNote software.
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We saw everything that we had to see about OneNote.
00:22:05
Now we can talk about the meetings.
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So let's go back on the conversation tab, the meetings.
00:22:15
Let's click on the Calendar tab on the left.
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On the calendar tab…
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Apparently Teams did not like me opening the calendar tab, so we will open it again.
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It would take a few seconds for Teams to open, as you can see it's searching up right here.
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The joy of the computer,
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sometimes the applications don't want to work properly,
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but you just close.
00:22:53
As you can see, we are back on it.
00:22:57
Let's wait for it to load for a second and then we go back into the training session.
00:23:10
We are back on the calendar tab
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and here we have our different meetings right here.
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As you can see, it's for Today on the top.
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I find my different meetings
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and, if I want to, I'll be able to change events.
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As you can see, I have the agenda view right here.
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And I'm able to find all of the different meetings that I will have today, tomorrow, Wednesday, etc.
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On the right, I can accept a meeting to say: I will be here.
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I can use the Tentative button – "maybe I will be here, maybe not, I'm not sure" –
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or I can decline it – "I won't be here".
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If we go back on the Teams right here, the Teams tab,
00:24:08
in the conversation feed once again, on the bottom,
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I will be able to use the Meet now button.
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I can add subjects to create what we call an instant meeting.
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An instant meeting, to be quick on it, let's say: "Important Alpha Project"
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and I can click on Meet now.
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If I click on Meet now,
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I will begin an instant meeting with everybody in this team.
00:24:47
So everybody in the Teams,
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and you will see in a few seconds right here, everybody on this team will see this
00:24:54
and they will be able to click on Join to join directly this instant meeting.
00:25:00
But they won't get any notification or whatever, but it's only if they are on Teams.
00:25:07
So we are going to talk about the meetings, what can we do during a meeting a bit later.
00:25:11
Let's close it.
00:25:14
Let's click on it once again,
00:25:16
and here, instead of adding subjects or meeting now,
00:25:21
we have on the bottom, as you can see, Camera.
00:25:25
So if I had a camera, I will be able to turn it on or turn it off.
00:25:31
Just if I want people to see me or not.
00:25:37
Of course, when you create a meeting, you will have to choose the right channel for it.
00:25:46
As we said on the Communicate with Teams training session,
00:25:52
everybody in the Teams will have access
00:25:54
to the contents of all the different channels in it.
00:25:58
So if you want to create a meeting in the Marketing channel right here,
00:26:06
everybody also in the General channel and members of the Teams will be able to access these meetings.
00:26:14
So be very careful about that.
00:26:19
Let's launch our instant meeting.
00:26:27
What can we do during a meeting or an instant meeting?
00:26:33
Of course, I can turn on or turn off my camera or my microphone.
00:26:39
But I will have the little sharing tray on the bottom.
00:26:45
On the sharing tray, I will be able to share my desktop,
00:26:50
my Screen 1, as you can see, or Screen 2, if I have different screens.
00:26:56
I will be able to share also a window.
00:26:59
So on the window, as you can see,
00:27:02
I have all the different applications that are open.
00:27:04
I can click on one to share it.
00:27:07
And I can also share a PowerPoint.
00:27:10
Lastly, on the right, I will be able to use the whiteboard.
00:27:15
We have two different whiteboards, the Microsoft one and the Freehand one.
00:27:20
Everything in it…
00:27:22
And we'll talk a bit more about that
00:27:25
in the training session about the Teams meetings.
00:27:31
We have a 45-minute training session about that,
00:27:34
so we go into depth about all of this.
00:27:36
Here is just a general presentation.
00:27:40
On the top right, I will have the ability to take notes, to resume it quickly.
00:27:49
I click on Take Notes.
00:27:56
Let's wait for it to load for a few seconds.
00:28:02
And right here, we have Notes, so I can give it a name.
00:28:05
Let's call it: "Meeting notes".
00:28:10
And here, I can add information, just write whatever.
00:28:16
But as you can see, I can add information and I can edit the text,
00:28:20
but also add pictures or tables if needed.
