Teams - Owning a Microsoft Teams’ team, role and duty

Replay

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Hello and welcome to this online session
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owning a Microsoft Teams team rule and duty.
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My name is Dina and the plan for the
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next 45 minutes is the following. First,
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we'll go over the specifications of teams.
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Then we'll discuss the role
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and duty of the owner.
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We'll see how to create a team.
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Three ways to start off.
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Once we set-up the team with
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preferences and rights,
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we'll see how to manage that
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team and channel,
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and then we'll find out also how
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to connect the third party tool
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and we will look at its lifecycle.
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The objectives today is to know
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the team management features
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and learn how to manage a team.
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Let's go over the specifications.
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If you were to create a public team,
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you can invite up to 10,000 members.
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You can create up to 200.
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Standard channels that means once
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you create a team and invited
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those 10,000 members,
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you will all have access to
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those 200 standard channels.
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You can also create up to 30 private
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channels where you can choose which
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members of that team can have
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access to these private channels.
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And of course there's an integrated
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task planner to create tasks at
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the team scale to be able to track,
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monitor the progress of this teams tasks.
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You also have a graphic chart.
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That everyone can consult and
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behind every library in teams which
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is referred as the files tab,
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there's a SharePoint team site,
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your intranet that carries that
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library and for your meeting notes,
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there's also an integrated OneNote
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notebook and the convenience of teams.
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It's an application that can be
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installed in any type of devices.
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If you're working on the go,
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you can install it on a laptop or
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a tablet or smartphone and remember
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a SharePoint site.
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Goes hand in hand with an array of features.
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Each team is also assigned a
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notebook by default.
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Oh,
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and another thing private channel
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can have a maximum of 250 members.
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The three axes of a good team
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collaboration in teams when it
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comes to communication,
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we can communicate efficiently in
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that collaborative space for cooperation.
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We can work together on documents
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synchronously and asynchronously
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and as to the coordination we
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can plan and manage action.
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So it's ideal to organize and run meetings,
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to share information and produce together.
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The owner's role is to define
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the teams function,
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so you're going to ensure good communication.
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It is important for everyone to
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know what others are working on.
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This makes it easier to help solve
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a problem or to know who to ask
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for help when you need it.
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As we build a team centric culture,
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we'll define the team's goal,
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the expected gains and results
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will ensure good communication,
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determine how to work.
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Work in a relationship of trust.
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Evaluate performance.
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This way we can always reevaluate the
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strategy and rectify it if needed.
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When we manage the team and its space,
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you have to think of the design
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of the teams
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organization, structuring the team.
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Manage data governance perspective.
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Members who are you going to invite?
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Who's going to be part of that team
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and what rules should you apply to
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communicate effectively mobilizing
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the necessary resources we want to
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centralized everything so anything
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that can help complete the projects.
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Shortcuts to platforms or applications we
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normally use to complete those projects.
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We'll manage the member and guest
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permissions sometimes recall to work
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with Co workers within the company
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and sometimes with consultants
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and vendors outside the company.
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And if it's a long term project,
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maybe we want to grant these guests more
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permission rights like creating channels
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themselves or having the capacity to
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delete those channels will go over.
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Those companies can prevent users from
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creating a team in teams if they prefer it.
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Or another group of admins
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to handle that option.
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You have to think carefully about the
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name you're going to give to your team.
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The name you gave to a team must be
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related to its specific intended use.
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If you work in a small enterprise,
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it will be more likely the open
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team situation where any members of
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the organization can create a team.
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But if you work in a company as
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large as Microsoft, for instance,
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over 10,000 people,
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it's going to be the limited
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teams where the Office 365 is.
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And a rule and can create a team
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and assign it one or more owners.
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So just by clicking on the join
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or create a team button,
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you will have three choices.
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So you have to choose on which
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basis to create your team.
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You can start a team from scratch which
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will be a communication site or you can
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start off an existing Microsoft 365 group.
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That would mean that you
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created a group first.
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It either in outlook,
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in planner or you create a team site.
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In SharePoint the third option would be to
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start off a template just like you would
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with the applications Microsoft Word,
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Excel or PowerPoint and you
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just have to pick the topic.
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So if you're in an HR department,
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for instance,
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you would pick the template on board
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employees which already has the ideal
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structure for that environment,
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and then you can just change and
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remove the things you don't need.
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So setting the privacy level
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is also important,
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and we'll see normally that would
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be done from the SharePoint site.
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Yourself,
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think carefully about the name
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you're going to give to a new team
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so it's the architecture, the name.
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All this is important.
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So to set-up a team we have a cogwheel.
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When we right click on a team or
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on the right of that team's logo,
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the three little dots leads you to that menu.
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Manage team. So in that window.
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You will have a tab called the members
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to see who is part of that team already,
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who has the owner role and so
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on and in the settings button.
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This is where you're going to
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personalize the team's picture.
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If you want this is where you're going
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to look at the Members permission.
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By default you have like 10 dozen of
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choices that are already checked where
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all the Members have these permissions,
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but by unchecking the boxes you'll see
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you can remove some of those permissions
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and the guest permissions as well.
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By default they don't have.
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They have a limited right.
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When they joined the team,
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but if I want them to be able to create a
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channel or even delete their own channels,
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I'll go to the guest permissions the
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app mentions when you want to draw the
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attention of someone on a particular subject,
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they will get a specific or an extra
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notification in app notification
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so that we'll call their attention
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to react to something fast.
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It's automatically enabled,
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but you can disable it if you don't
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want them to add mentioned people.
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And with the app mentioned underneath,
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you have the tags that's related to topics.
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That's I belong to a team where trainers
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and graphic designers work together.
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But sometimes we keep a watch
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on the latest tools to get ideas
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on how to conceive new topics.
