Personal Assistant

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Personal assistants have a key role in the company. They have multiple tasks to be performed in a very short period of time, and communication and quality of documents created are key. Discover which tools are available to optimize your time and become more efficient.

Teaching Format:

  • Remote e-learning training session
  • Interact live with your trainer throughout the e-learning session. Ask questions and discuss points as they arise

Training aims:

  • Discover Office 365 tools relating to your role
  • Learn how applications interconnect and work together

Training content:

  • SharePoint 
    • Create your documents in collaborative space
  • Skype 
    • User interface
    • Contacts and availability status
    • Interaction with Outlook
  • Outlook 
    • Master calendar sharing and delegation
  • OneNote 
    • Organize your notes
  • Word :  
    • Apply document
    • Co- edit a document
  • Powerpoint 
    • Use themes, follow up changes and go back to a previous version
00:00:11
Hello everyone and welcome to this
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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
00:22:01
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
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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,
00:26:35
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
00:27:33
are available or not.
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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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