Telework #1: Setting Up Telework in TEAMS

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Office 365 offers different ways to telework efficiently. To get started with remote communication and collaboration, preparation steps are needed.

This online course will help you with the first steps duing these challenging times.

Webinar Content :

  • My equipment
  • Signing in
  • Cheking my settings
  • Be responsive in setting up a team for teamwork
00:00:00
Hello everyone, welcome to
00:00:06
this webinar
00:00:09
Today we're going to find
00:00:15
out how to set up, telework and teams in Teams.
00:00:20
As you all know, today we are confined at home for a
00:00:23
longer period of time. So whether we like it or not,
00:00:27
we have to be prepared.
00:00:30
In the next 30 minutes, we will cover the following items...
00:00:35
We will see... The required equipment...
00:00:40
The type of Internet connection we should use for Telework...
00:00:44
And also we will check our audio settings and then we'll move on
00:00:49
to creating a team for teamwork. As you all know, Microsoft
00:00:53
is offering TEAMS for six months free
00:00:58
during the confinement period. Our objective today is to get
00:01:02
us started and accustomed to work in this knew workspace because
00:01:06
in it we will be able to collaborate and communicate with
00:01:10
our colleagues in real time. We will be able to create a team
00:01:14
with channels so that we can
00:01:17
together coedit on documents remotely. We can do this
00:01:22
simultaneously or one after the
00:01:24
other. Again, this tool is really powerful and yet very
00:01:30
user-friendly. We will be ready and will know the
00:01:34
advantages of working from home while using the many
00:01:37
convenient features in Teams.
00:00:00
Hello everyone, welcome to
00:00:06
this webinar
00:00:09
Today we're going to find
00:00:15
out how to set up, telework and teams in Teams.
00:00:20
As you all know, today we are confined at home for a
00:00:23
longer period of time. So whether we like it or not,
00:00:27
we have to be prepared.
00:00:30
In the next 30 minutes, we will cover the following items...
00:00:35
We will see... The required equipment...
00:00:40
The type of Internet connection we should use for Telework...
00:00:44
And also we will check our audio settings and then we'll move on
00:00:49
to creating a team for teamwork. As you all know, Microsoft
00:00:53
is offering TEAMS for six months free
00:00:58
during the confinement period. Our objective today is to get
00:01:02
us started and accustomed to work in this knew workspace because
00:01:06
in it we will be able to collaborate and communicate with
00:01:10
our colleagues in real time. We will be able to create a team
00:01:14
with channels so that we can
00:01:17
together coedit on documents remotely. We can do this
00:01:22
simultaneously or one after the
00:01:24
other. Again, this tool is really powerful and yet very
00:01:30
user-friendly. We will be ready and will know the
00:01:34
advantages of working from home while using the many
00:01:37
convenient features in Teams.
00:01:40
As far as the equipment is
00:01:42
concerned. You will need a computer or a laptop, but if you
00:01:47
do use a laptop, make sure the power supply cord is plugged in
00:01:51
so that you can work for a longer period of time.
00:01:55
Also, to avoid parasite noises during your videoconferencing
00:02:00
times... Make sure to use a
00:02:04
headset with a microphone...
00:02:07
And if you're using a laptop instead of using the tracking
00:02:11
pad... If you're going to be working long hours, it'll be
00:02:14
more comfortable to use a mouse. So for ergonomic reasons,
00:02:17
plug in the mouse.
00:01:40
As far as the equipment is
00:01:42
concerned. You will need a computer or a laptop, but if you
00:01:47
do use a laptop, make sure the power supply cord is plugged in
00:01:51
so that you can work for a longer period of time.
00:01:55
Also, to avoid parasite noises during your videoconferencing
00:02:00
times... Make sure to use a
00:02:04
headset with a microphone...
00:02:07
And if you're using a laptop instead of using the tracking
00:02:11
pad... If you're going to be working long hours, it'll be
00:02:14
more comfortable to use a mouse. So for ergonomic reasons,
00:02:17
plug in the mouse.
00:02:21
As far as the Internet connection is concerned, if
00:02:25
you're going to be uploading or downloading heavy files such as
00:02:30
audio or video files, and also to avoid Internet interruption,
00:02:34
it is best not to use Wi-Fi, but a cable connection, instead.
00:02:40
And then, you want to make sure if you're using the headset like
00:02:21
As far as the Internet connection is concerned, if
00:02:25
you're going to be uploading or downloading heavy files such as
00:02:30
audio or video files, and also to avoid Internet interruption,
00:02:34
it is best not to use Wi-Fi, but a cable connection, instead.
00:02:40
And then, you want to make sure if you're using the headset like
00:02:44
I'm doing today... with a microphone... I'm going to make
00:02:48
sure... On Windows... On the Taskbar on the right... As you see on the
00:02:53
icon here, I'm going to right- click there and make sure my
00:02:57
headphones are selected.
00:02:59
If there are any audio issues, I'll check on windows settings first
00:03:03
then I will check also
00:03:06
On Microsoft Teams itself.
00:03:10
The next reflex I should have is
00:02:44
I'm doing today... with a microphone... I'm going to make
00:02:48
sure... On Windows... On the Taskbar on the right... As you see on the
00:02:53
icon here, I'm going to right- click there and make sure my
00:02:57
headphones are selected.
00:02:59
If there are any audio issues, I'll check on windows settings first
00:03:03
then I will check also
00:03:06
On Microsoft Teams itself.
00:03:10
The next reflex I should have is
00:03:13
to be immediately... available for my team, so I have
00:03:18
to create a team with channels and I will invite the members to
00:03:24
this channel. So let's see how to do this together.
00:03:13
to be immediately... available for my team, so I have
00:03:18
to create a team with channels and I will invite the members to
00:03:24
this channel. So let's see how to do this together.
00:03:29
First, from the Start Menu.
00:03:34
You can look at Microsoft Teams under programs by Alpha Order.
00:03:38
Then you can launch the application.
00:03:47
And then you can do a right click on the taskbar this way
00:03:52
and then pin Microsoft Teams. Mine is already pinned.