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Well, in this case,
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if I post a message to draw the attention
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only of the trainers and not graphic design,
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I'm going to create A tag called
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Team Trainers for instance,
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and called our attention.
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That way you can generate a team code
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and when we talk about the fun stuff,
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remember today.
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Well, actually since the COVID-19 started,
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we all have attendance to telework,
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and so we don't see the people's
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expressions anymore.
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The emoji is the stickers.
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All these elements help us
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understand the ambience of a message.
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When somebody sends you a short,
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concise message,
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A can be taken the wrong way with the
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emo G happy face or maybe unhappy face.
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We know how to react to that message.
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So remember?
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The central ones are member permissions.
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Guest permissions at mentions and tags.
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Of course,
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before we discuss how to manage a team,
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let me launch my desktop app, all right.
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So under my teams section we
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have by default 2 categories.
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Your teams hidden teams.
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If there's a team,
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an existing team I use a lot,
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I can put it to my favorites by going
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on the three little dots and pinning it,
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in which case now I have.
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Pinned your teams and the hidden teams.
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What are hidden teams?
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There's still teams I belong to,
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but I don't use that often.
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So if I go to the Hidden team section,
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all the teams I have hidden
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are in an alphabetical order.
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If I decide the D team is one,
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I will currently use,
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I can just show it on that list again.
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And here it appears.
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If it's my favorite,
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I can just move it around to
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the top of the list.
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Like so and even higher there we go.
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So now it's on the top of my list,
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so we've noticed we can
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expand or reduce teams.
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Now every channel of any team you can pin
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it to the top when you're done again,
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you can unpin it and it will
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go back to your teams.
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So let me just do that.
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So now we see only have two sections.
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I'm going to go back to your teams.
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Here are the current list of teams I belong
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to and I'm going to create a new one.
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You can join a team.
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The code from here you can
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also create your own team.
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You have three types of teams you can create.
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You can start off with template over
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here you can Scroll down to see all
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the type of templates that are offered
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or you can start from scratch or
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from an existing Microsoft 365 group.
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We'll go ahead and do one from scratch.
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You have to think of the confidentiality you
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want to use before you create your team.
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Do I mean to create a team that
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involves all the members of my
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organization or do I want to work
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just with a small group of people,
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in which case I will select private
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and that's what I'm going to use.
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For today's example,
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we'll call this group private just so
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that we know, let's call it Private 100.
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There we go.
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So the description here is full
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collaboration. On projects.
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Our goal is to communicate.
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Efficiently. With our consultants.
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So I gave a description.
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I gave a name and of course if I
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had picked a name that was already
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chosen in my company,
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it will give me an alert message in
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read over here. So far everything is fine.
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I'll go ahead and create it.
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So the team has been created and
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now it's asking me to invite the
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people I want to join.
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Remember,
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you can invite people that belong in
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your company and if your Office 365
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admin has not restricted that ability,
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you can also invite people that do
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not belong to the company referred
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as external parties.
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I'll go ahead and invite colleague
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of mine from the company.
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1st I'll use some demo accounts
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and then let's imagine.
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I'm inviting 2 consultants in that team.
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Let me remember Lisa Elliott.
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Why not alright? We'll keep it simple.
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We'll keep those four and I'll
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just go ahead and add these people.
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So the first thing you will notice
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people that are from my company are
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classified as members and I have
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the option to change their role
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if they become an owner.
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Usually the person who creates
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the team is an owner,
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so you can designate someone
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from the team someone you trust.
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Someone who knows technology
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and does not delete things.
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Accidentally as an owner,
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maybe Lisa is the person I trust,
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so I'll go ahead and turn her into an owner.
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The guests will always have less
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rights than members of the company,
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and it's logical for security reasons,
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so I cannot turn a guest into
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an owner in
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this case. Once you're done inviting people,
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you close that window.
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You will notice the team is created where
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the automated channel called general
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like I referred to before I can drag.
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This all the way to the top of my list,
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because this is the one we're
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going to be working with.
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I will hide DD again, don't need it,
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and so once I created a team I'm going to
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add the channels before I go any further.
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I will add two channels as an example,
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one will be standard,
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we can call it accounting and I'll
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put the word standard next to it so
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you know that's the standard type.
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So that means all the Members of this
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team have access to any standard type
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channels and you will see under privacy.
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By default is stated.
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As such, as a reminder,
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open to all team members.
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I'll go back at the level of the
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team to add a private channel.
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This time, let's call it Aghr private.
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In the description again for confidential
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stuff, and who are the people I'm going
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to discuss confidential stuff with,
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so it's going to be me. And.
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Lisa will pick Lisa Kalamu.
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Person I trust.
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Let's go with that.
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Confidential me and Lisa Calameo,
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and immediately you have to switch
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the status privacy to private,
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so standard it was by default
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I'm making it private,
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so only specific teammates can
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have access to this channel and
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I'll go ahead and create it.
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The channel has been created
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and now I have to specify which
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members of the existing team can
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be part of this private channel.
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I don't have to specify myself since
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I've created a channel and I'll just
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go ahead and select Lisa Kalamo.
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I could have invited a guest
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into a private channel as well,
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just so you know if you try to invite
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someone who does not belong to a team,
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it's not going to work.
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So you have to follow the order you
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invite the Members first into the team,
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and then you decide which ones
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belong to which channel.
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If they are private channels,
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and so I'll just confirm and
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you will notice that Lisa,
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even though she is the owner of a team.
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Does not mean that she will carry
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necessarily the owner status
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in my HR private channel,
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but if I trust her for that too,
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I'll go in the drop down menu
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and select owner.
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Now it is advised for every team you
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create depending on the size of the
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team you're going to have at least a
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minimum of two to three owners ideally,
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and you can pick more and
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always people you trust.
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Here you will notice I have now
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three channels and the private
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channels has a padlock.
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If I want to choose.
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Moderators for channels.
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I'll just go on to the
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three little dots you see.
