Teams - Increase productivity with advanced Microsoft Teams features

Replay

00:00:10
Welcome to this online session.
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My name is Dina, and today we'll find out
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how to increase productivity with advanced
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features in teams for the next 45 minutes.
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Those are the items we will cover together.
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First we will learn how to
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personalize our interface,
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adjust our preferences,
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and then we'll move on to customizing
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our channels with our favorite tools.
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Then we'll see how we can focus on essential
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tasks in that collaborative space.
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Then we'll move on to the section
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where we want to communicate more
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efficiently and collaborate also more
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efficiently with our colleagues.
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Our objectives to these are really simple.
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We want to optimize our organization
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and improve our team collaboration.
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So let's find out how to customize
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our interface.
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First, I'll launch my teams desktop
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app and what I'm going to focus
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on is on the left side.
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Urban referred as the banner body fold.
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Most of you will have these buttons,
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activity, chat teams,
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calendar calls and files,
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or maybe less of those items.
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Depending on what it did.
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With that space,
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they may have added more tools for
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you to be able to access easily.
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Now you may choose the apps you prefer
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by clicking on those 3 little dots.
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All you have to do is type in the
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name of the app in the search bar,
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the first step you want to prioritize.
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What's important,
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So what you can add in that space
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and what is recommended in the
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Navigation Pane is to add the personal
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tasks as well as the team tasks.
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Most of you are familiar with the planner.
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Well,
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instead of calling out the planner in
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China is referred as the task by planner.
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And actually when you do install
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that app and already did install it,
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all I did was make it appear on
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my banner by doing a right click.
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I can pin it so anytime I turn off my teams.
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Or launch it again.
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It will always appear here,
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so as you can see,
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this application has also integrated
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to do the application to do is an
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application that helps gather all the
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tasks that exist in Outlook planner
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and also the ones in to do directly.
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So if you want to look at
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your own task you click task.
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All this part here important planned
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anything that is assigned to you
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will appear on the top portion.
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Now if you need to look at what your team.
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Is doing on their shared plans planner.
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Here you will find the name of
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your teams and for instance under
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demo resources English I can locate
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the planner of that team and I can
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see how many tasks are appearing
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on the teams planner.
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The second app you want to add that
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will be very useful for your research or
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your meeting notes would be the OneNote.
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So in the search bar just type in
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OneNote and as you see it appears
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right here when you click here
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in this pop up menu,
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this button will let me.
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Add this app to the banner but just by
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clicking here you can see your other
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choices like adding the OneNote to a
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particular team or even to your own chat.
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I'm just gonna go ahead
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and add it to the banner.
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So let's give it a few seconds.
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So when I click on those 3 little dots,
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you can see the one note has been added.
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All I got to do now is pin it and the
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other convenient thing is that I can
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put these elements in any order I want.
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I'll just bring it back here.
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I'll just put the OneNote then the taskbar.
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This is how you can personalize
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your Navigation Pane.
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Now let's move on to the team
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section in this section.
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I want to customize my channels.
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So the first thing I can do is
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manage my connectors now what?
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What the differences between tab
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connectors and applications?
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Let's see web hooks and connectors
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are a simple way to connect your
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web services to channels and
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teams inside Microsoft Teams.
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Earlier we saw with the three
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little dots we could add shortcuts
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to apps we like to use.
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The same goes.
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By clicking on any channels
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of a team on the channel,
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announcements on the top
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right you see the plus sign,
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which is another way to add a shortcut
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towards an app you like to use.
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So here again I could have added
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the OneNote and the test by
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planner and to do for my team.
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Instead,
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I'm going to go to a different
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team on the general channel.
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And here I'll go to connectors.
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Remember,
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this is a way to connect
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one platform to another,
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so this way you can get updates here.
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I could use different kind of connectors.
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RSS feeds.
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I could use a Yammer like a social
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media shortcuts to updates.
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I could use Trello.
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Let's go ahead with JIRA Cloud.
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I'll add that to the channel.
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So in this window you see the add button.
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Or traumatically, I see the
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dialogue in the posts of the team
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get started using JIRA in teams
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personal notifications or meeting
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let's go to personal notifications
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and here I have directions.
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Click on the get started button below.
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Choose add for me.
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Now it says add to a team.
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But I could also add it to a chat or add
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it to a meeting which is very convenient.
