Uses by job role: Assistant(s) Replay

In this video, you will learn about the various ways assistants can benefit from using Microsoft 365. The video covers topics such as efficient file sharing, effective communication with remote and onsite colleagues, delegating a colleague's calendar, and managing digital notes.
By mastering these skills, you will be able to improve your work efficiency and save time.
This training is designed for beginners who work with the executive team or collaborate with other assistants.
It is important to have basic computer navigation skills before starting this training.
The video series includes three use case videos that demonstrate how to write a document at the last minute, work efficiently in delegation and communication, and format documents quickly.
Additionally, there are 106 video tutorials on Outlook and SharePoint, which are broken down into 16 lessons.
These tutorials cover a wide range of topics, including managing emails, organizing your inbox, scheduling meetings, managing contacts, and using tasks.
By completing this training, you will gain a comprehensive understanding of Microsoft 365 and be able to use it effectively in your role as an assistant.
This will help you save time, improve communication, and enhance your overall productivity.

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résultat(s)
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training session. So today, we're going
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to see a training session about
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the assistant job.
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So.
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To begin with, we have some
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instructions. Turn off the call waiting if you're using your
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mobile Phone to join this training session. Or else your
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music on Hold will be out by all of the participants. Also
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remember to mute your microphone. If you have
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background noises around you please mute your microphone, so
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that you do not disturb the
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training session. And also keep your screen active at all time,
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do not let your computer go into sleep mode or else you'll be
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automatically disconnected from the training session and so
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you'll have to log in once again to join us.
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So today, objective is to improve our efficiency in
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delegation and communication.
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So we have 45 minutes on 3 assistant use case scenarios.
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We're going to see Sharepoint, to create documents on the
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collaborative space. Teams : to contact absent collaborators an
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organize our contact by groups.
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Outlook : to manage and share the
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calendar. OneNote : to organize our notes.
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World : to credit documents and we're going to use
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the themes on PowerPoint.
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So let's go right now.
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First of all we have some, as we said just before, use cases. So
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first of all,
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our issues right here. How do we get in formations and what
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tools do we have at our disposal in order to make remote
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working efficient, when we need to write a document at the last
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minute. So the first tool that we are going to use today.
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His name : Sharepoint. To access SharePoint we need to go online.
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Up here we need to access the Office portal.
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portal.office.com to access it.
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In it, we are going to find our different applications as you
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can see on my screen. We have Outlook, OneDrive, Word, etc,etc.
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All of them are accessible directly online. You do not have
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to use the local software to access those different tools
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because we have them also
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online. So here I want to use
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Sharepoint. What is Sharepoint ?
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Sharepoint is a shared collaborative space. Which means
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that we're going to have groups, SharePoint groups on it,
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and every members of the group
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will have an access to the different documents that we are
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going to share in it.
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So let's click on that
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to see what it's all about.
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Here, when I click on the little
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SharePoint icons. Well.
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I have on the screen a lot of
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different things. News from
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sites. Frequent sites, following sites, recent sites, suggested sites
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and also, as you can see on the bottom, featured links, recent documents
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and save for later. We are not going to see all of that today.
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Let's just go right here. We have sites. So the frequent sites
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are the one that, as the word said,
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I went not too long ago.
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"Following", well, it's like putting a site in favorites, so here.
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We have little stars next to our sites name. If we go to "Frequent"
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here. Here we have one site, if I click on the Little Star,
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"Follow"... It will now be in "Following" right here. I click
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once again on the star and it will
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be not here.
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"Recent", well, so when I went to
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recently. And "Suggested" : other one that I have access to, but
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I'm not going a lot on them. So they are suggested because
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maybe there are new informations, new documents, etc.
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Here, I already opened one of my Sharepoint sites as
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you can send that up here. We are on "Demonstrations".
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This is a basic, a default SharePoint site right here.
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I did not add anything else except in the library, in
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the document library. But here well, I will have access to my
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Sharepoint site. As you can see in the far left : documents,
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services, activity, pages, etc, etc.
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So we have a lot of different things on Sharepoint.
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But what we want to use today is the document tab.
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In the document tab, as you can see,
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I already have a lot of
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documents. If I want to, right here, I can click on the folder.
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And I'm right here, but I can also click on a document...
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And the document will open directly in the online version of Excel.
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How did I do to have those documents right here ?
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Well, on the top, you have different actions.
