Teams - Discover and understand Microsoft Teams

Replay

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Welcome to this session.
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Discover and understand Microsoft Teams.
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My name is Dina, and in the next 45
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minutes we'll find out together what
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is the purpose of Microsoft Teams?
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How we can create and manage a team,
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how to collaborate with those team members,
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and how to improve their collaboration.
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By adding shortcuts to applications
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we use to complete our projects
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and I'll show you how to search for
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information in this app's interface.
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Today our objectives is to get
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started with this collaborative
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tool and know the best practice.
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So what is teams?
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This application is promoting
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collaboration Co editing on word
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documents where you can synchronously
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or asynchronously modify any type
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of Microsoft documents together.
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Sharing and working together with coworkers,
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data, accessibility and security.
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Wherever we are,
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we are in a safe environment.
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We can share any type of information
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and locate it easily.
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The idea is to centralized
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this information in one place.
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Our contacts, our files,
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our third party apps.
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The idea is to work without emails.
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We want to have real time replies to our
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requests just as we would in social networks.
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So in this collaborative space we have easy.
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Communication and open dialogue.
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So let's move on to the part
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where I'm going to create a team.
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I've launched Microsoft
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Teams from my desktop,
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so let's describe this interface
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a bit on the top right corner.
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You always will find your profile.
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I have my picture showing.
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If you just started,
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maybe you will see only the initials of your
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name and when you click on that profile,
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picture or name you will see at
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the bottom of that picture a color
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tag which is the availability.
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Status if I click in the center,
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I can modify my picture so I
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can upload the picture.
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This way if I want to manage my
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account I would go right here,
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but to find out what this
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availability status means,
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well it's automated.
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It's based on what you put on your calendar.
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So it is recommended you always
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fill your agenda a week or two
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ahead of time and encourage your
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coworkers to do the same.
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So this way Microsoft knows
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when you're available.
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Or busy,
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there's nothing in your agenda at a
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time you've opened Microsoft Teams.
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It'll show this way, see right now,
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this is my calendar.
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We're the 29th and basically
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the whole morning.
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I'm busy, so it shows it as such,
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but I can manually change the status
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to any of those things by just
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clicking on any of those items.
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So if I wanted to not receive any
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calls or notifications for the
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time I'm doing this recording,
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I'm going to pick do not disturb,
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and I'm going to personalize that message.
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See next to do not disturb you
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have set status message.
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Alright, so now I'm going to check
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this box so that all my coworkers,
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whoever's trying to reach me,
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can see that message,
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and I can say for how long.
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By default it shows today,
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but I can say for another hour
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I don't want to be disturbed.
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I can go to custom if I go to custom.
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When you click on the date,
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you can pick the date.
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You can adjust the time,
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so maybe I can say till 12:00 PM
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like this and say done so now
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that I've set my status message.
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Maybe when I put do not disturb,
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there are only a few people that
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can reach me under this status,
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because remember when I put the status,
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no more calls, no more notification,
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no more messages of any type
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that can distract me.
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I'll go to the three little dots and
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remember that this is where you find
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your settings when you start off,
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you want to know what your
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keyboard shortcuts are for the
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repetitive actions you want to use.
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I can click here.
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Or I can go to the cogwheel and
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immediately adjust my preferences.
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So in the general I happen
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to work in both languages,
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so sometimes I need to change
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from English to French.
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I'm going to change the app
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language and the keyboard language,
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but there are other things that I have
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checked here that you can uncheck yourself.
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So invite you to follow that window.
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Like for instance,
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I've decided that any time I turn
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my computer on that Microsoft
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Teams auto starts and even when
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on close keep the application.
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Running so if somebody's sending
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me notification I will have a pop
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up on the right of the screen
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bottom right of the screen.
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That will show me somebody just
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send me a message for instance.
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So all these things can be adjusted
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now for the exceptions I was referring
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to as my do not disturb status.
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Remember to go to privacy,
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manage priority access and here
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I can add the people that can
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reach me in case of emergency.
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If I change my mind later on I
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go back to that same space and
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click on the X to remove them.
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So at the moment Alan and Pamela are
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people that can reach me at all time.
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Notifications,
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I invite you to adjust your notifications.
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Remember the drop down menus
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to see your options.
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So for teams and channels,
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any notifications I get,
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do I want it for all type of activity?
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If I don't want to be bombarded
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with notifications,
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maybe with time you'll have many teams,
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many channels and you don't want to
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be overwhelmed by those notification.
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Go to custom and we can choose
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pick and choose what you want
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for every category like when.
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People at mentioned me to call
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my attention on something.
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Where do I want that notification on the
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banner and the feed or just show in feed?
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So let's see what the banner and feeds are.
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The banner is the sidebar in Gray right here,
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which is well when you start you
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should see activity, chat teams,
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calendar calls and files.
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Activity when I click on activity.
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This is where I see the feed.
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So when I get notifications I can
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get them on the sidebar which
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is the banner and I can also see
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them on that bell from activity.
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It will be a red tag with a number.
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It depends on the number
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of notifications you got.
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If I got three notifications,
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it will show my activity and then it
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will show on the teams channel as well.
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The team button here.
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So now we know what the banner and feeds are.
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Activity shows the general feed which
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shows all the conversations I've had
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with people, group chats and so on.
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Shows them in the order of the most
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recent 1st and at the bottom the oldest.
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So remember, it's just like
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any items in Microsoft.
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When you click on the item you
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see the details on the right.
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So if I want to go to.
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Crystal mentioned me somewhere.
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It takes me right to that message here.
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Where I got a praise from Tristan
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so this is activity and the general
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feed under the general feed you
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can see also only your activity.
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It's still by. Descending order
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from the recent to the oldest.
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We'll come back to the filters later on
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when we go to the search for information,
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so that's that for the sidebar,
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so I'm going to go back to
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the three little dots,
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go back to the settings.
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The other things you need.
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To adjust before you start audio and video
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conferencing is go to devices in devices.
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Make sure if you are using a headset with
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a microphone to select that device so
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that people can hear you properly in teams.
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You make sure you adjust it for audio
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devices for speaker and microphone and then
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you can make a test call to make sure.
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You have a good sound quality.
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And at the bottom you can also adjust the
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image the way you appear on your camera.
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So this is where you adjust your
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audio and video settings.