00:03:57
Then on the very
00:04:00
top right
00:04:02
corner of this interface you will see your Profile. So for
00:04:06
this demo account if I click on my profile, I am "Oliver Lodge"
00:04:11
today... And, it also shows my availability status. So, what is
00:04:15
an availability status? It's a colored tag that shows when I'm
00:04:19
available. Remember this is a new way of working. We're all
00:04:23
working remotely. We cannot see our colleagues face to face so
00:04:27
we don't know when to approach
00:04:30
them. First thing you should know is that the calendar and
00:04:34
the list of contacts in Outlook is synchronized with the one in
00:04:39
TEAMS and the status is automatically changed based on
00:04:42
what you put on your calendar. So if you have, for instance
00:04:47
today put that you have an event or a meeting, your status will
00:04:52
be automatically changed to "red" for busy. So again I hover over
00:04:56
the status on the left side. I can see all my choices.
00:05:01
So, it changes automatically to "Available" or "Busy", but if I
00:05:05
really do not want to get any notifications or phone calls
00:05:09
during the time of the meeting or the event, I will select "Do
00:05:13
not disturb". So as an example, let me do one, right now. I'm
00:05:17
going to say... "Do not disturb"... You see the tag has changed
00:05:21
instantly! If I click again on my Profile, I can also customize my
00:05:26
status. If I want to let know my colleagues why I cannot be
00:05:31
disturbed, I will say for
00:05:32
instance, "In training".
00:05:35
So... One second... I think my
00:05:38
keyboard... OK, it's not set properly so I can do the "a". Here
00:05:43
we go! No... It still set on the US keyboard... One second... Let me
00:05:48
check this... OK. Here we go! So... "In training".
00:05:53
I'm going to check this box and then I can say for how long and
00:05:57
if I don't see the appropriate time here, I can go to "Custom"
00:06:01
and change. So now just to make it simple, I'll say.. I'm "Busy"
00:06:04
for the next hour... And then I'm going to say... "Done"...
00:06:08
And then, I can click anywhere.
00:06:12
Let's say now... an hour went by... I'm going to go back on my Profile,
00:06:17
here... and I'm going to manually change my status back to
00:06:20
"Available" so I can get my phone calls and my notifications
00:06:24
again. And then of course, I should not forget the
00:06:28
personalized status... The words: "In training"... Do I still want that
00:06:31
to appear or I wanted to disappear? Maybe, I have another
00:06:35
meeting right afterwards... I can go to the pencil, right here, to
00:06:39
modify the message... Or I can delete the message for good if I
00:06:43
don't have any other meetings after that... So, I'm just going to
00:06:47
click again on the trash can and just like that, my
00:06:51
status is back to "Available". I can see it on my profile, here...
00:06:56
And the customized message is
00:06:57
gone. The next thing is this field, right here... It's the "Search" bar..
00:07:02
Here, with a keyword I can locate: a file, a person, the name
00:07:07
of a channel or a team.
00:07:11
And then on the left-hand side.
00:07:14
You have those arrows... They basically are arrows that allow
00:07:19
me to browse through "TEAMS"... Now on the left-hand side, there's
00:07:25
the "Banner" made out of "Tabs". If I click on "Activity" from here...
00:07:30
I will see...
00:07:31
my entire activity on TEAMS...
00:07:35
So, as "Oliver Lodge", I can see all I've been doing with all the
00:07:40
colleagues... Whether it was a "one- on-one" chat, conversations in
00:07:44
channels, meetings and so on, it will be organized by
00:07:49
the most recent to the oldest. If I go to a "Chat"... This is
00:07:54
where I can find all the chats. I've started with other
00:07:58
colleagues, so when you see the picture of one person, it is a
00:08:02
conversation on "1 on 1". When you see a picture that is
00:08:07
fused with many pictures, it is basically a "Group" chat.
00:08:12
And then all these other icons... With the "Calendar"... show that
00:08:16
meetings were organized.
00:08:18
Now you have also the calendar feature.
00:08:22
So remember the "Calendar" is synchronized with the
00:08:25
one in Outlook. So...
00:08:29
Up here... you can change with the arrows.
00:08:35
the "Date",like the"Month"... So I can go from "July" to
00:08:39
"August" from here...
00:08:42
Actually, this is by "Day"... Sorry... and if you click on the downward
00:08:46
"Arrow" you can select the month: August, September and so on.
00:08:51
If I want to go back to today's date, I just click on the word
00:08:55
"Today". Now, if I don't want to see the entire weekend, I just
00:08:58
want to see my schedule for today on the very right-hand
00:09:02
side, you will have the possibility to switch to "Day".
00:09:08
So now, I can see "one day at a time".
00:09:13
So let me go back to "Work Week".
00:09:15
The next day, we're going to see over here, is my list of "Contacts"
00:09:21
under the "Calls" tab.
00:09:23
And if I go to "Files", this is where I will see all the files
00:09:28
that I've exchanged with
00:09:30
everyone under this new
00:09:32
workspace. So let's focus on the "TEAMS" tab, today... Because today,
00:09:37
we're going to learn how to create a team. So first I go to
00:09:42
"Teams". As you can notice I have my list of teams that appear
00:09:46
here already. I either have created teams or I've been
00:09:49
invited to teams and under your teams you will see all the teams
00:09:54
you've created or you've been
00:09:56
invited to. At the very bottom, I can click on "Join or create" a
00:10:01
team. And then all I have to do is on the right hand side.
00:10:06
"Create team"... This is the
00:10:08
button to create a new team. So I'm going to build a team
00:10:11
from scratch. Now, I have to decide if I work for a company
00:10:17
where there is only...
00:10:19
200 people in it... Do I want to create a team so I can
00:10:24
communicate with 200 people?... Or do I want to work with a
00:10:27
specific group of people in my Department... A smaller group
00:10:31
on a targeted project? If that's the case, I'm
00:10:34
not going to use "Public", which is anyone from my company. I'm
00:10:38
going to use "Private"... So, only people that I will invite will
00:10:42
be able to have access to my team.
00:10:44
So then the next step is to give a team a name. So I'm going to
00:10:50
say... this is "New"...  I'm going to give it the name: "New Private Team".