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You have the word manage channel
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and here I can choose the
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moderators for every channel.
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So the choice for the permissions,
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set channel, moderation preferences.
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Anyone can post messages in that
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Channel or anyone can post show alert
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that posting will notify everyone.
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Recommended for large teams only.
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Owners can post messages.
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If you're strict,
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I'll keep it as anyone can post messages.
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It's an open team I'm creating really
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because it's a small group team.
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Once you're finished adjusting the moderation
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preferences for the general channel,
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you'll have to do the same
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for accounting standard.
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So I'll go here manage channel.
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This is how it's displayed
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for the other channels.
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Standard channels remember private channels.
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You cannot have channel moderation options,
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so to activate it click on on.
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And as far as who are the moderators,
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team owners and maybe other
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Members in this case,
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why not?
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I'll add a guest Lisa Elliott so team
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owners and Lisa Elliott can moderate
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this accounting standard channel.
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Of course, here you have other options.
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What can team members do allow
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Members to reply to channel messages?
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Why not allow Members to
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PIN channel messages fine?
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Allow bots to submit channel messages,
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allow connectors to submit channel messages.
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I can unselect any of these items.
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I'll put it back on.
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But also know that for every
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channel you have the analytics
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section which allows you to
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track the activity of the users
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in that particular channel.
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So now let's go to AJR private to show
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you that when you go to manage channel,
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the options are slightly different.
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Again, you have a view on who the
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Members are in that private channel.
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There were no members and guests.
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And settings you can adjust
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the member permissions.
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At mentions. And the fun stuff here.
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You can make it strict.
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This is a sort of a censorship, if you will.
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And you have its own analytics and here
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you will notice only two year 2 users
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are active in this channel. All right,
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moving on to manage the entire team.
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Pending requests. Here, if a new.
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If a member suggests a new member, that is.
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I will get a notification here and
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so as Lisa Calamonte, the owner,
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so any owner can accept or refuse this
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request in channels we can decide out
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of all the channels we have in the team,
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which ones we want to display in the
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list and which ones we want to hide.
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So if accounting standard for
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me it's not important.
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I don't need to follow it on a day-to-day.
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It will go under my hidden channels,
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but if I change my mind from here.
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I can say show again and you will see
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that immediately when it appears here,
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the checkbox.
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Appears here as well.
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Now I can do the same for Members,
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so maybe for me it's not important,
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but it's important to the other
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members of the team and I will confirm.
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So it show four members confirm OK,
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we can see it on the type section.
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The Globe tells you that this is a standard
00:18:38
type channel and the padlock is private.
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Now let's personalize our team's
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logo. We're going to change.
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And add a picture.
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Let me see what I have maybe out of context.
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OK mouse why not? Cute, OK,
00:19:01
so I've added a picture.
00:19:05
And the other thing is now I'm
00:19:06
going to scroll through the
00:19:08
members permissions, all right.
00:19:10
I did play a bit with these beforehand.
00:19:12
By default all these are checked.
00:19:15
So if I don't want members to
00:19:17
delete and restore channels,
00:19:19
I uncheck this box.
00:19:21
Owners can delete all messages.
00:19:24
I think it's too strict.
00:19:25
I'll remove that as well.
00:19:29
As far as guest permissions here.
00:19:35
You see enabled channel creation allow
00:19:37
guests to create and update channels.
00:19:42
Guest permissions.
00:19:45
I also played with a section as well.
00:19:48
Initially all those boxes are unchecked.
00:19:51
But if I wanted to grant more
00:19:54
rights to my consultants who I
00:19:56
deal with on a regular basis,
00:19:58
maybe on long term projects, maybe I
00:20:00
want them to be able to create channels.
00:20:03
I could also give them the
00:20:05
right to delete channels,
00:20:06
but I undid it earlier when I
00:20:08
was trying out a few things.
00:20:09
So This is why you saw you see it grayed out,
00:20:12
but those are the two options you
00:20:14
can actually check as a team owner.
00:20:16
That is, if your Office 365 admin
00:20:18
has not deactivated any of those.
00:20:22
Items so at mentions I want to draw the
00:20:26
attention of someone in a team conversation.
00:20:30
I'll just do the AT and then type in the
00:20:32
few letters of the name of that person.
00:20:34
They will get an extra mentioned
00:20:36
notification on their banner that
00:20:38
will appear under the Activity
00:20:41
tab and the teams tab by default,
00:20:43
and thus they change the notification
00:20:46
settings on the cogwheel.
00:20:48
Here you have a notification section that
00:20:50
you can customize and adjust to your liking.
00:20:54
With the at mentions you have something
00:20:56
a bit similar that are called tags,
00:20:58
but this one would be related to topics,
00:21:00
so by default you have two tags
00:21:03
that are offered like team owners,
00:21:05
so I'm addressing a message only to team
00:21:08
owners or to team owners and members.
00:21:11
If you want to add a new tag,
00:21:13
you go to the tag section.
00:21:15
Here we're going to create A tag,
00:21:17
let's say for hours stuff.
00:21:20
We'll call it HR update.
00:21:23
Why not?
00:21:24
So I'm not going to write a description.
00:21:27
We'll just add Lisa Kalamoun.
00:21:32
That's from my confidential stuff,
00:21:34
but maybe with time in my private
00:21:36
channel I added more members,
00:21:37
so at least anything related
00:21:39
to that she will get attacked,
00:21:42
so I don't know why it's
00:21:44
giving me hard time today.
00:21:45
We didn't find any matches really.
00:21:48
I did select OK, let's do that again. HR.
00:21:55
Up date well, obviously there's a delay.
00:22:01
So what I'm going to do is I'm going
00:22:03
to close my teams and launch it again
00:22:07
and see if it will speed up the reload.
00:22:13
OK, let me change channels.