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Basically I'm going to close this window.
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Another way to go to settings you will
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notice when I clicked on activity under
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my activity I have the lines which is
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an advanced filter and a cogwheel settings.
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Advanced filters that means you
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can locate things by keyword by
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typing a word in that field.
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Let's say announcement.
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Is what I'm looking for.
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I click on this message and it shows
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me the announcement bulletins.
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Alright, I'm going to remove that filter.
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Takes me back to this menu.
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So remember you can locate things by
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keywords and to undo you just click on the X.
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This wasn't my activity,
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but you will notice when I go to my feed.
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I also have the general feed.
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I mean you will see that I have
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that same advanced filter.
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And when I have this three little dots,
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that means now I can. Search by category.
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So we'll get back to that part.
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So let's go back.
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Remember, profile? The color tag.
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The name of the status you click on it.
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You see the choices of statuses so
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you can manually adjust them if you
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want to go back to automatic status,
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you just click reset status and it will
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refresh everything and will be based
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on what you put your own calendar.
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Remember the calendar in teams is
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synchronized with the calendar in Outlook,
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so let me show you that I'm going
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to go back to the calendar.
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This is this week from the 27th
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to the 1st of July.
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Alright, so let me click on my outlook.
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This is the same.
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Calendar 26 to the first,
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the same elements are showing here
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to change the view of the calendar.
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You see when you go to today,
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it takes you back to today.
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But if I want to move one week ahead of time,
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we have the left and right arrows
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and if I click.
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On the drop down arrow from
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the months then now
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I can use these arrows
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to move months by month.
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And you can pick any date here.
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It'll take you to that date.
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It's just like in Outlook
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and on the right here you
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can see your agenda by day.
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My work week.
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Or by week, which will include
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the Saturday and Sunday.
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Back to work week.
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So to go back to today's date,
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just click on today.
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You can also start a an instant meeting
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by clicking on meet now or you can
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plan a meeting directly in teams.
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All right, so that was
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in the calendar button.
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We saw the activity button
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in the chat button.
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This is where you will start
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conversations one-on-one or more people.
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They're going to move to the
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part that interests us today,
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which is teams.
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So I'm in the teams category.
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I clicked on the teams button and you can
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see that I have different categories,
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so if you just started in team
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and you don't have a team yet,
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it won't show anything at all
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until you create a team by
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creating join or create a team.
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But let me show you your teams is when
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I add a team it will appear under your
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teams and anytime I have a favorite
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team let's say on board test is a
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favorite team I can click here. And.
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And well, no sorry I have to open the team.
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You see the team has different channels.
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So I have different teams.
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Let me go back to the explanation.
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Let me be clear under your teams
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every picture you see. Is the image.
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That represents a team.
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Onboard employees Demo Resources,
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group people and so on.
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You have those little arrows on the
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left so you can expand or reduce.
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So now I expand the team.
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I can see all the channels when you
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create a team you will see that it
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automatically creates a general channel.
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It will always carry that name
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and you can never delete that.
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But then you can add more channels
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and this one on board employee
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test in the general channel.
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When I click on it I can see the posts
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which are conversations for the team.
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Files the library for that team.
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And every other tab that comes
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afterwards is being added,
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so by default you have a wiki.
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You can remove the wiki by doing
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a right click on it if you want
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to use something else instead,
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like a OneNote for instance
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for your meeting notes.
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But then I have a shortcut
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to go to my power automate.
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I got a shortcut to go to my OneNote.
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So let me open OneNote.
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So what you have to understand every
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tab that is added is basically a
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shortcut towards an application.
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So here I have a OneNote.
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It doesn't have any sections yet.
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It's brand new and it
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doesn't have any pages yet.
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I have a bulletins shortcut.
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Let's see what it offers.
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So what you have to
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understand is that I can open.
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These apps directly in teams.
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Or I can open them.
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As a desktop app or an online app?
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So if I go to announcements.
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There's one message with
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bullets in right here.
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I added a tab at the top of this channel.
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Check it out so it by default every time
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you go into channel it takes you to the
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post where you can see the conversation.
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Thread the entire history of conversations
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shared with your team members,
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and when you go to files here.
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You will be able to upload documents
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or download documents to your PC
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whichever way you want to work or
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anything that's been exchanged in
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posts will be also found under files,
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so let's see how to do this.
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I create a team.
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So we went to join our creative team,
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create a team and we can
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decide from scratch or from an
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existing Microsoft 365 group.
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Or I can use a template on board employees.
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That's what I tested earlier.
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That's why it wasn't showing
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that much activity in it.
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But now I'm going to create
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from scratch, so your second.
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Fees is to. If you're gonna create a team,
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you have to really picture what type
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of team it's going to be, is it?
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If you're working in a company where
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there are 1000 employees you want to
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create a team where the 1000 employees
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can have access to the content of
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that team and be part of that team?
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Or do you want to work with
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a small group of people,
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let's say from 10 to 50 people,
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not more. If it's the case,
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it's a small group to work on a specific
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project I'm going to create private.
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And then I'm going to give it a name,
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so we'll call it group. Collaboration. 100
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so 100% collaboration.
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On Alpha project, why not?
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I'm given the description alright,
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so I've created.
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I gave it a name and here there's
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a check mark that shows me that no
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one has used that name for the team
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so I can go ahead in my company
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and use that name for my team.
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I'm going to create the team.
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And then I'm going to invite
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as many people as I want.
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But we'll just invite
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three to make it simple,
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so let's say invite a colleague of mine,
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Danielle. Lisa leak. OK.
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So those are people that are
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part of my company.
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Their e-mail addresses share
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the same domain as mine and This
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is why automatically Microsoft
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from the domain of the e-mail.
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They will classify them as members.
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If I want to invite consultants and vendors,
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I just have to type their e-mail addresses.
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I'm going to use my
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personal e-mail addresses.
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The Yahoo account just so that you see
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that automatically I did not write gas.
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Microsoft did that themselves
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because they're so Yahoo.
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They understood this person does not
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belong to the company and you will
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notice here when a guest is invited.
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They cannot be.
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We cannot change their role to owner.
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So in Microsoft,
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when you create something when
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you are the author of something,
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you are the admin.
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That's something and here
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in teams is called an owner,
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so that means you get to rule.
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You create the team.
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You can delete the team.