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New : I can create a new folder, a new document : Word, Excel,
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PowerPoint, OneNote, Forms... Even an Internet link... Directly from
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SharePoint. I do not have, it isn't mandatory, to create the document
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offline and then upload it.
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I can directly create it online. So that's what
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we're going to do today.
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I'm going to create,
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let's say, a Word document.
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Here. I have my Word document that is
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still opening and I can add information. "This document is
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about..."
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If I want to, I can use any of the tab that I also have on Word
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offline as you can see right here. "Insert", "Layout", "References", etc, etc.
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Word online is not the exact same as Word on my
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computer because, as you can see, we don't have exactly the same functionalities.
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We have much more functionalities in the
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local version, the software version, but this application is
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not that bad. We nearly have
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everything. And I can use that to create my document directly
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in SharePoint. No need once again to create it offline and
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upload it, etc. No! I can do
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everything in here. How do I rename my document ? Quite easy !
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I click on "Document" at the Top right here and I can change the
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name. So I will call it... "Information 101".
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I just click elsewhere, and as you
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can see "Information 101".
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Anytime I had information, as you can see on the Top,
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we have "Saving". And if I stop writing "Saved". It's automatic.
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I do not have
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to go into "Files" and "Save", "Save under", "Save as" etc, etc. No! Just
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every time I add anything or
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remove anything. It will automatically save.
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I can close this document
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"Information 101". I will reload my library right here.
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And if I go into my files... "Information 101"... Right here.
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Modified a few seconds ago, of course, and modified by, and this
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is my demo account.
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So...
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We have a solution to our problem... Well, one of our problem
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because... OK, we can quickly create document online, etc... But
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How are my coworker going to
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edit it ? Well, quite simply as I said at the beginning, Sharepoint
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is a collaborative space.
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As you can see on the Top right,
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w e have 4 members,
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in this team, in this SharePoint
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site. So, everyone of them
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will be able to click on my document and to edit it.
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We can have...
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modification at the same time, which means I can open my
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document, my coworkers open the document as well, and both of us
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will be on the document editing it.
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We'll see the little mouse cursors with colors,
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on them, with their names, etc.
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But also I can edit a document. As the next morning, a coworker edit the same
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document I will see some notification when I go back on
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it. So we will be able to work on the same document
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at the same time quite quickly.
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Let's just imagine that we have a Powerpoint
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document. Let's say we have 4 slide to create.
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We have no slide for now.
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OK, I share my document to my coworkers. We are four.
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Everyone create his own slide.
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In a matter of minutes, the document is complete.
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So, if we go back on our PowerPoint...
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How to get information? What tools do you
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have at our disposal to make remote working efficient? Well,
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we answered this question. How to get information? SharePoint.
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On Sharepoint, we need a file : it's already shared by coworkers. We
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have the files. No need to send a mail : "Oh please, can you send
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me a copy of this file", and then the answer 10 minutes later, etc... No!
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Here, the files are in the same place, in SharePoint.
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I don't need to ask anyone. If the files is in here, I click on
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it, I have the information.
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And we want to work remotely
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and efficiently. Well, as I just said, we go into SharePoint. We
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open the document. My coworkers opens the same documents at the
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same time, and we can all work on the same document.
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So...
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How do we handle that ? As we said, we have SharePoint, with the
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possibility to create a new document online and to find it
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back in the file library.
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Now we have a new issue.
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How to make up for the frequent absence of collaborators, to
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exchange information and have work instructions? What tools do
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we have at our disposal to ensure that our mission is done
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efficiently? How would we handle that? So...
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Now, we want
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to exchange information and to have work instruction from
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people that are not on site. They are not here. They are not with me.
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How do we communicate?
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Well... We have 2 possibilities.
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The first that you're going to
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see today is Teams.
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Teams, maybe you already know it,
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a little. Teams is an instant messaging
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application. As the name say, it will help us to quickly send
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messages. Let's begin with a little tour of the interface.
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On the far left,
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you will have different tabs.
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"Activity": the activity feed well, you will find every
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notification that you have on Teams. Someone tried to call you.
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Someone likes your message.
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Someone shared you a file.
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Every notification, information that you need.
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In "Chat", as a name say, it will be right here, the instant
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messaging tab. You'll be able to chat, to exchange, with your
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coworkers in it, like you used to do on Skype for example.