00:22:26
All right, so HR update is appearing here,
00:22:30
so this is the window where you're
00:22:33
going to add as many tags as you need
00:22:36
an associate the members to each tag
00:22:38
topic you've created 3 little dots.
00:22:40
You can launch a chat with the group.
00:22:43
That means all the users that
00:22:45
are involved in that tag.
00:22:46
It could be a separate conversation.
00:22:48
You can edit the existing tag or you can
00:22:52
create a copy start off from a copy to add.
00:22:56
And new topic for instance.
00:22:58
So you don't have to pick
00:23:00
and choose the entire users.
00:23:02
If you had associated 10 names to
00:23:04
that tag initially, for instance.
00:23:05
And you can also delete your text from here.
00:23:08
Now remember the tag you create
00:23:10
is associated to the current team.
00:23:13
If I were to change teams,
00:23:15
I will not find that same tag.
00:23:16
Anywhere else it will not work.
00:23:19
Alright, so if it were deleted,
00:23:22
it will appear underneath here and you
00:23:25
can also remove it permanently from here,
00:23:28
all right?
00:23:31
Back to. Analytics.
00:23:37
So now you see there's
00:23:39
more activity taking place.
00:23:41
But if I show you the example
00:23:43
of a current team I belong to,
00:23:45
let's see manage team.
00:23:49
For conception, training, training,
00:23:51
conception, let's see if I go to analytics.
00:23:56
You see? There you go.
00:23:58
You got your graphic charts.
00:23:59
You can track the progress
00:24:01
at all level active users,
00:24:03
engagement role meetings and so on.
00:24:07
So this is something
00:24:09
that can be quite useful.
00:24:13
Let's go back to manage team the right one.
00:24:17
Let's close that one.
00:24:19
No confusion. All right.
00:24:20
The other thing you can monitor
00:24:23
is the apps that your team members
00:24:25
should use when you go to more apps,
00:24:27
you will see a bunch of applications
00:24:30
that you can add to the menu here and
00:24:32
make it available to your members.
00:24:34
Now remember in your work environment
00:24:37
you have an IT admin that selects the
00:24:40
licenses that all users should have.
00:24:43
To an array of applications.
00:24:47
So if I have more than you
00:24:49
don't be surprised.
00:24:50
It depends of your environment and
00:24:52
the restrictions in your environment.
00:24:54
Now, if me as a team owner out of
00:24:56
the things that I'm allowed to add,
00:24:58
there are still things that I
00:25:00
want to remove from this list.
00:25:01
All I gotta do is.
00:25:04
Click on that little trash can
00:25:07
and remove an application.
00:25:08
So all those things you can control in teams.
00:25:12
But now when for each channel you know
00:25:15
you have the posts which is the thread
00:25:18
of conversation and you have your files.
00:25:21
So let me just work with the general
00:25:24
channel I'm going to upload a folder.
00:25:27
For our example.
00:25:32
Why not?
00:25:40
So as this folder is loading,
00:25:42
you know that from the library in teams
00:25:45
on their files tab you have a ribbon.
00:25:48
I could have created folders,
00:25:49
open new applications
00:25:50
directly in that interface.
00:25:52
I can upload files or folders from here,
00:25:55
copy a link that leads to this
00:25:58
library to integrate it in any
00:26:01
chat notification or an e-mail.
00:26:03
And I can also open this
00:26:06
library directly in SharePoint.
00:26:08
Remember for every team.
00:26:10
You create there's a SharePoint behind it.
00:26:12
SharePoint is an intranet with library.
00:26:16
There's a section with documents.
00:26:17
Documents is the library in SharePoint,
00:26:19
so it's like a mirror effect.
00:26:20
Everything is synchronized.
00:26:21
It exists in teams behind.
00:26:23
There's a SharePoint.
00:26:24
So now we're going to access the SharePoint
00:26:27
site for this particular channel.
00:26:30
So here we have the library in SharePoint.
00:26:33
The root of this library is documents.
00:26:35
Here you can see the path documents
00:26:38
to the general channels folder.
00:26:40
And I have the folder that I have uploaded.
00:26:44
Now at which level do I want to
00:26:47
create permission and rights?
00:26:49
The library in teams is meant
00:26:51
for full collaboration,
00:26:52
meaning that all the people that are part
00:26:55
of the company can modify or delete items.
00:26:58
Guests can also read the content,
00:27:02
maybe not modified,
00:27:03
and if I do want a guest to be
00:27:07
able to modify certain content.
00:27:10
We can do a share,
00:27:11
but that complicates things.
00:27:13
If I'm working with consultants and vendors
00:27:16
on a regular basis for long term projects,
00:27:18
maybe I want them to be able
00:27:20
to modify the documents we have
00:27:22
in common in standard channels.
00:27:24
If they're really part of that team.
00:27:26
So in this case from the SharePoint site.
00:27:30
On the top right you have
00:27:32
your profile and the cogwheel.
00:27:33
In this list you're looking
00:27:35
for the word site permissions.
00:27:37
Here I'm going to go to advanced
00:27:39
permission settings.
00:27:40
By default it creates 3 level of rights.
00:27:46
So I know it's in French,
00:27:47
but basically the members are
00:27:49
people from my organization like
00:27:52
Lisa Kalamo and what can they do?
00:27:54
Permission levels is here.
00:27:55
They can edit the visitors.
00:27:57
By default.
00:27:58
Guests can only read documents,
00:28:00
they cannot modify them and the
00:28:03
owners of course have full control.
00:28:05
If I want to create another group level
00:28:07
so at the level of the user itself,
00:28:10
the right,
00:28:10
and maybe there's a bunch of users
00:28:12
that will follow that same thing,
00:28:13
I will call this create a group from here
00:28:16
on the menu you see I can create a group,
00:28:19
give it a name.
00:28:20
So maybe for my consultants.