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So now I can create a JIRA ticket for
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any task we need to do straight from the
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meeting so you have those different options.
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So if I say add to a team,
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all I have to do now is type A-Team
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or channel name or I can scroll
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right there and I'll say set up.
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Start typing to search here.
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Those are the different categories
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we've created in our JIRA environment
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in my company,
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so I can go ahead and pick trainer
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tasks with a deadline or lateness.
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With five deadlines or lateness.
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So I'll just go ahead and save this.
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And here you have it.
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The tab has been created.
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So now we have direct access to our tickets.
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This is one way to create or I've shown
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you two ways to create your connectors.
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You also have the possibility to go to apps.
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And here you have different categories,
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but workflows for instance are
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provided with different all templates
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and then the different categories
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will go into approval shortly.
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But see again social media.
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I could have picked a workflow
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with an RSS feed from here.
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Let me get back to teams.
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The part I left out.
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Now imagine I want to remove the shortcut.
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All I got to do is to right click.
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And removed the tab.
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Confirm and another way also
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to manage your connectors,
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shortcuts to apps as tabs and so on
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is by going to the apps button again
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below and here you want to go to manage
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your apps at the bottom on the right.
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Now you have all these names of
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apps that have added either in my
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channels to tabs or other places.
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So now if I look at Jyra cloud on top I open.
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I can see the gyro was installed
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on conception.
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Training team channel and
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also demo resources.
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And if I don't need it anymore,
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I can go over here and click on the
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trash can and I will remove it.
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Simple as that.
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In this section, let's find out
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how to focus on the essentials.
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Still under the teams menu, if I were
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to collapse the categories. We have 3.
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Initially you only have one category,
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your teams and with time you'll want
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to pin your favorite channels on top
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and you can see I have three channels.
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I like to work with on a regular
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basis under my teams.
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Those are the teams I need to
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consult on a regular basis.
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If all of a sudden I'm done with one team,
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the project is done with.
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I can hide it.
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I'm not leaving the team,
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I'm not archiving it, I'm just hiding it.
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From that space.
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So this way I can really focus on the
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ones I need to work with as a priority.
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Now anything that's under hidden teams.
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You can bring it back to your
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teams just by going on the three
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little dots again and say, show.
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The other thing you should
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know is that the teams that are
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hidden are alphabetized EG NS.
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I don't pick that order and I
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cannot move them around here,
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but anything under your teams and pinned
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you have the flexibility to choose
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in which order you want to display
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these teams and favorite channels.
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So under your teams it's the same thing.
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If I want to bring French
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demo all the way to the top.
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Let me see what I just did.
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Here we go bring it all the way to the top.
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I can also bring it back so this is how
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you can manage your teams in that space.
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And remember the waste displayed
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is on your own teams interface.
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You're not affecting the other members.
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Now. Let's see how we can manage
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the documents in any channels.
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Now let's go to Demo Resources team.
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Here we have two channels.
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Each channel has its own library.
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We can imagine that we would like to access
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our documents from the general channel.
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From the File Explorer.
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In order to do that,
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I would have to launch a synchronization,
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so let me go to the files library.
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This is what I have in my general
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Channel 2 folders, right?
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If I were to open File Explorer
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normally you would see this PC and
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the OneDrive from your company and
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possibly your personal OneDrive.
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If I want to have quick access to my
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SharePoint items or my teams libraries items,
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this is the symbol I'm looking for.
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So let me just go.
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In here,
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the building icon is basically
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any SharePoint libraries.
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I've decided to synchronize to
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my File Explorer so I can access
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these element directly from here
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without having to use my browser.
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And also possibly you would want to work
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with these elements in offline mode.
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This is how you would go about it.
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So right now I only have libraries from 2
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channels in my onboard employees teams.
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So let's go back to scenario one.
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I wish to synchronize only the library
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from the general channel in Demo resources,
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team go to the ribbon and click sync.
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Simple as that.
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I closed that little window and if
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I go now to my File Explorer window
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here you see demo resources English.
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The general channel is being
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synchronized scenario #2.
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Now if I wish to synchronize all the
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documents from my team regardless
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of the channels.
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In this case I would go to that
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ribbon on the far right you see
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here open in SharePoint.
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The same ribbon appears in SharePoint and
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I can locate the sync button from there,
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but first I have to decide.
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As you see,
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it took me automatically to the
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library documents in SharePoint,
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but to the past where I can see
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the general channel,
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if I go back to the root part of the library.
