Microsoft 365 Teams for Beginners | Intellezy Trainers | Skillshare

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Microsoft 365 Teams for Beginners

teacher avatar Intellezy Trainers, Learning Simplified

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

30 Lessons (2h 38m)
    • 1. Introduction

      3:13
    • 2. Getting Started with Teams

      4:02
    • 3. Navigating and Understanding Teams

      5:24
    • 4. Working with Presence Status

      7:25
    • 5. Getting Started with Chat

      4:29
    • 6. Sending a Message

      5:30
    • 7. Advanced Messaging Options

      7:41
    • 8. Sharing Files in Chat

      5:28
    • 9. Managing Chat

      6:00
    • 10. Creating a Meeting on the Spot

      4:53
    • 11. Scheduling a Meeting

      5:49
    • 12. Working with Meeting Settings

      12:14
    • 13. Using Meeting Notes and Chat

      6:00
    • 14. Sharing Content in a Meeting

      5:37
    • 15. Recording a Meeting

      4:14
    • 16. Using Breakout Rooms

      7:12
    • 17. Creating or Joining a Team

      6:38
    • 18. Managing a Team

      5:47
    • 19. Exploring Channels

      6:52
    • 20. Understanding Channel Options

      1:37
    • 21. Sharing Files with a Team

      7:24
    • 22. Adding Tabs

      5:23
    • 23. Adding Connectors

      4:14
    • 24. Using Teams in SharePoint

      4:32
    • 25. Using Immersive Reader

      4:02
    • 26. Using the Search and Command Box

      3:44
    • 27. Working with the Activity Tab

      3:53
    • 28. Adjusting Settings

      3:16
    • 29. Managing Notifications

      3:47
    • 30. Course Recap

      1:55
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About This Class

Teams is the hub for teamwork in Microsoft 365, providing a centralized workspace for teams to communicate and collaborate. It features persistent and threaded chats, file sharing, and the ability to hold meetings. Students will learn to create teams, add users, manage a team, start a team conversation, reply to a conversation, and add files. In addition, students will explore channels, create new channels, create and share files, work with meetings, schedule team meetings, integrate with SharePoint, add tabs to keep files, notes and apps available, and connectors to access content and get updates.

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Intellezy Trainers

Learning Simplified

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Intellezy collaborates with organizations to help implement and adopt technology to its maximum potential. From our change management consulting to our learning and development services, Intellezy uses both culture and education to drive the ROI of any organization. Our online videos and quick reference guides are designed to educate and empower individuals, right when they need it. In today’s rapidly evolving workplace, it is imperative to make sure you have the skills and expertise required to succeed. Our library, recognized by top influencers such as eLearning Journal and The Craig Weiss Group, provides dynamic and task-focused videos right at your fingertips, right when you need them.

 

 