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The "Teams" tab in Teams : well, here the "Teams" tab.
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We are not going to see that in details today. But this tab
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will allow me to create what we call "teams". Those teams will
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contain channels, discussion channels and, in those, I will be
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able to exchange informations, to send document, links,
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and work, collaborates, communicate, with my different
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coworkers.
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"Calendar": in the calendar, I will find, well, as the name say it, my
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calendar, so in it, you will, of course find
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every meetings that you have, but there is
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something quite interesting with this calendar.
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In Teams, in the Team's calendar,
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every meeting that we can find is from Outlook.
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And in Outlook, every meeting that we can find
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can be from Teams, because everything that you create on
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Teams, on the calendar of course, will automatically be added to
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your Outlook calendar. And everything you add in your
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Outlook calendar will be automatically added to your
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Team's calendar.
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So, there is an imbrication between the two of them, they work
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together, so that you do not have 2 different calendars, do you
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imagine the problematic here? Now we have only one calendar
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that are shared between Teams and Outlook.
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Well, I think "Calls", you already know, but it's all about
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to call people.
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"Files": in files you will find your recent files, your Microsoft
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Teams files, the files you downloaded, and the files in your
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OneDrive. And with the three little dots, well it's just
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to find applications. We are not going to go in details
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about that today.
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Let's go back into "Chat". So into "Chat", we have 2 tabs on the Top.
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We have "Recent". "Recent": I talked to people recently, so well,
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as you might guess, those are our recent chat. As you can see here,
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for example, conversation tests : one in French that is "Strategy
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reorganization" and we have "Project test".
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So we have our different chat, our recent chat,
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that we can continue whenever we want, but most importantly, we
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have "Contacts" on the Top.
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"Contacts" is exactly what you think it is.
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In it, you would find different contact groups
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that we can create as you can see at the bottom,
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"Create a new contact group".
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I will name it...
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"New York site".
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Create.
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We have "New York site" right here.
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Three little dots.
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And we can add a contact to this group.
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So I had for example, Oliver I guess... Yeah, Oliver.
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OK let's had Oliver, and now Oliver is in the "New York Site" group.
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Here, as I just clicked on Oliver, as you can
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see. Our conversation just appeared and something quite
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interesting. Here. As you can see I sent this message.
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Uh on the 12th of January.
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2018. It's been 2 full years.
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Because yes, Teams will remember your conversation. Your
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conversation will not disappear when you close this window.
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Everything will remain directly in it.
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So, well, you can find every information that you need right here.
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What can we do
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on the Teams chat ? Well. Of course, we can send different
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messages. But we can add, we can enrich our conversation. As you
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can change the bottom right here under my a text bar.
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I have different icons.
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The first one, I can format my text, put it in bold, italic,
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underline, etc, etc.
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I can set the delivery option : standard, important, urgent.
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I can send attached document.
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Add emojies, GIF, stickers, and even
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scheduled meetings directly from a private, a
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direct conversation, between Oliver and I.
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So that's quite a lot of things
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that we can do right here on
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Teams. That not all ! Because also we will have
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what we call "the availability status". We have some statutes
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right here on the left. As you can see we have Laurent Balardy, and
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Oliver detects. Those ones have a little
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yellow circle right here.
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If I go in the Top right, I have my little picture. I click on that,
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and I can click here on "Available". I will see all of the
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different availability statutes
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that exist. "Available", as a name say, I'm available, you can talk
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to me, no problem.
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"Busy". "Busy" means, well, I'm probably into something important.
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Some things that has all of my intention right now.
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So maybe I won't answer your messages. Maybe, I won't
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ever see them. "Do not disturb": "Do not disturb" is a bit special,
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because this one if you click on it,
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people of course, there will be able to send you messages
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call you etc, etc. But,
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you will not receive any notification on that.
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No little pop up at the bottom of the screen that said that
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someone sent you a message.
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No little noise that tells you
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that you receive a notification. Nothing.
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We will be able to see all of them directly into Teams into the activity
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button, on the Top left, but "Do not disturb" as the name say I do
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not want to be disturbed.
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"Be right back" and "Appear away" well, those are away from
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keyboard staches. So quite simply, I'm not in front of my computer,
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I won't answer right now.
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That's all.