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You can choose who is going to
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be part of the team like you can
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remove someone from the team.
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So let's say if Louis get no longer
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want him to be part of the team,
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I can click here and add someone else.
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This is a demo account,
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but it's still part of my
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organization just to show you member.
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So now if out of those three people
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the person I trust in case I'm absent,
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they can manage the team while I'm away,
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will have the same rights as I do.
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Would become an owner,
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so you have to understand anyone that
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belongs to the company is member.
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Anyone that's outside the company
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is a guest and a guest will always
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have less rights than a member of
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the Company for security reasons.
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Remember the axis to remove people and
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here to add more people, so I'll close.
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So I've added people,
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but of course once I've added the people,
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I can always add more or remove
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people as I go along.
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But here you notice the group was
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created group collaboration 100
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because it is a team I've just added.
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I can also drag and drop where I want
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them and now I'm going to add some channels.
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So what are channels you can
00:18:46
imagine a company has bought a
00:18:48
building with five floors.
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Each floor is a different department.
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For instance, a channel will be
00:18:53
that department different floors.
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So if it's on the 1st floor,
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I have administrative,
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the 2nd floor is accounting,
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third floor is marketing and so on.
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It's different channels.
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Every floor has its own library,
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its own tools, its own services,
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and that's the way you should think.
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Everything is structured
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around the conversation.
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So first you invite a team.
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You invite the Members and
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then you create the channels.
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General Channel is the common
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channel where every Member will see.
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The post,
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which is the conversations
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we're going to exchange.
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Together and it doesn't matter if they were
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in Microsoft Teams or not at the time,
00:19:34
they will always see the chat history.
00:19:36
OK,
00:19:36
so you see it says post then I
00:19:38
got a tab which is files which
00:19:41
is the library and I have a wiki
00:19:43
if I don't like the wiki,
00:19:45
remember I right click on it.
00:19:47
I could have renamed it or I could remove.
00:19:52
And if I want to add for general.
00:19:56
In particular,
00:19:57
maybe a questionnaire for everybody
00:19:59
that can answer to get their opinion.
00:20:01
Maybe I want to add a Microsoft forms,
00:20:04
so let me go ahead and type forms.
00:20:07
Forms so create a shared form
00:20:09
that your team can edit and
00:20:11
see results all right. Survey
00:20:21
so this is a survey.
00:20:23
I can do a choice multiple
00:20:25
choice question, for instance.
00:20:28
So what is your favorite?
00:20:34
I'm making it simple.
00:20:41
You see, it automatically suggests other
00:20:43
things, so it makes my life easy afterwards.
00:20:46
Purple. Lime alright, so now I have
00:20:50
many choices and so now I can say maybe
00:20:53
multiple answers or they'll have square.
00:20:56
Now they have different options or just one
00:20:59
answer they can give me and make it required.
00:21:02
And I can add new,
00:21:03
but we'll just leave it to that.
00:21:06
So here collect responses.
00:21:07
Only people in my room meditation
00:21:10
can respond. All right?
00:21:12
But if it's a team with people outside here,
00:21:15
so I'm gonna say anyone can respond.
00:21:18
And I can copy this link and
00:21:20
invite people if gets for instance,
00:21:22
I can invite them that way for the survey.
00:21:26
I can choose a theme.
00:21:28
Let's do that.
00:21:30
Alright,
00:21:30
so quickly I've added a survey.
00:21:34
I can go to responses for now,
00:21:36
and there's zero responses.
00:21:39
Average time activity.
00:21:41
And I can also export the
00:21:43
results into an Excel.
00:21:45
5 Alright, so we got this so you see
00:21:48
now I have posts so I'm going to write
00:21:51
my new see automatically everything,
00:21:54
every activity that took place in that
00:21:58
teams channel general it shows Zena Harvey.
00:22:01
I added a tab at the top of this channel.
00:22:03
Check it out.
00:22:04
I didn't write this teams did it for me
00:22:06
so now they know I've added this now I
00:22:08
added the tab at the top of this channel.
00:22:10
Check it out.
00:22:13
And then they can reply.
00:22:15
I took care of it, for instance.
00:22:18
Of course I'm responding to my own message,
00:22:20
but it doesn't matter just to
00:22:22
show you how you can reply to
00:22:24
a thread a specific thread.
00:22:26
So if I want to add something formal here,
00:22:30
let's say this OK topic.
00:22:36
Of project. I'm gonna make it bold.
00:22:42
Like this, maybe choose a
00:22:44
background color so this is when
00:22:46
you click on the A with the pen.
00:22:48
It's a rich text format you're
00:22:50
using and you have that.
00:22:52
That menu that appears and you
00:22:53
can choose a lot of things.
00:22:55
So now I'm going to move to the next one.
00:22:59
This is a list of items.
00:23:05
That we need. To go over.
00:23:11
I'm going to say
00:23:14
ABC.
00:23:19
So when I click enter here,
00:23:21
it doesn't send a message when
00:23:22
it's on the rich text form,
00:23:24
it just goes to the next line
00:23:25
just as I would write a word doc.
00:23:27
Basically the same idea.
00:23:30
Now, if I don't want the format in bold.
00:23:33
Reset the format with the eraser.
00:23:36
And if this is meant to be a list.
00:23:39
Bullet list.
00:23:40
Or a numbered list and I can increase
00:23:43
the indentation like so or decrease it.
00:23:47
You can create sections.
00:23:50
Let me go like so create sections right up.
00:23:56
Let's removed bulleting.
00:23:57
OK, I can add a table.
00:24:00
There's a lot of things you can do.
00:24:05
So in the table you could have
00:24:07
written titles and if you wanted
00:24:10
to highlight these titles.
00:24:12
To have a heading of some kind,
00:24:14
maybe heading to,
00:24:15
we'll take that format.
00:24:17
And underneath I can add a file.
00:24:23
From my OneDrive from teams
00:24:25
or upload from my computer.
00:24:29
So let me just pick anything.
00:24:33
Minot.
00:24:38
So I've added a file.
00:24:41
I'm going to go at the bottom. Umm?
00:24:46
I can add in. OK, you got your emojis.
00:24:53
You can add gifts or gifts,
00:24:56
whichever you prefer.
00:25:04
And you got your personalized
00:25:07
stickers. For instance.