00:10:58
The description...
00:11:01
"Only for people
00:11:05
I invite"...
00:11:08
And then I'm just going to press "Create".
00:11:11
Of course, you could have put any type of description... this is just
00:11:14
to remember why I've created this team. The next step here,
00:11:19
Add members to "NewPT". The name of my team. So here, I'm going to
00:11:24
invite a few colleagues of mine...
00:11:27
"Lisa Elliott"...
00:11:29
"Amaury"...
00:11:31
"Franck"...
00:11:34
And I'm going to say "Add"...
00:11:40
So, I have "Amaury" and "Lisa" and they are members of the team.
00:11:46
And I'm going to press "Close".
00:11:50
So, now at the very bottom, I can see "NewPT" and when I create a
00:11:56
team... You will
00:11:57
see that automatically a channel has been created... It is
00:12:00
automatically created under the name of "General". So that means
00:12:04
all the members of this team will have access to the
00:12:08
"General" channel. I can also slide my team on top if it's
00:12:12
the team I will be using mostly... on my projects...
00:12:17
And so just remember that in Microsoft TEAMS, just right-
00:12:21
click to see the "More options" menu you have, here...  When you create a
00:12:25
team, you can manage your team with the "Cog wheel".
00:12:29
And over here, you can see who the owners are. So, remember in
00:12:34
Microsoft when you create something, you are: the "admin",
00:12:38
the "owner" or the "author" of a "file", "folder", "group", "team"... So I'm
00:12:43
"Oliver Lodge"... I'm the owner... Apparently, I have invited 2 "Guests".
00:12:47
I can invite other people by pressing the button over here.
00:12:51
So let's say I want to invite more people... Let's see... Frank...
00:12:58
I'm going to say... "Add"
00:13:00
Just like that! But I also have the possibility of course, to
00:13:05
invite people outside the company... But for that, I will
00:13:09
have to use their email addresses.
00:13:14
So I've updated the "General"
00:13:16
channel. Maybe, I want to create
00:13:19
two channels. The "General" channel as we said, all the
00:13:23
members of the team will have access to this channel.
00:13:26
Maybe, I want to create a different channel that is
00:13:30
"Private"... Where only "Lisa" and I, will be able to communicate...
00:13:34
For that, I will say... "Add" channel and I'm going to call it "Private"...
00:13:39
under "Description"... Only
00:13:44
"Lisa" and "Oliver" have access to this channel... But then over here,
00:13:48
where it says privacy, I'm going to change it from "Standard" to
00:13:53
"Private"... And just like that...
00:13:57
I can now invite Lisa only to this channel.
00:14:07
So when you create a new team automatically, you get a new
00:14:11
channel called "General". When I click on "General"...
00:14:16
All the members that I have invited to this team: "New PT" will
00:14:20
have access to the "General" channel.  Under "General" channel,
00:14:24
You have automatically three tabs that are created right over
00:14:27
here...  "Posts"... This is where I will be able to have
00:14:32
conversations with the team... So, I'm going to say "Hi"
00:14:37
to the "General" channel, just so you know who I'm
00:14:40
addressing this message to...
00:14:44
And... Under "Posts"
00:14:48
tab, all the members of the team will be able to respond to my
00:14:53
message. You will all get a notification. How do you get
00:14:56
notifications in TEAMS? Those are the little famous "Red tags" that you
00:15:00
see with a number in them. This is how you you get a
00:15:04
notification and you just have to click on the appropriate tab
00:15:07
to see the message. So right now, I just sent a message to "all" and
00:15:12
all they have to do is to show the different message simply by
00:15:16
hovering over the message like so... And then they will select one
00:15:19
of those "emojis", for instance.
00:15:22
So again, remember when you send a message, you just have to
00:15:25
hover on the top-right corner.
00:15:29
And of course, when you go to the "Three little dots", you will
00:15:31
see all the options you have.
00:15:35
Now... "Files"... When you go to the
00:15:39
"Files", under the "General" channel... So, I had my
00:15:43
conversations for the "General" channel. They will not be
00:15:45
confused with the "Private" channel. Everything is structured
00:15:48
in "Teams", so you create a "Team". Then you can create "Channels"...
00:15:52
Those channels... They're like different floors in a building.
00:15:55
Let's say... You work for a company that owns a building. In
00:15:59
every floor, there's a different Department. So, the "Topic" is
00:16:03
different... So, when you create a team and channels... You can use
00:16:07
different topics. It could be the "Name of a Company"...
00:16:10
And every "Channel" represents a "Department". Or you could create
00:16:14
a "Team" where there are "Name of Projects" with "Sub-Projects".
00:16:19
So, I'll leave it up to you. This depends on how YOU work... Right
00:16:22
now, we're making it simple. We
00:16:24
created a "Team". We have a "General" channel. Those are the
00:16:28
people I work with closely... Usually.. So, it's a small group
00:16:31
of people... We are going to be working together on particular
00:16:35
projects. The "Private" channel is for "confidential communication"
00:16:37
that I wish to have with Lisa. Of course, Lisa was a member of a
00:16:41
team first before I could invite her to this private channel.
00:16:45
So now you notice that in the private channel I have two tabs,
00:16:50
"Posts" and "Files". So... just to show you... I can organize my
00:16:55
conversations as well. So at the bottom, here... I'm going to send a
00:17:00
message to "Lisa". For instance...
00:17:02
"Hi Lisa, please add...
00:17:07
your files to the library"...
00:17:14
Which is...
00:17:17
under the FILES tab"... OK...
00:17:23
I said that purposely so that you'd notice that "Posts" is the
00:17:28
conversation... "Files" is the library in TEAMS... So, from here...
00:17:35
I can add files.
00:17:38
In the "General"... I can do the same... So, let's begin with the
00:17:43
"General"... If I go to "Files"...
00:17:49
You see the ribbon.
00:17:52
It says "New"... So,maybe... I want to put a structure to my
00:17:56
library... And I'm going to start a "Folder". The first one
00:18:00
will be "Admin" stuff...
00:18:06
The second folder...
00:18:09
"Accounting"...