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Here there's a section that says in channels.
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We're also from SharePoint.
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I could have decided to go into one
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particular channel and then launch the sync,
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which would also just sync the elements
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from general if I want the documents.
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That means all channels will be synced.
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In this case I make sure it says document
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up here and I click on the sync button.
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Open Microsoft OneDrive.
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And they closed this.
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Let me go back to my File Explorer and
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let's see the results File Explorer.
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And here you have it.
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Demo resources documents.
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So if you were to do it from the teams space,
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remember you can only synchronize
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1 channel at the time,
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but if you open SharePoint and you go
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back to the root level under documents,
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you will be able to sync the entire
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teams library in the event I no
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longer want to synchronize documents,
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library or demo resources general channel,
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then I'll have to go to my OneDrive
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here I right click on the cloud.
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I go to settings.
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And here I can see the name of my team,
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demo resources and documents.
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I will say stop synchronizing.
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Once it no longer appears
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on this pop-up window,
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let me click on my shortcut and
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here I can finally right click
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on English documents delete.
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I'll do the same for the general channel.
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And this is how you can stop
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the synchronization anytime.
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So remember you first
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stop the sync in OneDrive.
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Then you can delete the shortcut
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to those folders in this next
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section we're going to find out
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how to manage document views.
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I'm using demo resources as a team.
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We're in the general channel.
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Under files I have two folders displayed.
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I could go in advance folder and here I
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can see I have one folder and one file.
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Let me go into accounting, let's say.
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Out of all these items,
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there are three particular items
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I like to use a lot and I want
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to make it available to my team.
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So all I gotta do is just right click
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or click on the three little dots.
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And pin to top.
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You could also pin any type
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of elements like PDF,
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images or folders for that matter.
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O let me pin a third one.
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So now that I have these three items,
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you also have the option to put
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them in a certain order edit pin.
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Move to the right.
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And Swan, if you change your mind,
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and you want to unpin these items,
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you just sorry,
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go to the three little dots on the tile.
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And here under edit pin you can unpin.
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So this is how you can
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personalize your space.
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That's one way to manage the way
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you view your documents in the
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library and know that everything I
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do here is going to be synchronized
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in our SharePoint as well.
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Let's see we're in general advance,
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be accounting.
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I'm going to go to my SharePoint
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and we're going to follow that.
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Same path so from here.
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I mean in general.
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Advanced B then accounting.
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And you see, those two items are
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pinned on top of the Library 2 format.
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The view. You could do it from teams,
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but it's actually richer in SharePoint.
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So if you want to change the
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way you view the items here,
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this is showing as a list.
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I could change it to tiles.
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Let me put it back as list.
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You have different options.
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You can create a new view or you
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can edit the current view and
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save the view under a different
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name or format current view.
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If I were to format current
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view I could easily edit row
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styles that's feasible as well.
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I can simply click here just so you
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have an idea of what it looks like
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if I were to say edit row styles.
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Again, the sample text.
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Maybe you want to change the format of those.
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So here this is for the odd
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roll color I want it to appear.
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The colors are kind of pale.
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Let's see with this blue kind.
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OK, light blue and the sample text.
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More styles, what are they offering me?
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Maybe in bold do I want small medium?
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OK that's what it looks like.
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Could be italic text color.
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You can change the text color.
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Let's see if I were to go
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with the bright blue.
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Now you see how it's changing
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the fill color as well.
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I could have gone with red,
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it's not pretty,
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it's just to show you how I can
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manipulate all that so borders.
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Do you want any or not?
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This is what it looks like if you add the
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borders and you can also add a border style.
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Do you want it to be a little dots?
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I'm going to save it,
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so this is to alternate the rules.
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OK.
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So this is one way, so now I'm
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actually doing this to the current view.
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So let's go back.
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So this is format current view.
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If I want to create a new view,
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let's say with.
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Different columns maybe?
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I don't need the type of animal column here,
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so I'm going to create a new view.
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So let's go ahead.
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We'll call this.
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Test.
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List so you see,
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I can create a list like.
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I can create a gallery or a calendar.
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We'll go with the list.
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Let's keep it simple.
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And now the list name appears.
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Here I'm going to click on it.
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I'm going to say edit current view.
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It's taking me to sharepoint's backstage.
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For the columns.
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This is where I'm going to
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select which columns I want.