00:25:15
So you really can put any type of
00:25:18
elements and if this information
00:25:20
is meant to be urgent you see you
00:25:22
got that exclamation point here.
00:25:24
I make it important.
00:25:27
And I can just send that message now.
00:25:30
And here it appears on the conversation
00:25:33
thread and everybody will be
00:25:34
able to see it and hover over it
00:25:36
like so to show their reaction,
00:25:38
just like in social networks.
00:25:39
You can like something and it
00:25:41
is advised to always react to
00:25:43
something if you've been notified.
00:25:45
Show reaction at least you'll know
00:25:47
you've viewed it, you've read it
00:25:48
and you respond to it afterwards.
00:25:50
When you have time.
00:25:52
But of course here if I made a mistake.
00:25:55
I can delete the message.
00:25:58
I can save this message.
00:25:59
Remember to save this
00:26:01
message is like a bookmark.
00:26:04
So now imagine I'm going to add
00:26:06
another channel in the meantime,
00:26:08
so I'm going to go to the team.
00:26:10
Add a channel.
00:26:11
So generally is a standard channel,
00:26:13
meaning that all the members of
00:26:15
that team can access that Channel.
00:26:16
The post, the files, everything.
00:26:19
This is a bit like the kitchen in
00:26:21
the company where everybody can
00:26:23
meet around a coffee cup and talk
00:26:25
about any topics it's not related to
00:26:27
specific client service or department.
00:26:30
It's just freeform conversations.
00:26:33
Now every other channel I'm gonna
00:26:35
create after that remember is the floors
00:26:37
in a building for every department,
00:26:38
accounting admin, marketing.
00:26:40
So let's just do admin.
00:26:44
See it's by default.
00:26:45
It's standard.
00:26:46
Everyone on the team has access.
00:26:48
If I were to choose private,
00:26:50
specific teammates have access.
00:26:51
So out of the 10 people
00:26:53
that have invited here,
00:26:55
I invited three I believe,
00:26:57
or 4 so we have four Members,
00:26:59
maybe only two of us can discuss
00:27:01
confidential stuff.
00:27:02
If we'll see how that works out,
00:27:04
let's do the standard one first
00:27:06
admin add and I'm just going
00:27:07
to say automatically show this
00:27:09
channel in everyone's channel list.
00:27:11
OK,
00:27:11
so they will see the list here.
00:27:16
I'm going to add a private channel so
00:27:17
you can see what the difference is.
00:27:19
So here we'll call it HR. Confidential
00:27:27
Deena and Lisa. Do not forget to
00:27:30
change the privacy before you add,
00:27:33
otherwise you're gonna have to delete
00:27:35
that Channel and start over again.
00:27:37
Because when you pick a type of team,
00:27:39
standard, public or private,
00:27:41
you cannot change your mind a
00:27:43
week later and say, well, finally,
00:27:45
I didn't want it to be private.
00:27:47
I want it to be public.
00:27:47
No, it doesn't work that way.
00:27:49
You will have to delete the
00:27:50
entire team and start all over,
00:27:52
so you lose all your information.
00:27:53
So really think.
00:27:55
Ahead of time, the architecture of your
00:27:58
team who needs to be part of that team?
00:28:00
How is it going to be structured?
00:28:01
How many channels?
00:28:02
Who has to see what channels?
00:28:03
What is confidential and what is
00:28:05
meant for the entire team and so on.
00:28:07
So I'm going to create this team so we said,
00:28:10
Lisa.
00:28:13
I don't have to add myself
00:28:14
because Dina is me,
00:28:16
but if you were to guess,
00:28:17
it could have added Dina to
00:28:19
guess that's true.
00:28:21
Add. Now,
00:28:21
Lisa could have been the owner of a team,
00:28:25
does not mean she's necessarily
00:28:26
the owner of this channel,
00:28:28
but I can choose to make her also
00:28:30
an owner of that private channel.
00:28:33
Done. So now that means.
00:28:37
The leftover members won't see the
00:28:41
age R channel in their list at all,
00:28:45
so they won't be able to access the
00:28:47
content or even know that it exists.
00:28:50
So you see here now I'm going to
00:28:51
personalize every channel so the general.
00:28:53
Remember I added a survey.
00:28:58
And I can change the name of
00:29:00
that survey to just survey.
00:29:01
I don't like the title, just make it survey.
00:29:03
It doesn't change the name of
00:29:04
the questionnaire. All right?
00:29:07
In the files.
00:29:09
Remember I want to upload information
00:29:12
to make it available to my team
00:29:15
members in a general channel.
00:29:17
I can go here upload files.
00:29:21
And choose any file.
00:29:22
We'll just go ahead with the PDF file,
00:29:25
whatever that is to.
00:29:32
And notice that it automatically added.
00:29:35
Anything that took place in that Channel?
00:29:39
Remember demo Dina?
00:29:40
That I added in the conversation,
00:29:44
which was a post. Really.
00:29:45
It's a conversation with the
00:29:47
entire team in that Channel.
00:29:48
I added a survey. It's another
00:29:50
document that was created survey.
00:29:52
It exportation of that Microsoft
00:29:54
forms all that is available.
00:29:56
So now what can I do?
00:29:58
I can either make this as a tab.
00:30:09
Which makes no sense to me,
00:30:10
but just to show you this now,
00:30:11
it's an Excel form.
00:30:13
So when I click on survey.
00:30:15
No one has replied yet, but.
00:30:20
See it shows the ID,
00:30:21
the start and completion time
00:30:22
e-mail name when people start
00:30:23
filling out their survey.
00:30:24
This is the information
00:30:25
is going to be fed here.
00:30:30
So let me remove this one.
00:30:35
I'm gonna go back to files tab to
00:30:37
see the content of that library,
00:30:40
and so maybe instead of making it as a tab,
00:30:42
I'll pin it to the top and I can
00:30:44
pin up to three items to the top.
00:30:47
So let's do that.
00:30:48
I'm going to pin all of them.
00:30:51
And the PDF, can I pin a PDF, yes.
00:30:56
Now, depending on the Microsoft
00:30:58
files like Word, Excel,
00:31:00
PowerPoint and OneNote can be transformed
00:31:02
into a tab and can be pinned to the top.
00:31:06
But PDF files cannot be made into it.
00:31:08
Oh yes, it can now hold on.
00:31:12
I guess it's an image file.
00:31:13
A PDF is OK.