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So, when we sent messages to our coworkers on Teams, as we said
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just before we can send documents. Something quite
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interesting is that at the Top we have different tabs. I won't
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go into much details about them. But we have the "Files" tab and
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him here, I will fine every
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files that I shared with Oliver. Here I didn't have shared any document,
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so I won't find them. But maybe I have some with other coworkers.
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Yeah, right here as you can see
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with Pierre. I already shared a picture and so it's right here.
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I shared it, as you can see, on the 16th of November 2017.
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So quite a long time ago, as well. And the currency is still here.
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I can access it. Pierre can
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access it. No problem with that.
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Now, that we saw...
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Teams, we have
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the answer to let's say, 50% of our issue. OK, I can send
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messages, I can call them from Teams well, yeah, yeah. That's
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quite quick, quite simple
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but... How can I do
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to know if a coworkers is available when for example, is
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already in a call or in a meeting? How can I know if he's
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available in 30 minutes?
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Well, we're going to go on Outlook.
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In Outlook, let's go directly at the bottom left in the calendar.
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Here, as I said, we can find every of our meetings, and, by the way,
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let's create a meeting right here in Teams.
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I will create a meeting for the
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24th Friday. Hop!
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"Create meeting". Let's just call it :
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"Test Meeting Assistant"
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Right here, I will schedule it.
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OK, I close that. I go back on Outlook. I will reload... I don' even had
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to reload, as you can see, right heren 24 Friday, we have "Test Meeting Assistant".
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OK, perfect everything is shared between
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Teams and Outlook.
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What do we want to know on Outlook? We want to know when are
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our coworkers available? Well.
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We can add
00:23:38
their calendar to our own. Let's click on that.
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"From Address book".
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I want to open the calendar of Laurent, I guess. Let's try Laurent.
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OK. Let's wait a minute and as you can see,
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we have Laurent's calendar next to mine, and every time I add
00:24:01
someones calendar. They will appear on the left.
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I want to open Lisa's calendar.
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And even... Where is it ?... Pierre's calendar.
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Wow, that's quite a mess. I opened everyone calendar, but now, what
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can I do to have a better view
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of all of that? Well, next to the name, we have a little
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arrows, pointing to the left. If we click on them...
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As you can see, our calendar on Top of each other.
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I have everyone meetings and informations on my screen
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right now and I know that we are all available right here
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for example.
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We can click back on those
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arrows to have them next to one another.
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And the little cross, to close everything.
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And I know that you're going to ask : "But Thomas, we were
00:25:05
seeing what they were doing. I don't want to everyone in my company
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to know what I'm doing every time at work!". That's ,well...
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That's a problem of privacy right here!
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Well, we can share our calendar on the Top.
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And here when I share my calendar to someone... Let's share it to Laurent.
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Oh no, not "Lamp Project", I said "Laurent"...
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Hop, right here...
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Laurent... Add... OK... I can choose different permissions.
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Laurent... Can he view when I'm busy ? It means that what he is going to see
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when he opens my calendar,he is going to see "Amaury - Busy from 9 to 10".
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That's all, nothing else.
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Can he view titles and the locations ? "Amaury - not available from 9 to 10
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because he is in a HR Meeting,
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in a room 104".
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Can view all details,well as the name say, Laurent will see everything
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about my different meetings.
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"Can edit" : he will be able to edit what I have already created.
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And "Delegate", it would be able to do anything that he
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wants on my calendar, as if he was me.
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So you can choose
00:26:27
what your colleagues are going to see. By default, you have...
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Let's remove Lisa... You have my organization,
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which is everyone in the company without exceptions. And here you
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can choose what they are going to see.
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"Can view when I'm busy", "Can view titles and locations", etc, etc...
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So you chose, and, by default, it's "Can view that I'm busy".
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So, do not worry about your colleagues seeing everything in your calendar.
00:26:59
So we saw two shared calendar. If we go back on our PowerPoint...
00:27:05
How to make up for the frequent absence of
00:27:07
collaborators on site, of course, and exchange information
00:27:10
and have work instructions?... Teams! The instant messaging of Teams.
00:27:16
We need information: we call, we send messages, we have
00:27:19
the information right now.
00:27:21
And also, if we want to know if a coworker is available,
00:27:26
we open their calendar on Outlook, and so I'm able to see when they
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are available or not.
00:27:37
And so, what tools do we have at our disposal to ensure that our mission is done efficiently? Well...
00:27:42
We already said that.