00:28:22
And here I will say for long term projects,
00:28:26
so people that are working for us
00:28:28
for at least six months to a year.
00:28:30
Let's say here the owner can change
00:28:33
anything about the group such as adding
00:28:35
and removing members or deleting the group.
00:28:38
I could add,
00:28:39
I think,
00:28:40
here it only takes 1 owner.
00:28:42
Let me try it again,
00:28:43
but I believe that's the case.
00:28:45
So if I were to say Lisa Kalamo,
00:28:47
you see you can only enter one name,
00:28:49
so I'll leave mine.
00:28:50
It's a demo account, so anyway,
00:28:52
group settings who can view
00:28:54
the membership of the group?
00:28:55
Is it everyone remembers or only
00:28:57
group owners and group members?
00:28:58
You see membership requests.
00:29:00
Now if I want my consultants to
00:29:03
see that I will do it here now for
00:29:05
consultants normally to be able to have.
00:29:08
A greater right on certain things you,
00:29:12
it would be preferable to have an IT
00:29:14
admin Create an e-mail address as if
00:29:15
they were employee of the organization.
00:29:17
It would complicate less things,
00:29:19
but here's a way around it.
00:29:20
So choose the permission level group
00:29:22
members get on this site now again,
00:29:25
this group that I'm creating.
00:29:28
I'm not the admin,
00:29:29
the IT admin of my company so I even if I
00:29:32
say full control has full control and so on.
00:29:34
It's not going to allow me to pick
00:29:37
somebody who has an e-mail with a
00:29:39
different domain than the company's domain.
00:29:41
So this is where it stops.
00:29:43
But basically,
00:29:43
let's say this Member I want
00:29:45
to give him more right?
00:29:46
So not just editing and he can design,
00:29:48
contribute and read.
00:29:49
I'm not giving him full control,
00:29:52
but these four items I'm going to
00:29:53
say create give it a few seconds.
00:29:55
Now it's offering you other menus here,
00:29:58
like group Settings,
00:29:59
View group permissions and so on.
00:30:02
I'm just going to go back to documents,
00:30:04
which is the library and go back to that
00:30:07
cogwheel so the top right cogwheel again.
00:30:10
Site permissions.
00:30:11
So here already the part I didn't
00:30:13
show you before.
00:30:15
The owners have full control.
00:30:16
The site members limited control
00:30:18
and the site visitors no control.
00:30:20
But when I go back to
00:30:22
advanced permission settings,
00:30:23
you see I've created a
00:30:25
fourth group consultant.
00:30:26
Now I'm going to check this box and I'm
00:30:28
going to grant permission to this group.
00:30:30
So grant permission.
00:30:31
And this is how you invite the users
00:30:33
to that permission groups you created.
00:30:36
It's easier to switch to keep track
00:30:38
of people leaving people coming in.
00:30:40
You don't have to create every
00:30:41
time the rights what?
00:30:42
Can do cannot do you already set that up?
00:30:44
You just going to add the users to them
00:30:46
or remove them from that particular list.
00:30:48
So here you see if I were to choose Lisa
00:30:51
Elliott it's not showing me Lisa Elliott.
00:30:53
It's only showing me Lisa Calamonte
00:30:55
because my IT admin has prevented me
00:30:58
from adding external parties in there.
00:31:00
So you always have to go through
00:31:02
your IT admin anyway to create the
00:31:05
e-mail address for somebody to have
00:31:07
a domain of the company basically.
00:31:09
But this is to show you how it works
00:31:11
so I'm just going to put Lisa Kalamo.
00:31:13
Starger in here,
00:31:13
why not just to show you how that works?
00:31:16
And I say share so they will get a
00:31:19
notification in their outlook inbox or
00:31:22
in teams. OK, so that part is done.
00:31:25
Go back to the library.
00:31:26
You can do it from here.
00:31:27
I could close the tab and
00:31:29
just go back from here,
00:31:30
but this is how I have added more rights.
00:31:34
All right, let's go back to the final part.
00:31:38
So here are the differences
00:31:40
between owner member and guest.
00:31:42
Generally by default in teams.
00:31:44
This is how it works,
00:31:46
while team owners can do all of that,
00:31:48
change a team's name, description,
00:31:50
become a team owner at a standard channel.
00:31:52
And of course,
00:31:53
for team members it tells you also what
00:31:55
they can do for every single task.
00:31:57
For instance,
00:31:58
remember any member of the company
00:32:01
can be turned into a co-owner,
00:32:04
so you'll have the same rights
00:32:06
as the owner and can manage
00:32:07
the team while somebody's away,
00:32:09
and that's how it works.
00:32:11
However,
00:32:11
the team gets it says no no to the boss,
00:32:13
they cannot change the team's name or
00:32:15
description, nor they can become an owner.
00:32:18
The guest cannot at all add
00:32:19
a private channel.
00:32:20
They can add a standard channel that's.
00:32:22
If you grant them the right,
00:32:24
that's why I have the asterisk showing here.
00:32:26
So post, delete and edit messages again.
00:32:29
If I give them the right to do so,
00:32:31
they can do that and so on.
00:32:34
So I invite you to do a print screen
00:32:36
of that window as a CHEAT SHEET.
00:32:38
Let's find out how to manage channels.
00:32:41
Let's use the standard channel.
00:32:43
I hit it.
00:32:45
Let's show that Channel on the list again.
00:32:47
If I decide to delete that Channel,
00:32:49
delete this channel to restore it,
00:32:52
I would have to go to the teams
00:32:55
management so only the owners can get
00:32:58
the channel back by going to channels.
00:33:02
So either Lisa or me under the
00:33:04
deleted I will find any channel
00:33:07
that I have recently deleted.
00:33:09
And I can click restore.
00:33:11
This will restore the channel along with
00:33:13
all the conversations and content restore.
00:33:16
We saw that each time we create a team.