00:31:14
Make this a tab and here you go.
00:31:19
So all those are shortcuts we can imagine.
00:31:21
With time I'm going to have
00:31:22
1000 files in the library.
00:31:24
There are three. We use a lot,
00:31:25
those are the one I'm going to
00:31:27
pin to the top, or even better,
00:31:28
I can make it a shortcut up here.
00:31:30
It depends how.
00:31:32
You work really so these things you can
00:31:35
change the order of these tabs now.
00:31:38
Remember you can never change the
00:31:40
name or delete posts or files.
00:31:43
Those are system files,
00:31:44
so anytime you do a right click on a tab.
00:31:47
If you don't have the options,
00:31:48
that means you can't do it basically,
00:31:49
but you see a 2 PDF file, I can rename it.
00:31:53
I can remove it.
00:31:56
OK, so every channel is its own space.
00:32:00
We set every floor with its own library
00:32:03
and its own tools, so the admin.
00:32:05
For instance I'm going to add
00:32:08
another folder so I could have
00:32:10
created something directly from here.
00:32:12
A new folder or a Word document.
00:32:14
So let's do a folder.
00:32:17
We'll call it folder a.
00:32:23
I click on folder you see.
00:32:25
Now it's building the
00:32:27
path admin to folder a.
00:32:30
I can add another folder
00:32:33
here called folder B.
00:32:36
Just so you understand how it works,
00:32:38
I go into folder BU see
00:32:40
admin folder a folder B,
00:32:41
and if I want to add a new document.
00:32:44
And I say weird.
00:32:47
Demo 100 create
00:33:00
I'm using the dictation.
00:33:26
Anything I say now the
00:33:28
machine will type it for me.
00:33:32
OK, for some reason it got deactivated.
00:33:34
It has to be read so let me
00:33:36
do it again from the toolbar.
00:33:39
Anything I say now the
00:33:40
machine will type it for me.
00:33:44
Comma I no longer need a secretary. Period.
00:33:51
Isn't this too fantastic? Exclamation point.
00:34:04
And so I can work directly
00:34:06
in Microsoft Teams.
00:34:10
Or I can open this as a desktop
00:34:13
application, so this way I have
00:34:16
the full functionalities of word.
00:34:18
Everything is synchronized.
00:34:23
I'm going to close this.
00:34:50
Well, it's a bit slow today.
00:35:01
So it took some time and was a
00:35:03
slight bug, but just so you know,
00:35:05
the dictation took place,
00:35:06
I'm going to now close the file in teams.
00:35:09
I close the desktop app and I'm
00:35:10
going to close the file in teams.
00:35:15
Just to show you.
00:35:17
That this file is saved under folder B,
00:35:21
which is located under folder a.
00:35:22
Anytime I click here,
00:35:24
I go back to the root you see this is the
00:35:27
admin channel that carries the folder a.
00:35:30
Folder B go back to the demo.
00:35:33
Now if I go to the three
00:35:34
little dots on the right here,
00:35:36
you can decide to open.
00:35:39
Edit in teams opening browser open in app.
00:35:43
And you can change the default.
00:35:44
Here I said the default is.
00:35:46
I want to add it in teams,
00:35:47
but if you don't like to work in teams,
00:35:49
you can ask to open it directly in
00:35:51
app and make this the default app.
00:35:53
You can copy the link to the file and.
00:35:56
You know, copy and paste it into a chat
00:35:59
so that somebody can access the file fast,
00:36:01
but all this all the members of the
00:36:04
team have access to this channel.
00:36:06
So because it's a standard channel,
00:36:08
remember the only private channel
00:36:10
with the padlock is HR.
00:36:11
This is how visually you know
00:36:13
which one is private and the other
00:36:15
members won't see its existence.
00:36:16
Remember that part.
00:36:17
So when I right click on an
00:36:19
element I can make it a tab.
00:36:20
I can download it to my PC because right
00:36:23
now it's saved in the library in teams,
00:36:26
which is a platform.
00:36:27
Remember that and it's
00:36:29
your SharePoint behind it.
00:36:31
You can delete the file.
00:36:32
You can rename it and you can
00:36:34
open it directly in SharePoint.
00:36:35
From here you can pin to top,
00:36:37
move to copy to.
00:36:38
So if I want to move it,
00:36:40
move to.
00:36:40
Let's say I made a mistake and
00:36:42
I didn't want to save it on
00:36:43
the folder but folder a.
00:36:47
It shows again in this pop up.
00:36:50
This is team group collaboration 100.
00:36:54
The documents folder,
00:36:55
the admin channel folder a folder B.
00:36:58
So if I want to save it under
00:37:00
folder a I click on folder a.
00:37:01
And I just say move here.
00:37:07
So when I go back to folder a,
00:37:09
I do see the folder and I see the
00:37:12
file here and again for every.
00:37:15
Path you're in. You can pin to top.
00:37:21
So now we saw how to upload.
00:37:26
Items in a library called files.
00:37:30
We understood that anything that is
00:37:32
exchanged in a post in a conversation
00:37:34
will end up in the library files
00:37:36
because team structure everything
00:37:38
organizes everything together.
00:37:40
We understood that every
00:37:42
channel has its favorite tools.
00:37:45
We customize every space.
00:37:46
This one has a PDF and a survey.
00:37:49
The admin, for instance only
00:37:51
has post files and wiki.
00:37:53
I could have added a OneNote.
00:37:57
I just click here. It's the same idea.
00:38:00
I can locate any existing OneNote
00:38:02
or I can pick the OneNote that's
00:38:05
for the group collaboration 100.
00:38:08
And here you go.
00:38:10
I create a shortcut towards that.
00:38:13
Notebook. If I think it's too long,
00:38:17
I can rename it.
00:38:18
You'll call it meeting notes.
00:38:23
This does not change the name
00:38:25
of the OneNote notebook.
00:38:27
It's still called group collaboration 100,
00:38:29
but the tab will refer to it as
00:38:32
meeting notes, so the plus to add
00:38:34
any shortcut towards any platform.
00:38:36
If you wanted a shortcut towards a website,
00:38:39
you can use website towards a SharePoint.
00:38:42
You can SharePoint site,
00:38:43
intranet, whichever,
00:38:44
pick any element and you'll just
00:38:47
have to incorporate the URL
00:38:49
like here the website is asking
00:38:51
you for the name of that site.