00:18:15
So just like that... I've created two folders... And if I want things
00:18:21
to appear under...
00:18:23
the "Accounting" folder I can just click under "Accounting"...
00:18:27
And then "Upload" the file that I will look for
00:18:31
on my PC... So, this is
00:18:36
the "Accounting"... Let me see what I have under "Accounting"...
00:18:41
Ok, let's say... this file,here and "Currency Symbols"... All this seems
00:18:45
like accounting material...
00:18:49
So like that... I'm going to upload 2 files under this
00:18:52
folder.
00:18:56
And what I have the option to do as well... is organize my files.
00:19:00
Let's say... There were 1000 files I've uploaded into this library.
00:19:04
If I want to pin some to the top, I can... So, I can either
00:19:11
"Pin to top" this way all my colleagues can
00:19:14
look at the files faster... So I can do that
00:19:17
with any type of files.
00:19:20
Except... "Image" files. But now I'm going to "pin to top"... Also my
00:19:25
"Excel" file... And just like that I have made it available, as well...
00:19:30
As "thumbnails" as you see here... But know that I also have the
00:19:34
possibility to create "Tabs" from files. And How do I do that? So
00:19:39
you see... For now, you have "Posts", "Files", "Wiki"... So, I can either click on
00:19:44
the "Plus" sign to create a new file.
00:19:47
Or I can right-click from here and make this a "Tab".
00:19:53
And just like that... I have a new "Tab"!
00:20:01
I'm going back to "Files".
00:20:05
And under "Admin"...
00:20:09
If I want to add files again...
00:20:13
I just have to select any type of files.
00:20:16
So, let me just say... This "Corporate Travel
00:20:19
Presentation"... Under "Admin"...
00:20:25
Again. I can do a right click here. Remember I can make this a
00:20:31
tab, again... And then I could move the tabs around.
00:20:36
This is how I can easily organize my channels. So, for
00:20:41
each channel the conversation will be kept within the
00:20:45
appropriate channel. It won't be mixed. Everything is
00:20:49
structured... So, I have "conversations"... I have a
00:20:52
"library"... and then I can personalize my "tabs" with
00:20:55
different "tools".
00:20:58
So now... In "Private"... I haven't done anything yet. For "Private", you
00:21:02
see, there are only two tabs, "Posts" and "Files". Now, only "Lisa"
00:21:06
will be able to view my "conversation" under "Private"
00:21:09
channel... Because she's the only one invited... And How do I tell a
00:21:14
standard channel from a private channel?... It's that little "icon"
00:21:18
with the "Padlock"... Right here!
00:21:21
So, again... This is how I easily... ... go to files.
00:21:34
The ribbon appears and now I can upload files in channels... In
00:21:39
the "Private" channel as well... So, I'm going to pick
00:21:42
something different, uhm...
00:21:45
Let's see...
00:21:51
OK, let me say... I'm going to use this "Sales Sample..."
00:21:55
Why not? Those will be the two files I want to upload... So, I
00:21:59
upload the 2 PowerPoints...
00:22:02
And let's say... I want to add a folder, here...
00:22:08
And we'll just call it "Other"...
00:22:13
And then I realize: "Oh, shoot!.. I created a folder... but I want
00:22:17
this file to be under this folder..." How do I do that? I just
00:22:22
right-click... Or I check...
00:22:26
And then do a right-click or I can go to the "Three little dots",
00:22:29
here, to see all the actions.
00:22:31
And then heren I can decide to move this file.
00:22:36
And you see I can see the name of the folder... Right here... "Other".
00:22:40
And then I will just move the file into "Other"...
00:22:46
So now if I go to "Other", I can locate the file I just
00:22:49
moved under...
00:22:51
And again, I can make this file. I can pin it to the top...
00:22:57
Or I can make it a tab...
00:23:01
Always with the right- click... Simple as that...
00:23:07
So we've seen how to create a channel. We created two
00:23:12
channels... A "Standard" channel and a "Private" channel. We've also
00:23:16
seen... In every channel, I can personalize every channel... It
00:23:20
will have its own conversations, its own library, which is the
00:23:25
"Files" tab, so its own content. And also we can personalize the
00:23:30
"Tabs" with the "Tools". So let's say... "Accounting" needs "Excel"...
00:23:34
I'll put in "Accounting", Excel files only... You can do it by "Topics"...
00:23:39
You can organize your channels in any form you want. It is really
00:23:43
practical... Now, The other thing you can do...
00:23:48
As you see, you can open files directly into...
00:23:54
TEAMS. So, right now... If I go back to the tab files.
00:24:02
If I want to go back... Well, this
00:24:05
is the PowerPoint. When I open the PowerPoint... I click on it...
00:24:09
It opens it directly in TEAMS. So that means I can see a PowerPoint
00:24:14
presentation. I can see a Word document or an Excel file
00:24:18
directly in TEAMS... All Microsoft Office applications are
00:24:21
integrated with Microsoft TEAMS, which is practical! So, I can do
00:24:24
all my work from TEAMS directly. I don't have to leave TEAMS.
00:24:29
But in case you like to have the regular desktop application... Know
00:24:33
that on the very top where you have your tabs showing... Go all
00:24:38
the way to the right...
00:24:41
Where it has the conversation icons appearing... There's the "Tree
00:24:45
little dots", here.
00:24:47
And it will let me either open, uh... the application
00:24:51
browser... Or I can open afterwards from the "browser"
00:24:54
to my "desktop application"...
00:24:58
But the whole point here... is to be able to work directly from
00:25:02
this "new workspace"... So you can centralize all your information...
00:25:06
Your communication... And people will be able to "co-edit" on the
00:25:10
same documents! All documents are in the files within a
00:25:13
channel. All the members that have access to this channel can
00:25:17
modify the files with you, directly in TEAMS' interface. So
00:25:22
now, if you need to obtain a
00:25:26
"link"... to this "file".
00:25:30
You can... First of all, you can download your file directly from
00:25:35
here. The other way... Let me go back... With the "Little Arrow" on
00:25:39
top,here... I'm going to go back to the initial interface... just do
00:25:43
a right-click again on the file. You can "Copy the link".