00:33:19
By default the general
00:33:20
channel is created for you.
00:33:22
There are many useful purposes
00:33:23
for this channel.
00:33:24
Use it first to share an overview of
00:33:27
the goal the team wants to achieve,
00:33:29
such as the project Charter or
00:33:30
the choice of the team members.
00:33:32
For instance,
00:33:33
use it for onboarding new team members
00:33:36
and other general information.
00:33:39
Fulton new team member.
00:33:40
You can also use it for announcement
00:33:42
or configure the SharePoint News
00:33:44
Connector to publish your modern
00:33:47
status reports to this channel.
00:33:48
We'll create one for new or
00:33:51
single goal teams.
00:33:52
This may be the only channel at
00:33:54
first while you decide how teams
00:33:56
can better support your goals.
00:33:58
You cannot delete, rename,
00:33:59
or remove the general channel
00:34:01
from your favorites.
00:34:02
The channels appear in alphabetical
00:34:04
order with the general channel
00:34:06
at the top of the list.
00:34:08
Always in teams.
00:34:09
With multiple channels,
00:34:11
use the hide or show feature to always
00:34:13
show the ones you use most often,
00:34:15
so now you know how to do that part.
00:34:18
So the idea is to automatically
00:34:20
display important channels,
00:34:22
view important channels to ensure
00:34:24
that everyone in your organization
00:34:27
engages in specific conversations.
00:34:29
So what happens when you
00:34:31
delete a channel in teams?
00:34:32
The standard channel?
00:34:33
If you delete it, it deletes a channel,
00:34:35
but leaves the folder with the documents
00:34:38
intact on the SharePoint site.
00:34:39
Private channel if you delete it,
00:34:41
it removes both the channel and
00:34:43
the site connected to it and any
00:34:46
documents you had on that site.
00:34:48
Every time you create a channel.
00:34:50
Remember you can always set-up
00:34:52
the channel moderation not in
00:34:54
the private channels however,
00:34:56
so consider setting up channel
00:34:58
moderation and granting moderator
00:35:00
features to certain team members
00:35:02
when moderation is set-up,
00:35:03
team owners receive moderator
00:35:06
features automatically.
00:35:07
Moderators can start a new post.
00:35:09
The channel add and remove moderators
00:35:12
and control the ability for team members
00:35:14
to reply to messages in that Channel.
00:35:17
So we went over what owners can do or not.
00:35:21
At this point.
00:35:22
Here we'll go to manage team
00:35:24
and if I go to channels,
00:35:26
remember I can decide what can
00:35:28
be shown or not for members.
00:35:31
So manage channel display for
00:35:33
members identify the channel type.
00:35:36
And restore your channels
00:35:37
if you've deleted them.
00:35:38
For large teams,
00:35:39
you can set-up the channel moderation
00:35:42
to scan channel usage to see or track
00:35:45
the activity in those channels.
00:35:47
You have your analytics tab.
00:35:49
Now we're going to see how to
00:35:51
connect third party tools manage the
00:35:53
availability of third party apps as well.
00:35:56
We saw how to do that.
00:35:57
Microsoft Teams continues to make
00:35:59
more third party apps available
00:36:01
for native in app integration,
00:36:03
streamlining your employees workflows, and.
00:36:06
Spending collaboration opportunities,
00:36:08
but admins can control and customize the
00:36:12
choice of apps in your organization's
00:36:15
catalog so users can add them to their teams.
00:36:18
When you regulate apps and bots
00:36:20
in large teams,
00:36:21
you must avoid adding annoying apps or bots.
00:36:24
Team owners can disable,
00:36:25
add, remove,
00:36:26
and download apps and connectors
00:36:28
for team members.
00:36:30
You need to make sure that your tabs
00:36:32
are configured so that regularly
00:36:34
viewed documents are easily.
00:36:36
Accessible,
00:36:36
this will allow your group to work only
00:36:39
for Microsoft Teams without having
00:36:41
to travel to several different locations.
00:36:44
So based on that point,
00:36:45
I'm going back to my teams.
00:36:47
So imagine the general channel
00:36:49
I want to create a survey that
00:36:52
everyone has to fill out.
00:36:54
I don't like the wiki I'm going
00:36:56
to right click, remove this wiki.
00:36:58
All right.
00:36:59
So starting from the general channel,
00:37:02
remember body fault your own post.
00:37:04
This is where people can launch
00:37:06
a conversation.
00:37:07
I'll just say hello.
00:37:08
Just to show you that that's the conversation
00:37:10
thread that will be built soon after.
00:37:13
If I go to files,
00:37:14
it's the library.
00:37:15
This is where I have stored my information.
00:37:18
You can pin folders or files of
00:37:20
any type at the top of the library.
00:37:23
It's called pin to top.
00:37:25
You can put up to three items.
00:37:26
I'm going to go further in,
00:37:28
click on the admin,
00:37:30
maybe admin.
00:37:31
You see it's a folder.
00:37:33
It has all these elements.
00:37:34
I have the choice so any type of.
00:37:38
Office documents you can pin to top like this
00:37:40
and you can pin up to three gift budget.
00:37:43
Why not? I'll pin that to the top.
00:37:45
Inventory list pin to top.
00:37:48
OK, so now I have put these
00:37:51
three elements on top.
00:37:52
If I try to do a fourth one it won't let me.
00:37:55
It tells you all you have to
00:37:57
unpin one to put the other.
00:37:58
So up to three elements.
00:38:00
Folders can be done too.
00:38:02
If you want to change the
00:38:03
holders of these items,
00:38:04
you just right click on a tile edit pin,
00:38:08
move to the right and to unpin something,
00:38:11
simply go to edit pin unpin.
00:38:14
So this is how you can organize.
00:38:16
The inside of your libraries.