00:38:54
And then you just copy paste
00:38:55
your URL link here.
00:38:56
It could have been a YouTube video,
00:38:58
for instance, or maybe a training
00:39:01
tutorial from our platform MOOC training.
00:39:04
So here we go.
00:39:05
So this is how you're going to organize
00:39:09
your channels now to manage your team.
00:39:12
So we saw we created a team.
00:39:14
We added the members.
00:39:16
We created channels,
00:39:18
standard channels and private
00:39:19
channels for the confidential stuff
00:39:21
and now if we need to manage this,
00:39:23
we go where the logo is
00:39:25
group collaboration 100.
00:39:26
The three little dots I can hide.
00:39:30
If I hide this team, I no longer need it.
00:39:32
It will go to the hidden teams.
00:39:35
And they're all my teams that are hidden.
00:39:37
I still belong to these teams.
00:39:38
I either created them or I was
00:39:40
invited to join these teams.
00:39:42
So with time,
00:39:42
maybe you'll be invited to many teams
00:39:44
and you don't need to work with them.
00:39:47
All of them or follow them on a daily basis.
00:39:49
So only when you get a notification
00:39:51
will go see them.
00:39:52
So I'm hiding this so I'm not distracted.
00:39:54
And of course,
00:39:55
this is my choice of visibility on my team,
00:39:58
so I'm not affecting other
00:39:59
peoples other users, teams,
00:40:01
how they they view those teams.
00:40:04
Now if I need this again.
00:40:06
Just go back to the three little dots
00:40:08
and I say show so it appears here now.
00:40:10
Let's say the HR confidential team
00:40:12
is the one I work with the most.
00:40:14
I can pin this and I say pin.
00:40:16
It's just like the conversation.
00:40:18
So now.
00:40:21
You see underpinned, I'm going to hide
00:40:23
everything else under my favorite.
00:40:25
Those are the channels I like to
00:40:26
work with most and here as well,
00:40:28
I can put this to the top like that.
00:40:31
Let me go back to my teams so
00:40:34
to manage the team 3 little dots
00:40:36
manage team and this is the thing
00:40:39
you have to choose right away.
00:40:40
Like for instance the apps.
00:40:44
This is a collection of apps
00:40:46
that people can use in my team,
00:40:48
but maybe there are some apps
00:40:50
that don't want them to use.
00:40:52
I can just delete with the trash
00:40:55
can here and they won't have
00:40:58
access to this application.
00:41:00
So they can add forms, lists,
00:41:02
OneNote, Power BI, praise, SharePoint.
00:41:04
But I can also locate more apps here.
00:41:07
Depending on what your admin your
00:41:09
IT admin has provided or not.
00:41:11
Remember in every company we
00:41:13
work in a different environment.
00:41:15
The security level is different admin.
00:41:17
It can remove some of those apps,
00:41:21
can deactivate them or make them
00:41:23
available to even an owner of a team.
00:41:25
So just so you know.
00:41:27
So I'm going to go back with
00:41:29
that left arrow to where I was.
00:41:31
So the apps you decide which
00:41:33
apps should be available.
00:41:34
I encourage to leave most of those.
00:41:38
If you need to use them in your project
00:41:40
so this way the more the Members have
00:41:43
freedom to select the tools they like,
00:41:45
you know we all have our preferences.
00:41:47
I know some people like uniformity,
00:41:49
but it's always advised for a
00:41:51
wide range of tools that people
00:41:54
can use if they may find better
00:41:57
processes that faster processes.
00:41:59
So if you want to improve on
00:42:02
productivity and collaboration,
00:42:03
leave these apps available now.
00:42:05
A view on the channels.
00:42:08
Right here I can see how many channels I got,
00:42:11
what to show or show for others
00:42:14
that means how is appearing here if
00:42:17
I only show see show for me admin.
00:42:21
If I say don't show,
00:42:23
admin will appear on their hidden channel,
00:42:25
so only two appears in this list.
00:42:28
I did not create that many channels,
00:42:29
but just to show you so show for me.
00:42:33
Again. Here now.
00:42:35
OK, it takes a few seconds here.
00:42:38
I got these three showing.
00:42:39
So for the Members you can decide
00:42:41
as well what is going to be shown
00:42:42
on the list or not.
00:42:43
So normally you want the most used
00:42:46
channels to appear like that.
00:42:48
The settings now here you decide
00:42:51
on the team picture.
00:42:53
You can upload a team picture from here.
00:42:56
The member permissions by default
00:42:58
all the Members have the rights
00:43:00
to do all these things.
00:43:02
If you don't want them to
00:43:03
play with the fun stuff.
00:43:07
Give members the option
00:43:08
to edit their messages.
00:43:09
They can edit their messages or not.
00:43:12
You can remove that right just by
00:43:15
unchecking one of these items.
00:43:17
So they can upload custom apps.
00:43:20
Can they do that or not?
00:43:23
Allow members to add and remove apps,
00:43:25
so if you don't want them to do
00:43:27
one particular thing, you can just
00:43:29
uncheck the box guest permissions.
00:43:31
Maybe if you work with
00:43:34
consultants and vendors.
00:43:36
On a regular basis,
00:43:38
maybe on long term projects,
00:43:39
you want to give them more rights.
00:43:41
You just check these items here.
00:43:43
Allow guests to create an update channels.
00:43:46
The at mentions some people don't like those,
00:43:49
but there can be very useful.
00:43:50
Or maybe you won't add mentions,
00:43:52
but you won't be the only one to create them.
00:43:55
So give Members the option to add
00:43:57
channel or add channel name and so on.
00:43:59
You can remove that right if you want.
00:44:03
The fun stuff as well.
00:44:05
I suggest to leave it because if
00:44:07
you work with others remotely,
00:44:09
we don't see facial expressions.
00:44:11
We don't want to upset them
00:44:12
with a short sentence.
00:44:13
Maybe an emoji can show
00:44:16
somebody's happy or not,
00:44:17
but what they're writing,
00:44:19
so I'm suggesting to leave the giffy,
00:44:21
the stickers and the custom memes.
00:44:24
It's up to you now,
00:44:25
but this is where you would adjust
00:44:27
and the tags.
00:44:28
Remember I showed you the at mention.
00:44:30
You can also create tags where of.