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So the type icon I'll keep name
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linked to document with edit menu,
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fine modified date. Why not modified
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by type of animal I don't need.
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Can remove edit link to item
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name linked to document.
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I'll leave that document ID don't want that.
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But let's say I want the version.
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OK, I choose the columns I wanted.
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You can change the orders by
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changing the numbers here,
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but it's actually easier just
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to move them around by dragging
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them within the library view,
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so I'll keep it like this for now.
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And let's see first sort by the column.
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OK, so. Let's say we wanted by type first.
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So type icon alright and then after
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that I want to sort it by name.
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Name link to document file.
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After this let's see filter.
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Don't really need to use one.
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We buy total style.
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So we can have a preview pane.
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Basic table,
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you have different styles or shaded.
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Let it go with shaded and after that.
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What else do I have enabled
00:19:10
this view for mobile access?
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OK, that's not what I'm interested in,
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so style is done.
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Folders folders that can be interesting
00:19:18
so show items inside folders.
00:19:20
Or do I want show all
00:19:21
items without the folders?
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Let's go without the folders and
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then I'm going to save that view.
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So now you see the folders are not appearing,
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but I can see all the items,
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so if there's any.
00:19:36
Duplicated files I can see straight here.
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Another thing I can do is go
00:19:44
back to format current view.
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And conditional formatting you can add rules.
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So show all values.
00:19:54
OK, let's go with the sample text again.
00:19:56
Let's see here.
00:19:58
I want something like this.
00:20:01
Alright, that looks OK.
00:20:03
I can add a rule list,
00:20:05
let's see choose a column so modified by.
00:20:09
Choose a comparison is equal
00:20:11
to and the name of a person.
00:20:13
For instance, I'm just going to use my name.
00:20:16
I know this library I created
00:20:18
and shared with anybody,
00:20:19
but imagine if I had shared it
00:20:22
with other members of my team.
00:20:23
And they had added stuff in that library.
00:20:26
Then anytime is modified by someone else,
00:20:28
I want to be able to find it fast.
00:20:30
So should list items, sample text.
00:20:32
And here we go.
00:20:34
Maybe here I want it in purple.
00:20:37
So you could imagine before it was blue
00:20:39
and I put that condition in if there
00:20:41
were other names you would see the blue,
00:20:43
purple,
00:20:43
blue,
00:20:44
purple and it would be easy to locate
00:20:47
immediately where it was modified.
00:20:49
So I'm done.
00:20:51
I close this window and so just so you know.
00:20:54
You can make this the default set
00:20:56
current view as default if you're
00:20:57
interested in keeping that view.
00:20:59
So now I got the test list and
00:21:02
the other one was.
00:21:03
Let's see if I remove test list.
00:21:10
And let me go back to all departments again.
00:21:14
The way it was before.
00:21:16
So I know I changed no,
00:21:18
I didn't select it right let me do it again.
00:21:20
Here we go. So this was the initial
00:21:22
view that I also formatted and I
00:21:24
created a different view so I can
00:21:26
switch with different views easily.
00:21:28
That way, so I know it's not pretty
00:21:31
just to show you what you can do to
00:21:33
make it easier to locate modifications,
00:21:36
who did what and so on.
00:21:39
Now that we know how to manage
00:21:41
document views, let's move on.
00:21:43
To creating subsets of contacts
00:21:46
with tags in teams.
00:21:48
This is to be more effective in
00:21:50
communication, so let's move on to teams.
00:21:53
So in teams, if you manage A-Team,
00:21:55
you go to the three little
00:21:57
dots and you go to manage team.
00:21:58
It automatically takes you to the
00:22:00
Members tab where you can see who the
00:22:02
owners are and who are the members.
00:22:04
In this team I can create tags so
00:22:07
tags is to draw specific Members
00:22:10
attention on a particular topic
00:22:13
or attribute of any kind.
00:22:15
I can for instance create a group
00:22:18
where people are conceiving tutorials
00:22:20
and they're the ones that are.
00:22:23
Producing tutorials anyhow.
00:22:25
So let's say first I want to
00:22:29
create A tag where Lisa will be
00:22:32
associated to training.
00:22:34
So I can do it straight from here.
00:22:36
I created A tag Marine is also in training.
00:22:42
And then Allah.
00:22:45
Would be the validator.