00:38:18
Now if you want these elements to
00:38:20
be in view right here in evidence,
00:38:23
those are shortcuts still,
00:38:24
but you're going to transform
00:38:25
your files as a tab.
00:38:26
To do that,
00:38:27
let's go with office supply requests.
00:38:29
For instance, most of Microsoft Office
00:38:31
files can be transformed into tabs,
00:38:34
so make this as a tab.
00:38:35
Let's give it a few seconds.
00:38:38
If the title is too long,
00:38:40
you can rename the tab, so we'll call.
00:38:44
It just supplies.
00:38:45
And you see it does not
00:38:47
change the name of the file.
00:38:48
So when I click on these tabs.
00:38:50
It gives me a direct access to
00:38:53
those elements that can be opened
00:38:55
directly in teams interface.
00:38:57
If you need to add more applications
00:38:59
just by clicking the plus.
00:39:01
You can integrate any of those apps,
00:39:04
and if it's a website I can
00:39:07
just click on this,
00:39:08
give it a name and add
00:39:10
the URL that leads to a.
00:39:11
For instance MOOC training tutorial.
00:39:15
So this is how you're going to enrich
00:39:17
and customize the space for every
00:39:19
channel with the tools that is needed
00:39:21
to complete that particular project.
00:39:23
Other thing we can do now that
00:39:25
I've added a Microsoft forms,
00:39:27
I'm going to be able here in the general.
00:39:29
I'm going to go 3 little dots.
00:39:31
You see the word connectors.
00:39:33
Since I've added the tab forms,
00:39:35
now I can add a connector so that
00:39:38
anytime someone answers this survey OK,
00:39:41
I'm the user, that's fine,
00:39:42
so I can choose from the list.
00:39:45
OK, apparently it didn't take on yet.
00:39:47
Sign in OK continue.
00:39:49
So I'm signing into forums.
00:39:51
OK, now it kicked in.
00:39:53
Choose a group from you.
00:39:54
OK,
00:39:54
it's not letting me ohh
00:39:55
I see I picked the quiz.
00:39:57
I did not create from this account.
00:39:59
OK my bad let me remove this tab.
00:40:05
And I'll go here again.
00:40:07
Forms and I'll create a survey.
00:40:10
Or questionnaire real fast.
00:40:11
So create a shared form.
00:40:13
OK, we'll call it gemo,
00:40:16
even though it's not really a quiz.
00:40:24
We'll do multiple choice, add new.
00:40:30
Alright, uh, which? Software.
00:40:36
You like to use. The most.
00:40:42
And here I'll just name them forms.
00:40:45
Uh, oh, what happened?
00:40:47
OK, let me go back.
00:40:49
This was a question.
00:40:50
Option OK, let's do it again.
00:40:52
So we said forms.
00:40:56
Good, now it's going to make my life easy.
00:40:59
Sway OneNote stream to do.
00:41:04
Flow alright, so just like that,
00:41:07
I've created a multiple choice at the bottom.
00:41:09
I can authorize multiple
00:41:11
answers and make it a required.
00:41:14
So this is done now. The responses.
00:41:17
For now nobody has filled
00:41:19
out this form or the quiz.
00:41:22
Basically no one took it yet,
00:41:24
but at the end I can open in Excel
00:41:27
and I will see all the answers as a.
00:41:30
In a formatted table, uh,
00:41:32
the other thing I'm going to do,
00:41:34
I'm going to have this quiz taken by anybody,
00:41:37
even people outside the
00:41:39
company so anyone can respond.
00:41:40
I'm going to copy the link right here.
00:41:43
The theme? Let's pick a theme.
00:41:45
Let's make it fun.
00:41:48
But what is your favorite?
00:41:49
OK, let's go with that all right.
00:41:52
They'll do.
00:41:53
OK, so now I've created my for.
00:41:57
My quiz is done with let me go
00:41:59
back to posts so everything I
00:42:01
do is tracked in the post right?
00:42:03
Any activity that took place in that space,
00:42:05
even people that were not in teams
00:42:07
at that time can see what happened.
00:42:09
You know,
00:42:09
added a tab at the top of this channel.
00:42:11
Check it out.
00:42:12
Fill advanced quiz, Dina says hello.
00:42:14
Then I added the tab at the
00:42:16
top of this channel.
00:42:17
Check it out demo quiz and this
00:42:19
is how all the team members are
00:42:21
aware of what's going on now.
00:42:24
We want to create a connector
00:42:28
so general connectors.
00:42:30
So you've seen there's a.
00:42:31
There's a bunch of apps
00:42:32
here that you can add.
00:42:34
I'll say configure and
00:42:36
hopefully this time it works.
00:42:39
We just reactivate that
00:42:40
add a new form account.
00:42:42
Not needed here.
00:42:43
Now it appears demo quiz good.
00:42:45
So now I'm going to say save.
00:42:49
Just give it a few seconds.
00:42:52
Alright, so if you want to know
00:42:53
anything on how to build a connector
00:42:55
you can click on this link right here,
00:42:57
but my connector is now in place
00:42:59
so I'm going to go remember I
00:43:01
copied the link to that quiz.
00:43:03
I'm going to go in private.
00:43:06
I open a browser in private mode.
00:43:09
I copied the link here and I'm
00:43:11
going to submit a few answers.
00:43:13
So let's do forms OneNote to do submit.
00:43:17
Submit another one sway
00:43:20
stream OneNote submit.
00:43:25
Forms and flow submit. OK, so let's
00:43:29
see what's going on now in teams.
00:43:32
If I go to edit demo quiz.
00:43:38
In real time, the answers are displayed.
00:43:42
Responses and I also have immediately
00:43:45
an analysis of the responses
00:43:49
and I can open this in Excel.
00:43:52
So there was a little teasing on
00:43:54
forums integrated into teams.
00:43:58
They also told you while this is loading,
00:44:01
I'm going to go back to my perfect
00:44:04
is showing OK so it open excel
00:44:07
online so whatever the answers were.