00:25:48
and press "Copy"... And then for instance, you can open
00:25:52
your "Outlook"...
00:25:57
Or you could have done it also from the ribbon... As you can see
00:26:00
here, there are different ways to do it... but I'm showing you
00:26:03
one that is very simple... Right- click on the file... You go to your
00:26:07
Outlook... You want to send a
00:26:08
message to your colleagues... So they can locate the file faster...
00:26:12
But of course... This file...
00:26:14
Remember... Only the members that have been invited
00:26:19
to this team and channel, have access to this file... So,
00:26:24
I can only send the link to the
00:26:27
members concerned. So this is the link that will give access
00:26:31
to... I believe I was in the "Private channel"... so it will
00:26:35
be "Lisa"...
00:26:37
And... I can write a message to her...
00:26:41
"Here's the link to
00:26:44
access PPT (PowerPoint)"...
00:26:49
And then, "send" the message to "Lisa" that way...
00:26:59
Et voilà! So Lisa will be notified in TEAMS... And in Microsoft, uh... Sorry... In
00:27:04
"Microsoft Outlook"... She will get the message and all she'll have
00:27:07
to do is click on the "link"... And will have direct access
00:27:13
to the file in TEAMS.
00:27:16
So that's that!
00:27:20
So, remember... Now, in order to create a new channel, you have
00:27:26
to go to the "logo name" of the
00:27:29
team. On the right-hand side... Here... There are the words "Manage
00:27:33
team", but you also have "Add channels". You can add more
00:27:37
members directly from this "menu". You can leave the team, but
00:27:41
don't leave the team without assigning first someone else as an
00:27:44
"Owner" of the team... You can "Edit team"... You can get a
00:27:49
link to the team... The same thing as a "file". We can also obtain a
00:27:53
link for the team and send it to our team members... the first time...
00:27:58
to let them know...
00:28:00
But as soon as you create a team, the members are notified
00:28:03
when you add their name to the
00:28:05
team. If you want to delete the team, it is right here. So, if I want
00:28:09
to manage the team, I would do it
00:28:11
from here. Again, the "Owner" is
00:28:14
"Oliver Lodge". I have three "Members" here... And if I want to
00:28:19
make "Lisa" a Co-owner of the team, let's say... I'm going to go
00:28:24
on vacation... And I need somebody else to manage the team while
00:28:27
I'm out. Maybe, "Lisa" is the person I trust in the team... To do
00:28:32
so, I can change her role... And she becomes an owner... And then
00:28:36
this way, she can also invite other members or remove people
00:28:40
from that team... And she can do a lot of things as the owner
00:28:45
would. So that's that for how to set up TELEWORK! The
00:28:50
first thing you want to do is to create a team and you
00:28:55
want to add the files in the appropriate channels.
00:29:00
You want to make sure you invite all the members to the team and then
00:29:04
if you have a private channel, make sure to invite only a few
00:29:08
members to that private channel for confidential communication.
00:03:29
First, from the Start Menu.
00:03:34
You can look at Microsoft Teams under programs by Alpha Order.
00:03:38
Then you can launch the application.
00:03:47
And then you can do a right click on the taskbar this way
00:03:52
and then pin Microsoft Teams. Mine is already pinned.
00:03:57
Then on the very
00:04:00
top right
00:04:02
corner of this interface you will see your Profile. So for
00:04:06
this demo account if I click on my profile, I am "Oliver Lodge"
00:04:11
today... And, it also shows my availability status. So, what is
00:04:15
an availability status? It's a colored tag that shows when I'm
00:04:19
available. Remember this is a new way of working. We're all
00:04:23
working remotely. We cannot see our colleagues face to face so
00:04:27
we don't know when to approach
00:04:30
them. First thing you should know is that the calendar and
00:04:34
the list of contacts in Outlook is synchronized with the one in
00:04:39
TEAMS and the status is automatically changed based on
00:04:42
what you put on your calendar. So if you have, for instance
00:04:47
today put that you have an event or a meeting, your status will
00:04:52
be automatically changed to "red" for busy. So again I hover over
00:04:56
the status on the left side. I can see all my choices.
00:05:01
So, it changes automatically to "Available" or "Busy", but if I
00:05:05
really do not want to get any notifications or phone calls
00:05:09
during the time of the meeting or the event, I will select "Do
00:05:13
not disturb". So as an example, let me do one, right now. I'm
00:05:17
going to say... "Do not disturb"... You see the tag has changed
00:05:21
instantly! If I click again on my Profile, I can also customize my
00:05:26
status. If I want to let know my colleagues why I cannot be
00:05:31
disturbed, I will say for
00:05:32
instance, "In training".
00:05:35
So... One second... I think my
00:05:38
keyboard... OK, it's not set properly so I can do the "a". Here
00:05:43
we go! No... It still set on the US keyboard... One second... Let me
00:05:48
check this... OK. Here we go! So... "In training".
00:05:53
I'm going to check this box and then I can say for how long and
00:05:57
if I don't see the appropriate time here, I can go to "Custom"
00:06:01
and change. So now just to make it simple, I'll say.. I'm "Busy"
00:06:04
for the next hour... And then I'm going to say... "Done"...
00:06:08
And then, I can click anywhere.
00:06:12
Let's say now... an hour went by... I'm going to go back on my Profile,
00:06:17
here... and I'm going to manually change my status back to
00:06:20
"Available" so I can get my phone calls and my notifications
00:06:24
again. And then of course, I should not forget the
00:06:28
personalized status... The words: "In training"... Do I still want that
00:06:31
to appear or I wanted to disappear? Maybe, I have another
00:06:35
meeting right afterwards... I can go to the pencil, right here, to
00:06:39
modify the message... Or I can delete the message for good if I
00:06:43
don't have any other meetings after that... So, I'm just going to
00:06:47
click again on the trash can and just like that, my
00:06:51
status is back to "Available". I can see it on my profile, here...
00:06:56
And the customized message is
00:06:57
gone. The next thing is this field, right here... It's the "Search" bar..
00:07:02
Here, with a keyword I can locate: a file, a person, the name
00:07:07
of a channel or a team.
00:07:11
And then on the left-hand side.