00:22:47
Of the conception,
00:22:49
whatever maybe they may be that
00:22:51
Alan does also validates and
00:22:53
he also does training himself.
00:22:55
So you can see I can put two tags.
00:22:58
Here we go. Allocated and I say you apply.
00:23:00
So I've added two tags
00:23:03
training here and Lisa.
00:23:05
I didn't select it right training.
00:23:06
Apply and say Luik.
00:23:09
Same thing,
00:23:10
training.
00:23:12
So this is how you can create your
00:23:14
tags if you need to manage the tags,
00:23:16
you will notice that on top in the
00:23:19
ribbon up here you have tags and this
00:23:22
is how you can add more people to
00:23:25
the associated topic specific topic.
00:23:28
So now imagine it's a team.
00:23:29
There's ten people,
00:23:30
but I want to call out the
00:23:32
attention of these four easily.
00:23:34
I'm gonna do this like the at mention so now.
00:23:39
If you need to add more people you
00:23:41
see takes you back to this window
00:23:43
and in this window you'll be able.
00:23:47
To well,
00:23:47
of course you have to add more
00:23:49
members to the team then you can
00:23:50
associate these tags to the people,
00:23:52
but if you change your mind afterwards,
00:23:54
you see you have the acts to remove
00:23:57
these tags. So let's proceed.
00:23:58
Now, if I were to go to the general channel.
00:24:02
And on the post I want to address something.
00:24:05
To trainers,
00:24:06
I'm going to say at trainer you notice.
00:24:09
The at mention is not just for names,
00:24:11
it's not just for teams or channels.
00:24:14
You can say at and sorry it was training.
00:24:17
And here is suggesting it and automatically
00:24:19
sums up the names of the people that
00:24:21
are related to the training subject.
00:24:23
Alan and Lisa within the team, of course.
00:24:26
So that tag I created
00:24:27
only works for this team.
00:24:29
If I move on to a different team,
00:24:31
it will not recognize this day.
00:24:32
I'll have to redo it again.
00:24:34
You see, it's in different color, all right?
00:24:36
So let's remove that part.
00:24:37
So now we saw how we can create A tag,
00:24:40
how we can assign A tag to a team member and
00:24:43
how we can use those tags in conversations.
00:24:46
Remember, they're used to draw.
00:24:47
Specific members attention
00:24:49
on a particular subject.
00:24:51
If you want to track important
00:24:54
team conversations in teams,
00:24:56
you can save your chat messages or
00:24:59
you can PIN team posts or group chats.
00:25:02
As far as pinning a thread
00:25:05
anywhere in the conversation,
00:25:07
let's say this one is what
00:25:09
I'm interested in pinning.
00:25:10
Here we go, right click pin,
00:25:13
the message will be pinned for
00:25:15
everyone who views the channel.
00:25:17
It will appear on top of
00:25:19
the conversation thread.
00:25:20
Basically the posts on the
00:25:22
very top for the others.
00:25:25
If I want to save another message,
00:25:28
let's say this portion.
00:25:29
Here I added a tab at the top of this
00:25:31
channel, check it out Flash News,
00:25:34
I'll hover over the thread again,
00:25:36
but this time I'll say save this message
00:25:38
and you will see on top it says saved.
00:25:40
So now with time you may have
00:25:42
saved a bunch of threads.
00:25:44
Where do you find them?
00:25:45
You click on your profile
00:25:47
and then you click on saved,
00:25:49
see it appears on top in yellow
00:25:50
for a little bit and it appears
00:25:52
on the left side of the pane.
00:25:54
If you no longer need to save that.
00:25:56
Read message,
00:25:57
you can either click on the
00:25:59
tag the purple tag right there,
00:26:02
or you can hover over that same message
00:26:05
like so and say unsave this message.
00:26:11
If I wish to get her feedback
00:26:13
from team members in a channel,
00:26:15
I can go over here, click on the plus,
00:26:18
and add Microsoft forms.
00:26:22
I click add. Now here I can use
00:26:25
an existing form which would mean
00:26:28
an existing survey I created
00:26:30
in forms platform or I can say
00:26:33
created a shared form that your
00:26:35
team can edit and see results.
00:26:37
So I'm just going to create a new one,
00:26:39
let's call it test again test form,
00:26:42
click on save.
00:26:49
Here I basically have created a
00:26:52
shortcut towards the test forms
00:26:54
that I want to create so I can
00:26:57
add a choice tax rating or date.
