Teams - Understand and Secure Information Sharing in Instant Messaging Tutorial
Protect your communications with best practices for understanding and securing information sharing in instant chats. Discover how Teams, SharePoint and OneDrive integrate to store and share files securely.
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Responding or Reacting to a Message
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Automatically record a meeting
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Creating or Joining a Team
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Send an Email to a Team
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Overview of conversations
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How to integrate Klaxoon directly into a Teams meeting?
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Private and small group chats
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Introduction to Teams
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Manage your teams
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How to start a Teams meeting from Klaxoon?
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Schedule Message Delivery
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Change application settings
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Apply a Specific Policy to a User
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Set up breakout rooms before the meeting
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Chancing Your Status
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Share content in meetings
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Presentation of the desktop application
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Take notes in meetings
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Interface Overview
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Manage privacy settings
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Invite external guests
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File Management
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Starting a Conversation
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Following your activities and your team's activities
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Isolate a conversation window
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Finding Help?
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Disabling Conversation Notifications
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Posting in a Channel
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Creating a Channel
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Searching for Items or People
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Enabling Mobile Notifications
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Store files in conversations
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Make a New Approval Request
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Sharing Content in a Meeting
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Copilot in Teams Conversations
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Copilot After Teams Meetings
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Copilot During Teams Meetings
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Use Connectors to Receive Notifications
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Use Commands and Keyboard Shortcuts
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When and Why to Use Town Hall
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Participate in a Town Hall
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Moderate the Chat During a Town Hall
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Differentiate Between Meeting Types
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Plan and Launch a Town Hall
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Prepare Your Webinar with Microsoft Teams
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End the Event and Gather Statistics
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Communicate Behind the Scenes
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The New Calendar
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Sections
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Customizing Views
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Manage simultaneous calls
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Disable all call forwarding
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Set call forwarding to external numbers
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Live transcription and generate summaries via AI
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Add participants quickly and securely
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Ring multiple devices simultaneously
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Checking the granted shares
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Restrict a Document to Read-Only
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Secure a Shared Document with a Password
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Check Granted Shares
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Protect My Document with a Password and Expiration Date
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Modify Sharing Rules
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Best Security Practices on OneDrive
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Share a document securely with Outlook
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Identify a fraudulent email
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Prevent the forwarding of an email
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Guide to Using the Microsoft Authenticator App
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Concept of Multi-Factor Authentication
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Turn on Multi-Factor Authentication in the Admin Section
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Manual Activation of Multi-Factor Authentication
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Can my mobile apps do anything without my permission?
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Is cloud storage less secure than my personal computer?
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Does my antivirus block all threats?
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Is the sender’s email address enough to verify a message?
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Is public Wi-Fi safe if no password is required?
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Is scanning a QR code always safe?
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Are updates useless if everything works fine?
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Will I know what to do if I get hacked?
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Is a hacker always a cybercriminal?
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Will I know what to do if I get hacked?
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Do I have to be an IT expert to protect myself?
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Do cybercriminals only target large companies?
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Are all files safe as long as I open them with trusted software?
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Is cloud storage less secure than my personal computer?
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Is scanning a QR code always safe?
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Can my mobile apps do anything without my permission?
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Is public Wi-Fi safe if no password is required?
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Is the sender’s email address enough to verify a message?
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Can I safely click a link in a message?
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Does connecting to a well-known website guarantee its safety?
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Am I safe online if I’m careful?
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Does private browsing make me anonymous?
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Are updates useless if everything works fine?
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Is a firewall the same as an antivirus?
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Does my antivirus block all threats?
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Is a free antivirus good enough?
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Is signing in with Google or Facebook a bad idea ?
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Is my password secure if it contains an @ and a number?
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Is a strong password all I need to stay safe?
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Simple ways to add data to your list
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A quick setup with ready-made templates
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The key reasons to use Microsoft Lists
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Create a call group
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Assign a delegate for your calls
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Objectifs :
This document aims to provide a comprehensive overview of how to manage file sharing and access within Microsoft Teams and OneDrive, emphasizing the importance of collaboration and document management.