00:44:33
Like I showed you,
00:44:35
I was at mentioned as a team trainer.
00:44:38
We'll see that in a second.
00:44:45
So. In managing a team,
00:44:49
we saw how to manage app selections.
00:44:52
The settings for AT mentions
00:44:54
the member rights and so on.
00:44:57
The view on the channels and
00:44:59
for the pending requests.
00:45:00
Basically, if a member that is part
00:45:03
of your team wants to suggest someone
00:45:05
else to be part of the team well,
00:45:08
he'll ask and you you will find
00:45:10
the request in this window here
00:45:13
and you can accept or refuse.
00:45:15
As an owner. And your co-owner
00:45:18
will be able to do the same.
00:45:21
So this is the view on teams,
00:45:23
so let me go now back on.
00:45:27
Filters you saw the advanced filters,
00:45:29
those 3 little lines that
00:45:31
can filter by keyword.
00:45:32
If I'm looking for a particular team 100.
00:45:35
Well, apparently everything with
00:45:37
100 will show client 100 group
00:45:40
collaboration 100 and so on.
00:45:42
I'm going to remove this so under
00:45:44
whichever button you find yourself in.
00:45:47
You're going to be able like
00:45:49
under the chat here.
00:45:50
I'm going to find all.
00:45:52
Underpin my favorite conversation.
00:45:54
The recent conversation.
00:45:56
Recent all conversations.
00:45:57
I had one-on-one group chats and meetings
00:46:01
that I've planned or or instantly launched.
00:46:06
And also they are displayed again from
00:46:09
the recent to the oldest over here.
00:46:12
So if I'm looking for a
00:46:14
particular conversation,
00:46:15
remember pinned would be my
00:46:17
favorite conversation people.
00:46:18
I like to talk to often so it could be a
00:46:21
group chat or it could be a person chat,
00:46:24
111 chat and so on.
00:46:27
So if I want to locate something
00:46:28
not only I can do it by keyword.
00:46:30
Remember,
00:46:30
you have always those 3 little dots,
00:46:32
which shows more options so
00:46:34
I can see immediately all the
00:46:35
messages that are unread.
00:46:40
I can find all the meetings that took place,
00:46:43
remembers under the chat button that you can
00:46:46
collect all the meetings here and anytime.
00:46:49
You can mark as unread.
00:46:51
You can pin if it's a favorite
00:46:53
or recurring meeting.
00:46:54
For instance, you're going to want to pin it,
00:46:56
or you can hide it if you no longer
00:46:57
have use for that meeting.
00:46:59
It's obsolete, you can hide it,
00:47:00
it will no longer appear on this list.
00:47:03
So always be curious.
00:47:06
Right click or just.
00:47:07
Go to the three little dots
00:47:09
to see what you can do.
00:47:11
So apparently here I can unmute because
00:47:13
I muted pointed at havai because they
00:47:16
say hello every morning in this channel
00:47:18
and you have 100 people sending messages,
00:47:21
but they're not related to particular
00:47:23
projects, so I've muted this,
00:47:24
but I cannot mute it anytime,
00:47:27
and if I don't want to be part of a
00:47:29
group chat anymore, I can just leave.
00:47:34
And I'll just have to be invited again
00:47:35
to that conversation if I need to,
00:47:37
so I'll just send him a check.
00:47:38
Can you please invite me?
00:47:40
Again, I'll be part of it.
00:47:42
So that's that for the view on chat.
00:47:46
So we saw how to search for
00:47:49
information through advanced filters
00:47:51
under the chat under activity.
00:47:54
Under the feed one you also have the
00:47:56
advanced filter through the little dots.
00:47:59
Here I can find the unread the ad mentioned,
00:48:01
the replies,
00:48:02
the missed calls and voicemails.
00:48:04
So if I go to at mentions I have a
00:48:08
list from the recent to the oldest.
00:48:10
OK, so if I want to see what
00:48:12
Frederick why did he mention me here?
00:48:14
He mentioned the team Formateur which
00:48:17
is attacked by theme by topic and.
00:48:20
So let me go again,
00:48:22
click on this one.
00:48:25
You see, it appears here.
00:48:29
Here I was at mentioned my
00:48:30
name is appearing at Gina.
00:48:32
It's in Brad. If I go to tree store.
00:48:36
It appears in yellow for a few seconds,
00:48:38
but I gotta praise from freestone.
00:48:40
This is why I was at mentioned.
00:48:41
My name appears in red.
00:48:45
The other way to search for
00:48:47
information is the main search bar,
00:48:49
just by putting your cursor there
00:48:51
you can see the latest activity.
00:48:53
So if I want to locate Lisa.
00:48:56
It's going to show me all the possibilities.
00:48:59
The top hits is Lisa Kalamazoo
00:49:01
and a group conversation with
00:49:03
Lisa referred as Benedict test.
00:49:05
There's also another Lisa Elliott who's
00:49:07
a guest or Lisa stock another guest.
00:49:10
So if it's Lisa Kalamo,
00:49:11
I click on Lisa Kalamo and I find myself
00:49:14
on the conversation thread with Lisa.
00:49:16
So remember,
00:49:17
those are chat conversation, a chat.
00:49:20
It doesn't say post so it's
00:49:22
a one-on-one conversation,
00:49:23
but if I say hi to Lisa.
00:49:26
We're having a conversation.
00:49:27
You see, it appears here and
00:49:29
all of a sudden I want to invite
00:49:30
someone else to our conversation.
00:49:32
It's still a private conversation.
00:49:34
Private discussion.
00:49:35
I'm going to click here.
00:49:39
And add more people.
00:49:40
So let's go with stagel.
00:49:50
And you notice now that the high I
00:49:52
said to Lisa no longer appears because
00:49:54
it was a confidential conversation.
00:49:56
Lisa and I had. So when I had somebody else,
00:49:58
it automatically hires the conversation.
00:50:00
It starts up new, so I'm going to
00:50:02
say hi to so this way you know this
00:50:06
conversation is with Lisa and Starger.
00:50:08
The minute I put Lisa and stagiaire
00:50:11
in this conversation, we realized
00:50:13
we need the help of a third party,
00:50:15
so let me go here and I'm
00:50:18
gonna invite someone else.
00:50:21
Lisa Elliott, but you see that already
00:50:25
because I'm inviting a third party.