00:26:59
Another way would be for
00:27:01
instance in a group chat.
00:27:02
So let me create a group
00:27:04
chat or actually locate 1.
00:27:05
Here we go group alpha.
00:27:09
If I wish to conduct a quick.
00:27:12
A survey I can go here.
00:27:17
At the bottom, locate forms.
00:27:21
What should be? The company.
00:27:27
Logos color. Blue
00:27:33
white. I can add another option red.
00:27:38
And here I can give them multiple
00:27:40
selections or just a single selection.
00:27:42
So I just want them to pick
00:27:43
one out of those three.
00:27:44
And here I can say record names or
00:27:46
respondents only visible to creator.
00:27:48
If I check this only I get to see the
00:27:50
results, but I'll leave it open share
00:27:52
aggregated results with respondents,
00:27:53
that's fine, preview.
00:27:55
And here it is.
00:27:56
So now I can submit my own vote and
00:27:58
I'm going to say blue submit vote, send.
00:28:01
So this will now appear on the
00:28:03
conversation thread and everybody
00:28:04
will be able to take a vote and the
00:28:06
percentages will appear over here.
00:28:08
As everyone submits their vote,
00:28:10
so again,
00:28:11
I'll say blue submit vote and you
00:28:13
see the percentage has changed
00:28:15
and the other tip is to set an
00:28:18
approval process or workflow to
00:28:20
validate documents or decisions.
00:28:22
So for that you can go to the three
00:28:27
little dots and you can type approval.
00:28:31
And you see approvals is an app
00:28:33
that can help you obtain validations
00:28:36
in a quick and efficient way,
00:28:38
and this is an example of what
00:28:40
we set up in our team.
00:28:42
We have finally come to the
00:28:44
end of this session.
00:28:45
Let's review the elements
00:28:47
we've discussed here today.
00:28:49
The one thing I forgot to show
00:28:51
you is that not only you can PIN
00:28:54
team channels for your favorites,
00:28:56
you can do the same thing by
00:28:58
going to the chat tab.
00:28:59
And as you see, I have the.
00:29:01
Two categories, pinned and recent.
00:29:03
So even for a meeting,
00:29:05
if there is a meeting I that is recurring,
00:29:07
for instance, I want to pin it on top.
00:29:10
It will appear here under my pin,
00:29:13
and I can also drag it all
00:29:15
the way to the top that way.
00:29:16
This is the way you can
00:29:18
get yourself organized.
00:29:19
You can collaborate,
00:29:20
communicate more efficiently with all
00:29:21
the features I've shown you today.
00:29:23
So now let's go over the quick
00:29:26
recap of what we've seen here today.
00:29:29
In this presentation,
00:29:30
we saw how to focus on essential tasks.
00:29:33
We saw how to show and hide teams
00:29:35
and channels to optimize our
00:29:37
space and stay organized.
00:29:39
We can also adjust our
00:29:41
notifications in channels.
00:29:42
We can mute them and activate them
00:29:44
anytime and we can even customize
00:29:47
them at the document level as well.
00:29:49
Remember,
00:29:49
we can format the way we view documents
00:29:52
to communicate more effectively.
00:29:55
We can use tags to draw the attention
00:29:57
of specific members on specific topics.
00:29:59
We can also save our chat messages
00:30:01
and we can pin important topics.
00:30:04
On top of conversation threads or posts
00:30:07
and to collaborate efficiently with others,
00:30:09
we can create team polls,
00:30:11
surveys to get feedback with
00:30:13
Microsoft forums and we can
00:30:15
also obtain quick approvals.
00:30:17
And remember these approvals can
00:30:18
be installed either on the banner,
00:30:20
in the menu of the conversation thread
00:30:23
or again as a tab in a channel.
00:30:25
We can also stay in the loop
00:30:27
with activity and
00:30:28
we can track approval progress
00:30:30
directly on the banner.
00:30:31
Remember to refresh on key
00:30:33
points you always have.
00:30:34
Access to our MOOC training platform,
00:30:37
which will show the courses.
00:30:39
The courses we've seen here today,
00:30:41
some of them are recorded and you
00:30:42
can see the replays of these courses.
00:30:44
You can use use cases and tutorials
00:30:47
which are achromatic videos to
00:30:49
refresh on particular points.
00:30:51
Thank you for joining this session.

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