00:27:44
So on Teams, the availability status that is
00:27:49
very, very important. If you send a message to someone in
00:27:55
"Be right back" or "Appear away", of course, he's not going to
00:27:59
answer right now.
00:28:00
And same thing for "Do not disturb" or "Busy" you need to use those
00:28:04
availability statutes to know, as the name say, when your coworkers
00:28:09
are available or not.
00:28:11
And also we had Outlook.
00:28:14
Last use case.
00:28:17
To format a document quickly. Issues: how to progress on the
00:28:21
formatting of documents ? How to automate a layout and
00:28:25
save time? How to get tasks validated by managers ?
00:28:30
OK, so first of all.
00:28:35
We are going to check directly. Let's go back on the Office
00:28:39
portal by the way right here... Hop...
00:28:42
Office portal. On the Office portal we are going to talk
00:28:46
about very important applications. Next to Sharepoint, by the way.
00:28:52
"OneNote": OneNote is exactly like your paper notebook that
00:28:58
you have somewhere on your desk.
00:29:02
So you will be able on OneNote to write everything, everywhere.
00:29:09
You want to write something well. You write it when it
00:29:11
wherever you want you can add pictures, you can add links
00:29:17
videos. You can share with coworkers your OneNote.
00:29:23
So here I will...
00:29:26
As it concerns the left, I have here "sections". And, in the sections,
00:29:31
I have pages.
00:29:33
Let's create a new section. Let's call it :
00:29:36
"Assistant notebook".
00:29:41
And in it, I can create pages so for example, "Meeting".
00:29:52
And also create new pages and a new meeting, etc, etc, etc.
00:30:01
So yeah, we can create
00:30:04
as much pages as we want on OneNote
00:30:07
and as I said, just before
00:30:10
we can write wherever we want.
00:30:16
I can select multiple informations.
00:30:19
Hop... Right here.
00:30:23
But also I can format my text, you guess that, I can
00:30:29
add... Right here...
00:30:33
as you can see, little icons.
00:30:36
So for example, let's say: "Call manager...
00:30:42
Very important". I can add a little icon next to it, I will
00:30:48
had the exclamation mark for example, just a little reminder
00:30:53
with a little drawing next to it.
00:30:55
As you can see I can add quite a lot of them.
00:30:58
I can insert tables,
00:31:01
documents, images, links, record audio,
00:31:06
add symbols, mathematics... Symbols as well, as you can see, right here;
00:31:13
emojis, stickers, and even meeting details.
00:31:18
If I want to, I can add meeting details from an Outlook meeting that I have.
00:31:24
So of course I have to connect right here to add it. I won't do
00:31:28
that right here because that's not our training session case,
00:31:31
but you can do that.
00:31:33
Drawing as well, we can draw.
00:31:36
Hop, directly... So quite quickly... Hop...
00:31:40
This information is related to this one, this one to this one, etc, etc...
00:31:45
Hop, I can remove that.
00:31:47
We can change, also, how we can view our page.
00:31:55
So yeah, it's really important
00:31:58
to use OneNote, and, personally, in my company, I use it
00:32:04
every time, because you can...
00:32:09
Let's say "filter" this information how you want it to be filtered.
00:32:14
You can have as many sections as you want, as many
00:32:19
pages as you want.
00:32:21
And you can put information wherever you want
00:32:25
and find it back quite quickly as well.
00:32:28
So yeah, quite important to use OneNote.
00:32:32
Let's close that.
00:32:34
I'm going to open a Word document. Well, I'm going to open
00:32:38
a Word document, but I could open a PowerPoint, an Excel, I could open
00:32:42
any of the Office 365 document.
00:32:46
The important things here... Let's put it on the screen.
00:32:49
The important thing is that...
00:32:52
I want to show you that on Office 365, we can share our
00:32:57
document. When we were on Sharepoint I was talking about: "Yeah,
00:33:01
every document is shared, everybody can go on it, edit it, etc."
00:33:05
Well. We can do that with any document that we want.
00:33:11
On the Top right, as you can see right here, we have "Share".
00:33:15
I click on it. I choose the OneDrive that I want to use
00:33:22
it to share it because I can have multiple OneDrive, but
00:33:26
just one is quite enough, believe me. So here my document would be
00:33:30
named. Let's call it: "To delete". OK.
00:33:36
We're going to wait a few second
00:33:39
because it's loading the document into Onedrive, and then I'll be able to share it afterward.