00:07:14
You have those arrows... They basically are arrows that allow
00:07:19
me to browse through "TEAMS"... Now on the left-hand side, there's
00:07:25
the "Banner" made out of "Tabs". If I click on "Activity" from here...
00:07:30
I will see...
00:07:31
my entire activity on TEAMS...
00:07:35
So, as "Oliver Lodge", I can see all I've been doing with all the
00:07:40
colleagues... Whether it was a "one- on-one" chat, conversations in
00:07:44
channels, meetings and so on, it will be organized by
00:07:49
the most recent to the oldest. If I go to a "Chat"... This is
00:07:54
where I can find all the chats. I've started with other
00:07:58
colleagues, so when you see the picture of one person, it is a
00:08:02
conversation on "1 on 1". When you see a picture that is
00:08:07
fused with many pictures, it is basically a "Group" chat.
00:08:12
And then all these other icons... With the "Calendar"... show that
00:08:16
meetings were organized.
00:08:18
Now you have also the calendar feature.
00:08:22
So remember the "Calendar" is synchronized with the
00:08:25
one in Outlook. So...
00:08:29
Up here... you can change with the arrows.
00:08:35
the "Date",like the"Month"... So I can go from "July" to
00:08:39
"August" from here...
00:08:42
Actually, this is by "Day"... Sorry... and if you click on the downward
00:08:46
"Arrow" you can select the month: August, September and so on.
00:08:51
If I want to go back to today's date, I just click on the word
00:08:55
"Today". Now, if I don't want to see the entire weekend, I just
00:08:58
want to see my schedule for today on the very right-hand
00:09:02
side, you will have the possibility to switch to "Day".
00:09:08
So now, I can see "one day at a time".
00:09:13
So let me go back to "Work Week".
00:09:15
The next day, we're going to see over here, is my list of "Contacts"
00:09:21
under the "Calls" tab.
00:09:23
And if I go to "Files", this is where I will see all the files
00:09:28
that I've exchanged with
00:09:30
everyone under this new
00:09:32
workspace. So let's focus on the "TEAMS" tab, today... Because today,
00:09:37
we're going to learn how to create a team. So first I go to
00:09:42
"Teams". As you can notice I have my list of teams that appear
00:09:46
here already. I either have created teams or I've been
00:09:49
invited to teams and under your teams you will see all the teams
00:09:54
you've created or you've been
00:09:56
invited to. At the very bottom, I can click on "Join or create" a
00:10:01
team. And then all I have to do is on the right hand side.
00:10:06
"Create team"... This is the
00:10:08
button to create a new team. So I'm going to build a team
00:10:11
from scratch. Now, I have to decide if I work for a company
00:10:17
where there is only...
00:10:19
200 people in it... Do I want to create a team so I can
00:10:24
communicate with 200 people?... Or do I want to work with a
00:10:27
specific group of people in my Department... A smaller group
00:10:31
on a targeted project? If that's the case, I'm
00:10:34
not going to use "Public", which is anyone from my company. I'm
00:10:38
going to use "Private"... So, only people that I will invite will
00:10:42
be able to have access to my team.
00:10:44
So then the next step is to give a team a name. So I'm going to
00:10:50
say... this is "New"...  I'm going to give it the name: "New Private Team".
00:10:58
The description...
00:11:01
"Only for people
00:11:05
I invite"...
00:11:08
And then I'm just going to press "Create".
00:11:11
Of course, you could have put any type of description... this is just
00:11:14
to remember why I've created this team. The next step here,
00:11:19
Add members to "NewPT". The name of my team. So here, I'm going to
00:11:24
invite a few colleagues of mine...
00:11:27
"Lisa Elliott"...
00:11:29
"Amaury"...
00:11:31
"Franck"...
00:11:34
And I'm going to say "Add"...
00:11:40
So, I have "Amaury" and "Lisa" and they are members of the team.
00:11:46
And I'm going to press "Close".
00:11:50
So, now at the very bottom, I can see "NewPT" and when I create a
00:11:56
team... You will
00:11:57
see that automatically a channel has been created... It is
00:12:00
automatically created under the name of "General". So that means
00:12:04
all the members of this team will have access to the
00:12:08
"General" channel. I can also slide my team on top if it's
00:12:12
the team I will be using mostly... on my projects...
00:12:17
And so just remember that in Microsoft TEAMS, just right-
00:12:21
click to see the "More options" menu you have, here...  When you create a
00:12:25
team, you can manage your team with the "Cog wheel".
00:12:29
And over here, you can see who the owners are. So, remember in
00:12:34
Microsoft when you create something, you are: the "admin",
00:12:38
the "owner" or the "author" of a "file", "folder", "group", "team"... So I'm
00:12:43
"Oliver Lodge"... I'm the owner... Apparently, I have invited 2 "Guests".
00:12:47
I can invite other people by pressing the button over here.
00:12:51
So let's say I want to invite more people... Let's see... Frank...
00:12:58
I'm going to say... "Add"
00:13:00
Just like that! But I also have the possibility of course, to
00:13:05
invite people outside the company... But for that, I will
00:13:09
have to use their email addresses.
00:13:14
So I've updated the "General"
00:13:16
channel. Maybe, I want to create
00:13:19
two channels. The "General" channel as we said, all the
00:13:23
members of the team will have access to this channel.
00:13:26
Maybe, I want to create a different channel that is
00:13:30
"Private"... Where only "Lisa" and I, will be able to communicate...
00:13:34
For that, I will say... "Add" channel and I'm going to call it "Private"...
00:13:39
under "Description"... Only
00:13:44
"Lisa" and "Oliver" have access to this channel... But then over here,
00:13:48
where it says privacy, I'm going to change it from "Standard" to
00:13:53
"Private"... And just like that...
00:13:57
I can now invite Lisa only to this channel.
00:14:07
So when you create a new team automatically, you get a new
00:14:11
channel called "General". When I click on "General"...
00:14:16
All the members that I have invited to this team: "New PT" will
00:14:20
have access to the "General" channel.  Under "General" channel,
00:14:24
You have automatically three tabs that are created right over
00:14:27
here...  "Posts"... This is where I will be able to have
00:14:32
conversations with the team... So, I'm going to say "Hi"
00:14:37
to the "General" channel, just so you know who I'm
00:14:40
addressing this message to...