Chapitres :
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Introduction to File Sharing in Microsoft Teams
Microsoft Teams serves as a collaborative tool that integrates seamlessly with SharePoint and OneDrive. This integration allows users to create links to SharePoint sites, which are particularly useful for storing documents shared during discussions. Understanding how to manage files shared in Teams is crucial for effective collaboration. -
Automatic File Storage in OneDrive
When you share a file during an instant messaging conversation with colleagues, that file is automatically saved to your OneDrive. A dedicated folder is created in your personal storage space for each file shared in a conversation. This ensures that all files shared, regardless of the colleague involved, are easily accessible. -
Access Management for Shared Files
To check who has access to a shared file, you can open the document's access management panel. This panel displays a list of individuals who have access to the document. You can share the document further by creating a sharing link or granting direct access, similar to any other document stored in your OneDrive. -
Sharing Files in Conversations
When you share a file in a Teams conversation, the colleagues or group you share it with will have editing rights. It is important to note that sharing a document in this manner grants your colleagues unlimited access to it over time. As long as the document remains in your OneDrive and its access rights are unchanged, they can modify the document and share it with others. -
Best Practices for Document Sharing
When sharing documents, be mindful of the information you are granting access to and ensure that you share the right documents with the appropriate individuals. If you finish discussing a document, do not hesitate to remove access or delete it from your OneDrive. This practice helps maintain control over document access and frees up storage space. -
Finding Shared Documents
You can find a list of all documents shared in an instant messaging conversation with a colleague in the 'Files' tab of that conversation. However, it is important to note that file access management must be done through OneDrive. -
Conclusion
Effective file sharing and management in Microsoft Teams and OneDrive are essential for collaboration. By understanding how to manage access and share documents responsibly, users can enhance their teamwork while ensuring the security of their information.
FAQ :
What is the purpose of SharePoint?
SharePoint is designed to facilitate collaboration and document management within organizations, allowing users to store, share, and access information efficiently.
How does OneDrive work with SharePoint?
OneDrive integrates with SharePoint to provide users with personal cloud storage where they can save and share documents created or managed in SharePoint.
What happens to files shared in instant messaging conversations?
Files shared in instant messaging conversations are automatically saved to a designated folder in your OneDrive, allowing easy access and management.
How can I manage access to a shared document?
You can manage access to a shared document through the Access Management Panel, where you can view who has access and modify permissions as needed.
What should I do if I no longer want to share a document?
If you no longer want to share a document, you can remove access for users or delete the document from your OneDrive storage.
Can I find a list of documents shared in conversations?
Yes, you can find a list of all documents shared in instant messaging conversations in the file tab of that conversation.
Quelques cas d'usages :
Collaborative Project Management
Teams can use SharePoint and OneDrive to manage project documents collaboratively. By sharing files in instant messaging, team members can edit and provide feedback in real-time, enhancing productivity and communication.
Document Review Process
When sharing documents for review, users can grant editing rights to colleagues through instant messaging. This allows for seamless collaboration and quick revisions, ensuring that feedback is incorporated efficiently.
Access Control in Document Sharing
In scenarios where sensitive information is shared, users can utilize the Access Management Panel to control who has access to documents, ensuring that only authorized personnel can view or edit the files.
Space Management in OneDrive
By regularly reviewing shared documents and removing access or deleting files that are no longer needed, users can effectively manage their OneDrive storage space, preventing unnecessary clutter.
Training and Onboarding
During training sessions, documents can be shared via instant messaging to new employees. This allows for immediate access to resources and facilitates a smoother onboarding process.
Glossaire :
SharePoint
A web-based collaboration platform that integrates with Microsoft Office, allowing users to store, organize, share, and access information from any device.
OneDrive
A cloud storage service from Microsoft that allows users to store files and data online securely and access them from any device.
Instant Messaging
A real-time communication method that allows users to send and receive messages instantly over the internet.
Access Management Panel
A feature that allows users to view and manage who has access to a specific document or file.
Editing Rights
Permissions granted to users that allow them to modify a document or file.
Storage Space
The amount of digital space allocated for storing files and documents in a cloud service like OneDrive.
Document Sharing
The process of allowing others to access and collaborate on a document or file.
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