00:50:27
It's telling me, do you want to
00:50:29
include the chat history or not?
00:50:30
And if I do include the chat history,
00:50:32
how many days back?
00:50:34
Five days of history or do I want
00:50:37
to include the entire history?
00:50:39
I know this is just a new conversation.
00:50:41
It's not an old group chat, so.
00:50:43
Just to show you how it works,
00:50:45
and then I can personalize.
00:50:47
Now you see all the pictures.
00:50:50
Of Lisa Lisa Kalamo,
00:50:53
Lisa Elliott and I.
00:50:56
Is fused into one and I have a pencil
00:50:58
now where I can personalize the name
00:51:01
and we'll call it Alpha project.
00:51:04
Why not? I'll say alpha demo.
00:51:07
Why not?
00:51:12
This is what we need to work on.
00:51:19
And I'm going to add a file.
00:51:24
Doesn't matter which one. Why not?
00:51:40
All right, so now that I've uploaded
00:51:44
attached this file, I'm going to
00:51:46
send it just to show you article.
00:51:49
Going back to the library for the group
00:51:52
chat so you understand around every chat.
00:51:55
There's also a library.
00:51:58
And here I could find all the files
00:52:00
that I've shared in a conversation.
00:52:03
So remember the golden rule.
00:52:05
Any files shared in a chat one-on-one
00:52:08
or group chat it lends in the
00:52:11
OneDrive of the users and any file
00:52:14
shared in a post from a teams channel
00:52:18
lens in a SharePoint library.
00:52:20
So if you delete something,
00:52:22
you can recover this item during the OneDrive
00:52:25
or the SharePoint of that team channel,
00:52:28
all right. Back to.
00:52:30
The presentation together we saw
00:52:32
how to create and manage a team.
00:52:35
We saw how to adjust team settings.
00:52:38
What can Members do?
00:52:40
What can guests do,
00:52:42
which apps you can have access to?
00:52:44
So remember from the Members tab you
00:52:46
can also add more members or remove
00:52:49
the Members when you invite Members to
00:52:52
a team they can belong to the company
00:52:54
or they can be external parties and
00:52:57
they will be classified as guests.
00:52:59
Everyone on the team has
00:53:02
the same collaboration.
00:53:03
Right, that means any file that is
00:53:05
added to the library or a conversation.
00:53:08
Anyone can modify it,
00:53:09
delete it.
00:53:10
It's intended for full collaboration.
00:53:14
To collaborate with the team,
00:53:16
everybody should centralized the
00:53:18
information under the Files tab.
00:53:21
You can open these files directly in teams.
00:53:24
You can Co edit directly in teams.
00:53:26
Remember the rule if we are in
00:53:28
a word documents and we are ten.
00:53:31
Well here we were four people in
00:53:32
part of the team we're in that
00:53:34
document together we're going to see
00:53:36
everyone in a different paragraph.
00:53:37
Alright,
00:53:38
we cannot be in the same line together,
00:53:40
but we will see colored flags
00:53:42
and when we hover the colored.
00:53:44
Like will see the name of the users.
00:53:46
So basically flags moving around
00:53:47
on the screen in real time when
00:53:50
we are in an Excel file everyone
00:53:52
has to be in a different cell,
00:53:54
at least three seconds apart to
00:53:56
go back to the cell where another
00:53:58
colleague was just a few seconds
00:54:00
ago and in a PowerPoint everyone
00:54:02
has to be in a different slide.
00:54:04
This is a print screen of what
00:54:05
it would look like,
00:54:06
so if I were in that Excel file,
00:54:09
my cell would be framed in
00:54:12
a particular color and.
00:54:14
The one of my colleagues in a
00:54:16
different color and when I hover
00:54:18
over the corner of that cell,
00:54:19
I can see the name of the user
00:54:21
to improve collaboration.
00:54:23
Once you've created your channels,
00:54:25
remember,
00:54:25
you can always click on the
00:54:28
plus sign to add any apps.
00:54:30
It could be Microsoft apps
00:54:32
or third party apps.
00:54:34
Remember the rule for licenses?
00:54:36
If it's somebody part of the company
00:54:38
they have the same rights as you on
00:54:40
the applications you use as a shortcut.
00:54:42
Yes,
00:54:43
whether they have a Microsoft account.
00:54:45
Or not so we invited in a team.
00:54:47
They will have access to the online
00:54:49
version of those Microsoft applications
00:54:51
for the time of the sharing,
00:54:53
as long as they're part of the team
00:54:55
and you've shared the files with them,
00:54:56
they'll be able to modify these elements
00:54:59
or view them from the online version.
00:55:03
Any sird party apps if you do not have
00:55:05
a Microsoft account and they don't
00:55:06
have a license to that third party app,
00:55:09
the guest will not have access
00:55:11
to that shortcut.
00:55:11
They can click, maybe can see it,
00:55:13
but when they click on it,
00:55:14
nothing will happen.
00:55:15
To search for information,
00:55:16
remember you can do it from the search bar.
00:55:20
And once you have clicked the keyword,
00:55:23
you have more filters that
00:55:25
appear at the bottom.
00:55:27
And remember we have also the advanced
00:55:30
filters in Activity tab and chat tab.
00:55:33
All right, if there's no questions,
00:55:35
remember to refresh on this
00:55:37
training a month from now,
00:55:39
you may have forgotten some
00:55:40
of the items I've covered.
00:55:41
Don't worry, go to the platform MOOC on site.
00:55:44
You can locate the course,
00:55:46
can replay it,
00:55:47
or you can use the recommended
00:55:50
tutorials associated with that course.
00:55:53
Those tutorials are from one
00:55:55
minute to 6 minutes.
00:55:56
So remember when you go to your platform,
00:55:58
you have your profile.
00:55:59
You have the calendar here that
00:56:02
allows you to register or unregister.
00:56:04
Quickly to course,
00:56:05
but you can also view the course
00:56:07
description from that calendar.
00:56:09
When you click on it,
00:56:10
it will take you to the page where you
00:56:13
have those additional tabs for the
00:56:15
replay and the associated courses.
00:56:17
Or sorry,
00:56:18
associated tutorials or use cases
00:56:20
so we have learning paths,
00:56:23
courses, use cases,
00:56:24
tutorials you can use to self
00:56:27
train and go a little further.
00:56:31
They.

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