00:33:44
So just a few seconds.
00:33:50
Here, I have a little window that just appeared with
00:33:54
different information. First of all, let's click on the first
00:33:58
square like this on the first window. Multiple possibilities:
00:34:03
I want to share my document to: "Anyone with the link". With this option,
00:34:08
this would create, of course, a sharing link.
00:34:11
I can send this link to anybody in the whole world. They're will be able
00:34:18
to access my document, to edit my document etc.
00:34:22
Be careful because anybody can share your link. You sent a link to someone,
00:34:30
that sent it to someone, then to someone else, and at the end of
00:34:33
the day, a 200 people have access to your document.
00:34:36
So be careful with that.
00:34:38
"People in your company with the link".
00:34:42
With that, well it's the exact same as the
00:34:46
one before, except it will stop at your company walls.
00:34:51
Everybody in the company would have access to the document, but not anyone
00:34:59
in the outside of your company. "People with existing access":
00:35:03
it's just to create, or regenerate, or refresh your sharing link
00:35:08
with everyone that has already access to the document.
00:35:13
"Specific people", as the name say, you are going to share
00:35:15
documents with well specific people, that you choose and
00:35:18
only them will have access to it.
00:35:21
You can also allows the editing of the document and if you do not allow it,
00:35:26
you can even block the download of the document.
00:35:31
I want to share my document with Lisa.
00:35:35
Let's share it with... Dina for example, and then
00:35:39
we've Olivier. OK. I can add a message: "Here is the document
00:35:48
I was talking about".
00:35:50
And I have three options to send it.
00:35:54
I can click on "Send". By doing that this will automatically
00:35:58
send a mail with the showing link inside and the little message
00:36:03
that I wrote : "Here is the document I was talking about".
00:36:06
I can click on Outlook. This will open a new mail page,
00:36:11
with the showing link inside, and I will be able to
00:36:14
write in this mail. And lastly, "Copy link": this would create a
00:36:19
link that I can copy to send
00:36:20
it to anyone, with Teams for example.
00:36:24
And it will be able by clicking on it, to access my document.
00:36:28
When I re my document to someone as we said on
00:36:31
Sharepoint, they will be able to view it, to edit it, to even
00:36:36
delete some information in it, so be careful with who you share your document.
00:36:43
But this could be quite useful
00:36:45
to work quickly on different things.
00:36:50
And lastly, I'm going to open a Powerpoint document.
00:36:58
OK, we have a Powerpoint document right here on the screen.
00:37:02
What I want to talk about is the templates. What are the templates ? Well,
00:37:08
you have them
00:37:10
right here on the screen. As you can see, we have different
00:37:13
templates. I can click on "See other".
00:37:18
Oh my Powerpoint that is opened just under it, is causing some trouble... OK.
00:37:24
OK. All the templates and we have a lot of different
00:37:29
templates right here. Let's say. I want to use this one : "Sector".
00:37:35
I can choose of course, the color. I want it in orange
00:37:39
for example. "Create".
00:37:42
And here, when I insert
00:37:46
new slides, as you can see, all of them will have the same template.
00:37:53
And so, I can just use that... so I I don't have to think of : "OK, I need a template
00:38:02
what could be professional but not too
00:38:06
professional, because we are open minded etc.".
00:38:09
Yeah, just go into the templates. Just when you open PowerPoint, they will ask
00:38:15
you if you want a template.
00:38:16
And so just like that, as you can see I have a whole template.
00:38:24
So if we go back on our first Powerpoint right here.
00:38:29
How to progress on the formatting of document? How
00:38:33
to automate a layout and save time? How to get task validated
00:38:36
by managers ? Well. OneNote, the sharing and the template. Everything.
00:38:43
And, of course, those different applications are available on
00:38:47
mobile as well so you can work
00:38:49
really anywhere at anytime.
00:38:54
If you have any question related to what we saw today,
00:38:59
please ask them right now.
00:39:01
Oh, while you are thinking about your questions, of course,
00:39:09
here... This is what we saw today.
00:39:11
I guess that everything about that is clear and
00:39:17
that you understand everything that we saw.
00:39:20
If you do not have any question and don't hesitate to ask them, if
00:39:25
you have any of them. I thank you for being here today. Of
00:39:28
course, make the best use of what you have learned and we
00:39:32
will see each other on another training session. Thank you and
00:39:37
have a good day.

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