00:44:09
They're displayed in this table.
00:44:13
So it's anonymous, of course,
00:44:15
and here are the answers of choices forms.
00:44:20
One node to do sway stream,
00:44:21
one node forms flow,
00:44:23
so that's one advantage of the connector,
00:44:25
so it updates. In real time you get
00:44:30
the feedback of what's taking place.
00:44:32
Informs the example I did
00:44:35
so any ours RSS feed.
00:44:37
You can do the same all right.
00:44:39
Once we did this part.
00:44:40
If I want to integrate the OneNote
00:44:43
the teams OneNote in there for our
00:44:45
meeting notes I can go plus again.
00:44:48
Click on OneNote so I can create a
00:44:50
new notebook, but what's the point?
00:44:52
Might as well use the 1C block,
00:44:54
not it's in French,
00:44:55
but it's basically the OneNote
00:44:56
from group Private 100.
00:44:58
The one I've created.
00:45:00
So I'm going to click here and.
00:45:04
Now we have the tab that leads us
00:45:06
directly to our meeting notes.
00:45:13
So I'm going to rename this.
00:45:16
So we call it just meeting notes.
00:45:21
And just like that, I have enriched
00:45:24
my channels with apps and tools that
00:45:27
we need for every particular subject.
00:45:30
I wanted to create sections I could.
00:45:32
This is a new notebook add section here.
00:45:36
We could have put general.
00:45:41
I could add the section for
00:45:43
every channel accounting.
00:45:46
And the next 1HR for instance.
00:45:51
And add as many pages for each one,
00:45:53
so add pages. And to be quick
00:45:57
about it, we'll just do 2.
00:46:00
I didn't mean to close it.
00:46:04
3. 1. 4 Just to show you that
00:46:10
you can change the order of the
00:46:12
pages as easily as you would the
00:46:14
name of the teams and channels.
00:46:17
And no, not the channels.
00:46:18
Sorry the teams, the order and you
00:46:20
can do the same thing with the tabs.
00:46:23
I'll leave it as so and if I want to
00:46:25
change the color for general to yellow,
00:46:28
that's what I'll do.
00:46:29
So he's a teasing on forms and
00:46:32
OneNote for you all right back here.
00:46:35
So now that we know how to
00:46:37
connect our third parties.
00:46:38
Can Members delete and restore channels?
00:46:41
Can they add and remove apps when
00:46:43
it comes to third party connectors,
00:46:45
allow members to upload custom apps.
00:46:47
This is important.
00:46:48
These two have to be checked.
00:46:50
Manage the lifecycle so you can
00:46:52
archive a team and once you archive
00:46:54
it only the owner can archive.
00:46:56
Restore a team.
00:46:57
All team activities are frozen.
00:46:59
Team conversations and files are now
00:47:01
in read only mode in SharePoint.
00:47:04
Members are moved from the Member
00:47:06
Group into the sites visitor.
00:47:08
Group owners do not lose any privileges
00:47:12
and to restore a team who to those
00:47:15
3 little dots of the archive site,
00:47:18
let's do that portion right there.
00:47:22
If I want to.
00:47:24
Archive accounting standard.
00:47:29
I believe it's on the cogwheel
00:47:31
at the bottom. Let me make sure.
00:47:33
So here we have the name of the teams,
00:47:35
so I have to locate the teams
00:47:36
that I've created. Active.
00:47:38
Archived OK, so if I believe it's over
00:47:41
here on the right side management channel,
00:47:46
leave the team edit archive team
00:47:47
here it is the archive, the team.
00:47:51
If I confirm.
00:47:53
The team is archived,
00:47:54
so now I should be able to see
00:47:57
it on this list and again from
00:47:58
here I can restore the team.
00:48:00
So we saw how to delete a channel,
00:48:02
how to restore it and now we saw how
00:48:05
to archive a team and restore a team.
00:48:09
Alright, I got a little pop up
00:48:11
on my other screen that says
00:48:13
successfully unarchived item.
00:48:14
It didn't display on the
00:48:15
screen I'm actually recording,
00:48:16
but here you go,
00:48:18
so I think we've completed most of
00:48:20
what we need to know on how to manage a
00:48:24
team and a channel and the roles of owners,
00:48:27
members and guests.
00:48:28
So again,
00:48:30
remember is where you create the team.
00:48:32
There's a cogwheel on the right
00:48:34
that takes you to that space.
00:48:36
Locate the name of your team and
00:48:37
on the far right the three little.
00:48:39
That's a pop-up menu, and again,
00:48:41
you're looking for the word archive team,
00:48:44
so the conversations will be visible again.
00:48:48
If you don't have any questions,
00:48:50
you may go to the platform
00:48:51
later on if you don't remember
00:48:53
every manipulation we went over,
00:48:56
and when you go to our platform,
00:48:57
you've logged in,
00:48:58
you have the choice of taking
00:49:00
that course again online by
00:49:03
registering through that calendar,
00:49:05
you can register and unregister
00:49:06
from the calendar,
00:49:07
and when you select the
00:49:09
course on the calendar.
00:49:10
From there you can also see
00:49:11
the description of the course.
00:49:13
It takes you straight to that page where
00:49:15
you have all the associated use cases.
00:49:18
Tutorials recommended tutorials to
00:49:20
take after seeing that course and you
00:49:23
also have a replay tab to be able
00:49:26
to view again this recorded session.
00:49:28
We have the learning paths courses,
00:49:30
use cases,
00:49:31
tutorials to refresh your memory.
00:49:33
Tutorials are small,
00:49:35
short videos from 1 to 6 minutes
00:49:39
about and replays.
00:49:40
Are about 45 minutes or more depending on
00:49:43
the complexity of the tool you're viewing.
00:49:46
Thank you for joining.

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