00:14:44
And... Under "Posts"
00:14:48
tab, all the members of the team will be able to respond to my
00:14:53
message. You will all get a notification. How do you get
00:14:56
notifications in TEAMS? Those are the little famous "Red tags" that you
00:15:00
see with a number in them. This is how you you get a
00:15:04
notification and you just have to click on the appropriate tab
00:15:07
to see the message. So right now, I just sent a message to "all" and
00:15:12
all they have to do is to show the different message simply by
00:15:16
hovering over the message like so... And then they will select one
00:15:19
of those "emojis", for instance.
00:15:22
So again, remember when you send a message, you just have to
00:15:25
hover on the top-right corner.
00:15:29
And of course, when you go to the "Three little dots", you will
00:15:31
see all the options you have.
00:15:35
Now... "Files"... When you go to the
00:15:39
"Files", under the "General" channel... So, I had my
00:15:43
conversations for the "General" channel. They will not be
00:15:45
confused with the "Private" channel. Everything is structured
00:15:48
in "Teams", so you create a "Team". Then you can create "Channels"...
00:15:52
Those channels... They're like different floors in a building.
00:15:55
Let's say... You work for a company that owns a building. In
00:15:59
every floor, there's a different Department. So, the "Topic" is
00:16:03
different... So, when you create a team and channels... You can use
00:16:07
different topics. It could be the "Name of a Company"...
00:16:10
And every "Channel" represents a "Department". Or you could create
00:16:14
a "Team" where there are "Name of Projects" with "Sub-Projects".
00:16:19
So, I'll leave it up to you. This depends on how YOU work... Right
00:16:22
now, we're making it simple. We
00:16:24
created a "Team". We have a "General" channel. Those are the
00:16:28
people I work with closely... Usually.. So, it's a small group
00:16:31
of people... We are going to be working together on particular
00:16:35
projects. The "Private" channel is for "confidential communication"
00:16:37
that I wish to have with Lisa. Of course, Lisa was a member of a
00:16:41
team first before I could invite her to this private channel.
00:16:45
So now you notice that in the private channel I have two tabs,
00:16:50
"Posts" and "Files". So... just to show you... I can organize my
00:16:55
conversations as well. So at the bottom, here... I'm going to send a
00:17:00
message to "Lisa". For instance...
00:17:02
"Hi Lisa, please add...
00:17:07
your files to the library"...
00:17:14
Which is...
00:17:17
under the FILES tab"... OK...
00:17:23
I said that purposely so that you'd notice that "Posts" is the
00:17:28
conversation... "Files" is the library in TEAMS... So, from here...
00:17:35
I can add files.
00:17:38
In the "General"... I can do the same... So, let's begin with the
00:17:43
"General"... If I go to "Files"...
00:17:49
You see the ribbon.
00:17:52
It says "New"... So,maybe... I want to put a structure to my
00:17:56
library... And I'm going to start a "Folder". The first one
00:18:00
will be "Admin" stuff...
00:18:06
The second folder...
00:18:09
"Accounting"...
00:18:15
So just like that... I've created two folders... And if I want things
00:18:21
to appear under...
00:18:23
the "Accounting" folder I can just click under "Accounting"...
00:18:27
And then "Upload" the file that I will look for
00:18:31
on my PC... So, this is
00:18:36
the "Accounting"... Let me see what I have under "Accounting"...
00:18:41
Ok, let's say... this file,here and "Currency Symbols"... All this seems
00:18:45
like accounting material...
00:18:49
So like that... I'm going to upload 2 files under this
00:18:52
folder.
00:18:56
And what I have the option to do as well... is organize my files.
00:19:00
Let's say... There were 1000 files I've uploaded into this library.
00:19:04
If I want to pin some to the top, I can... So, I can either
00:19:11
"Pin to top" this way all my colleagues can
00:19:14
look at the files faster... So I can do that
00:19:17
with any type of files.
00:19:20
Except... "Image" files. But now I'm going to "pin to top"... Also my
00:19:25
"Excel" file... And just like that I have made it available, as well...
00:19:30
As "thumbnails" as you see here... But know that I also have the
00:19:34
possibility to create "Tabs" from files. And How do I do that? So
00:19:39
you see... For now, you have "Posts", "Files", "Wiki"... So, I can either click on
00:19:44
the "Plus" sign to create a new file.
00:19:47
Or I can right-click from here and make this a "Tab".
00:19:53
And just like that... I have a new "Tab"!
00:20:01
I'm going back to "Files".
00:20:05
And under "Admin"...
00:20:09
If I want to add files again...
00:20:13
I just have to select any type of files.
00:20:16
So, let me just say... This "Corporate Travel
00:20:19
Presentation"... Under "Admin"...
00:20:25
Again. I can do a right click here. Remember I can make this a
00:20:31
tab, again... And then I could move the tabs around.
00:20:36
This is how I can easily organize my channels. So, for
00:20:41
each channel the conversation will be kept within the
00:20:45
appropriate channel. It won't be mixed. Everything is
00:20:49
structured... So, I have "conversations"... I have a
00:20:52
"library"... and then I can personalize my "tabs" with
00:20:55
different "tools".
00:20:58
So now... In "Private"... I haven't done anything yet. For "Private", you
00:21:02
see, there are only two tabs, "Posts" and "Files". Now, only "Lisa"
00:21:06
will be able to view my "conversation" under "Private"
00:21:09
channel... Because she's the only one invited... And How do I tell a
00:21:14
standard channel from a private channel?... It's that little "icon"
00:21:18
with the "Padlock"... Right here!
00:21:21
So, again... This is how I easily... ... go to files.
00:21:34
The ribbon appears and now I can upload files in channels... In
00:21:39
the "Private" channel as well... So, I'm going to pick
00:21:42
something different, uhm...
00:21:45
Let's see...
00:21:51
OK, let me say... I'm going to use this "Sales Sample..."