00:28:26
After it, I can show a conversation because, as we did in the Files tab,
00:28:33
the conversations on the right, I can do the exact same here.
00:28:36
I can have a little conversation on the right with … that depends on the meeting.
00:28:40
But this conversation will appear into the conversation feed of the channel.
00:28:46
So be careful if you add sensitive information in it,
00:28:52
everybody in the Teams will be able to access it and to view it.
00:28:58
Then we can add people in the meeting.
00:29:00
We see everybody in the meeting – currently only Amaury.
00:29:04
The suggestions are the people in this team and I can invite people in here.
00:29:11
But also, I can copy as they join and for to send them to some people.
00:29:17
Then the setting panels to change your devices;
00:29:20
speakers, microphone and the camera, if I want one.
00:29:24
So I can turn on or turn off the private viewing
00:29:27
that allows the participants to move through shared presentation on their own.
00:29:32
I have to change here if I want to.
00:29:42
We quickly saw little things about the Meetings possibilities in Teams.
00:29:51
Lastly, on the left we have the Files tab, on the far left.
00:29:56
In the Files tab, I will find all of my recent files,
00:30:02
I will find all of the files that are in different Teams,
00:30:07
so let's wait for it for a second.
00:30:14
So right here, we have, as you can see, the little files once again
00:30:19
and, on the right, I have the locations.
00:30:24
The files that are downloaded recently,
00:30:27
and I can add different Cloud storage, OneDrive,
00:30:31
but also I can Box, Dropbox, etc., as we saw before.
00:30:36
And we will find them back in here in the Cloud storage.
00:30:41
The three little dots are for different applications.
00:30:45
What are those applications?
00:30:48
If you go on the Teams and you want to add a new tab,
00:30:54
right here we will find all of the different applications
00:30:58
that we have access to – and we have a lot of them, of course.
00:31:05
Let's go back on our PowerPoint slide.
00:31:10
So what did we see today?
00:31:16
To begin with, we can join or create a team,
00:31:20
as we saw in the Communicate training session.
00:31:25
I can manage the team files by going into the Teams.
00:31:33
In the different channels, I will have Files.
00:31:36
And in Files, I will find different files that I can use.
00:31:42
For the Teams notebook,
00:31:44
I will find little notebooks that all of the coworkers have access to
00:31:49
and will be able to edit it.
00:31:53
To organise and schedule meetings
00:31:55
we have a little button, on the bottom left into the Meetings' tab,
00:31:59
Schedule a meeting with your staff.
00:32:02
We didn't see it today before.
00:32:03
As I said, we have a training session specifically about that,
00:32:08
so we'll talk more about that in it.
00:32:11
And, of course, we saw the different information
00:32:14
for the future meetings, if we accept, tentative or decline.
00:32:20
If you have any question, do not hesitate.
00:32:23
I'm here to answer them all.
00:32:25
If you do not have any questions,
00:32:29
because this presentation has come to an end,
00:32:32
I would push it to the part where I'll show you how the MOOC platform works.
00:32:37
I will use my personal account and dashboard on it for now,
00:32:44
because you already all know about this digital platform.
00:32:49
We already saw it a few times.
00:32:51
Just remember the little calendar that you can use on the top
00:32:55
to find all of the different training sessions to come
00:32:59
and also different tabs.
00:33:02
There's the number of courses you're taking, the learning courses,
00:33:05
training sessions and, of course, number of shares.
00:33:12
And do not forget about, as you can see right here,
00:33:16
Most Consulted, Recommended for you, and Most Recent.
00:33:20
All of those training sessions that are into your dashboard,
00:33:24
you will find them directly in it.
00:33:28
And for the Recommended for you, the more you follow training sessions,
00:33:33
the more the algorithm for it will be interesting
00:33:38
and so you will find the best training sessions for you.
00:33:45
Thank you all for participating to this online session.
00:33:49
It's been a pleasure exchanging with you.
00:33:51
Do enjoy our platform and get the most out of it
00:33:54
and, most of all, I bid you all a pleasant day.
00:33:59
Goodbye.
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