00:21:55
Why not? Those will be the two files I want to upload... So, I
00:21:59
upload the 2 PowerPoints...
00:22:02
And let's say... I want to add a folder, here...
00:22:08
And we'll just call it "Other"...
00:22:13
And then I realize: "Oh, shoot!.. I created a folder... but I want
00:22:17
this file to be under this folder..." How do I do that? I just
00:22:22
right-click... Or I check...
00:22:26
And then do a right-click or I can go to the "Three little dots",
00:22:29
here, to see all the actions.
00:22:31
And then heren I can decide to move this file.
00:22:36
And you see I can see the name of the folder... Right here... "Other".
00:22:40
And then I will just move the file into "Other"...
00:22:46
So now if I go to "Other", I can locate the file I just
00:22:49
moved under...
00:22:51
And again, I can make this file. I can pin it to the top...
00:22:57
Or I can make it a tab...
00:23:01
Always with the right- click... Simple as that...
00:23:07
So we've seen how to create a channel. We created two
00:23:12
channels... A "Standard" channel and a "Private" channel. We've also
00:23:16
seen... In every channel, I can personalize every channel... It
00:23:20
will have its own conversations, its own library, which is the
00:23:25
"Files" tab, so its own content. And also we can personalize the
00:23:30
"Tabs" with the "Tools". So let's say... "Accounting" needs "Excel"...
00:23:34
I'll put in "Accounting", Excel files only... You can do it by "Topics"...
00:23:39
You can organize your channels in any form you want. It is really
00:23:43
practical... Now, The other thing you can do...
00:23:48
As you see, you can open files directly into...
00:23:54
TEAMS. So, right now... If I go back to the tab files.
00:24:02
If I want to go back... Well, this
00:24:05
is the PowerPoint. When I open the PowerPoint... I click on it...
00:24:09
It opens it directly in TEAMS. So that means I can see a PowerPoint
00:24:14
presentation. I can see a Word document or an Excel file
00:24:18
directly in TEAMS... All Microsoft Office applications are
00:24:21
integrated with Microsoft TEAMS, which is practical! So, I can do
00:24:24
all my work from TEAMS directly. I don't have to leave TEAMS.
00:24:29
But in case you like to have the regular desktop application... Know
00:24:33
that on the very top where you have your tabs showing... Go all
00:24:38
the way to the right...
00:24:41
Where it has the conversation icons appearing... There's the "Tree
00:24:45
little dots", here.
00:24:47
And it will let me either open, uh... the application
00:24:51
browser... Or I can open afterwards from the "browser"
00:24:54
to my "desktop application"...
00:24:58
But the whole point here... is to be able to work directly from
00:25:02
this "new workspace"... So you can centralize all your information...
00:25:06
Your communication... And people will be able to "co-edit" on the
00:25:10
same documents! All documents are in the files within a
00:25:13
channel. All the members that have access to this channel can
00:25:17
modify the files with you, directly in TEAMS' interface. So
00:25:22
now, if you need to obtain a
00:25:26
"link"... to this "file".
00:25:30
You can... First of all, you can download your file directly from
00:25:35
here. The other way... Let me go back... With the "Little Arrow" on
00:25:39
top,here... I'm going to go back to the initial interface... just do
00:25:43
a right-click again on the file. You can "Copy the link".
00:25:48
and press "Copy"... And then for instance, you can open
00:25:52
your "Outlook"...
00:25:57
Or you could have done it also from the ribbon... As you can see
00:26:00
here, there are different ways to do it... but I'm showing you
00:26:03
one that is very simple... Right- click on the file... You go to your
00:26:07
Outlook... You want to send a
00:26:08
message to your colleagues... So they can locate the file faster...
00:26:12
But of course... This file...
00:26:14
Remember... Only the members that have been invited
00:26:19
to this team and channel, have access to this file... So,
00:26:24
I can only send the link to the
00:26:27
members concerned. So this is the link that will give access
00:26:31
to... I believe I was in the "Private channel"... so it will
00:26:35
be "Lisa"...
00:26:37
And... I can write a message to her...
00:26:41
"Here's the link to
00:26:44
access PPT (PowerPoint)"...
00:26:49
And then, "send" the message to "Lisa" that way...
00:26:59
Et voilà! So Lisa will be notified in TEAMS... And in Microsoft, uh... Sorry... In
00:27:04
"Microsoft Outlook"... She will get the message and all she'll have
00:27:07
to do is click on the "link"... And will have direct access
00:27:13
to the file in TEAMS.
00:27:16
So that's that!
00:27:20
So, remember... Now, in order to create a new channel, you have
00:27:26
to go to the "logo name" of the
00:27:29
team. On the right-hand side... Here... There are the words "Manage
00:27:33
team", but you also have "Add channels". You can add more
00:27:37
members directly from this "menu". You can leave the team, but
00:27:41
don't leave the team without assigning first someone else as an
00:27:44
"Owner" of the team... You can "Edit team"... You can get a
00:27:49
link to the team... The same thing as a "file". We can also obtain a
00:27:53
link for the team and send it to our team members... the first time...
00:27:58
to let them know...
00:28:00
But as soon as you create a team, the members are notified
00:28:03
when you add their name to the
00:28:05
team. If you want to delete the team, it is right here. So, if I want
00:28:09
to manage the team, I would do it
00:28:11
from here. Again, the "Owner" is
00:28:14
"Oliver Lodge". I have three "Members" here... And if I want to
00:28:19
make "Lisa" a Co-owner of the team, let's say... I'm going to go
00:28:24
on vacation... And I need somebody else to manage the team while
00:28:27
I'm out. Maybe, "Lisa" is the person I trust in the team... To do
00:28:32
so, I can change her role... And she becomes an owner... And then
00:28:36
this way, she can also invite other members or remove people
00:28:40
from that team... And she can do a lot of things as the owner
00:28:45
would. So that's that for how to set up TELEWORK! The
00:28:50
first thing you want to do is to create a team and you
00:28:55
want to add the files in the appropriate channels.
00:29:00
You want to make sure you invite all the members to the team and then
00:29:04
if you have a private channel, make sure to invite only a few
00:29:08
members to that private channel for confidential communication.

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