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Transcripts

1. Introduction: Hi, my name is Josh kid and welcome to this course on Microsoft Teams. Teams is the hub for teamwork in Microsoft 365. It's the one-stop shop for all your communication and collaboration needs. So what are we going to cover? Well, let's take a look. First. We will talk about chat. This is the instant messaging feature that is available within Teams. This allows you to have conversations one-on-one, or to have group conversations. It features persistent chat. So all of the history of your conversations remains there. As you pick back up in these conversations, it's always going to remain contextual. We'll take a look at meetings, video calls or audio calls, what you can do within them, you can present, share your Desktop, PowerPoint presentation. You can record meetings. When we start talking about teams will realize what they are. So creating a team, you do this for a specific purpose. Maybe it is a department within your organization or a project that you have to work on. Now, your team will have centralized workspace where all of your conversations can take place, all of your file sharing. And then we'll talk about channels which builds on Teams. So all teams have channels. And these are basically subdivisions of these teams that were created. So if a team is created for the purpose of working on a specific project, then the channels are the different aspects of this project. So everybody who's working on that one particular aspect, it has a workspace to be able to collaborate together. And we'll see how you can share and work on files together. Within Teams and channels. Communication within Teams is similar to the chat, the instant messaging, but it even takes it a step further because now you have threaded chat. And so you're able to reply to messages that are posted. And conversations are organized by these different threads. Will see collaboration with Teams, which actually goes hand in hand with SharePoint. But you can access a lot of the features and capabilities of SharePoint right from within Teams. And then finally, we'll take a look at tabs and connectors. So tabs are useful links to something that your team needs to work with frequently. Maybe it's a particular file or Word document or Excel spreadsheet. Or connectors can allow you to be able to get updates from services like Twitter or Bing news. So we have a lot to cover and we're excited to go through this with you. So let's get started. 2. Getting Started with Teams: Microsoft Teams has been around for a few years now. And it has been getting, and it continues to get a lot of attention from Microsoft as it continues to develop and new features become available and are rolled out. It has really turned into the hub for teamwork from Microsoft 365. It's a one-stop shop for all communication and collaboration needs within a team. And this has become so important in the modern workplace, where most of us are often working remotely, working from home. And this allows us to be able to stay connected with our team and to be able to work effectively and efficiently with them. So before we're able to go into these features, Let's just see how we can access it and work within Microsoft Teams. So I'm here in the Office 365 login portals where I'm going to start off. So if you navigate there, you just want to make sure that you are logged into your Office 365 profile, which you can see up here that I am. And now we see all of the Office 365 applications that I have access to. Of course soon we're going to be calling it Microsoft 365, but we see it's still being called Office 365 at this point. And here is Teams right here. So if I was to click on in there, that would bring the over into the browser version. Additionally, if you're in any of these Office 365 apps, you will see in the upper left-hand corner this app launcher. And this will give you another way of finding what applications you have that are available to you in your Office 365 subscription. If you don't see Teams is one of the first results. You can simply click on All Apps and scroll down until you hit the T's. There's teams right there. So I'm going to click on it. And now this is going to load for me the browser version of Teams. So this is one way that you can use it. You can work within the browser version. So any device that you have that has access to the Internet, you can use Teams in this way. Or you can download the app either for your desktop, your PC, or you can download the mobile application for Android or iOS. And for most of this course we're going to be working in the desktop app. And this is really the way that you're going to get the best experience. You're going to have most features more so than in the browser. And when new features become available, they're first going to be rolled out to the desktop version. So really if you want to make sure that you're getting the most out of your Microsoft Teams experience. That's the way to go. But working in the browser is a good option as well because you're going to get pretty much everything that you're going to get in the desktop app. Just you'll be missing a few options. But the way that you navigate the view that you have, it's going to be almost exactly the same. If you do want to switch over to and download that desktop app though, you just navigate to your profile picture in the upper right-hand corner. And then we have two options down here where you can download the desktop app or the mobile app. And it's also available for you on this left rail menu all the way at the bottom to download the desktop app. So I've already done that. I'm just going to switch over into it. I'm logged in here to my account, and here we are in the desktop version of Microsoft Teams. And so now that we've got it downloaded, we're logged in. Let's go ahead and dive into the features that are available to us. 3. Navigating and Understanding Teams: So let's take a tour around microsoft Teams and see how we can navigate within it. In the upper right-hand corner. And you have your Office 365 profile picture. And if you click on this, this is going to allow you to adjust your settings. Some other helpful links which we'll get into. In the top middle, you have the search bar. So you can look for something specific within maybe a conversation or look for a file. But additionally, we'll take a look later on in some other videos about how you can actually access some quick commands from here. So this is a really powerful feature. And then for the most part, the way that you're going to get around within Teams is by using these tabs on the left-hand side here, which we'll call the left rail menu. So let's take a look at these different tabs and see what they're designed for. First of all, we have activity. And so we see that this is a feed. And what this does is it gives me relevant information to me. So it's giving me notifications based on things that I'm a part of, conversations, teams, maybe something that was posted where somebody specifically mentioned me. So here's why I can catch up on some of the latest activity that I need to know about. Chat is where you're going to be able to hold conversations with people. It's a great feature similar to what you may be used to if you're coming over from Skype for Business, but it offers even more. And we'll take a look at some of the rich options that are available to us in chat within Teams, the Teams tab. Now this is really where you're going to be doing some of the most powerful work that you can within this application. And the way that this is set up is you can see all of the teams that I am a part of. And so that's what all of these colorful blocks are. These are the different teams that had been set up. And then underneath each of those teams, there are a number of what is called channels. So a team is basically set up for maybe a department within your organization. Or it could be regarding a project that's ongoing. And so all of the people who need to work within that department are on that specific project, are grouped together. And they have this workspace to be able to communicate and share files and connect to maybe some apps and services that you use as a team. And then channels allow you to have these subcategories. So within the operations team, there are people who are specifically focusing on the HR site rollout or are on the research team. So this allows you to, again have a specific space where you know that all of the conversations and all the posts and files being shared are going to be specifically for the research team. The next tab we have is our calendar, which is what you would expect. So this is your schedule which holds all of your meetings that are coming up. You can schedule new meanings and join the meetings that you have. From here. Also a Files tab, because we're doing a lot of file-sharing and working with files within teams and calls. Depending on whether your organization has it set up, you may even have a phone number connected to your profile, in which case you'll have a dial pad. You can make outgoing calls to clients and such. And then these three dots here help you to get to more added apps. See some of the apps that you can add here. And the great thing about this left rail menu too, is that it's customizable. So if you find that there's one of these tabs in particular that you're using the most, you could go ahead and drag it to the top. If I want chat to be at the top, I can simply click and drag and put it up top there. Or I can put it back. Or if you're not using cost, you can right-click on it and just simply unpin it. And now it won't be there in your view on pin. And it doesn't seem to want to go away for me exactly. Probably because I'm clicked on it. As I click away, then it disappears. And if I need to get it back, I simply just go to the three dots, right-click on it and pennant again. And then we see a couple more down here. On our left rail menu. We have apps. There's a really show you everything that you could possibly get to. And it's going to differ based on how your organization has it set up, what apps you'll be able to use, you'll be allowed to use. And then finally, we have help down here at the bottom, which will give you some, some great links to finding out where you can get some further training and see what's new in Microsoft Teams. 4. Working with Presence Status: Before taking advantage of the conversation features within Teams, one aspect that's important to understand and to use to your benefit is the presence indicator. It's important both to understand what yours is telling other people and what you learn about your contacts availability based on their presence indicator. So first of all, let's take a look at our own. So if you go to your Office 365 profile in the upper right-hand corner and click on that profile picture. You'll see here is where your presence is shown. So if you hover over whatever your current availability is, you'll see all the different options that it can be changed to. So currently we see that I am available. And this is shown in this little green checkmark that is attached to my profile picture there. So that's what people see as they look at my contact information and I'll see Ethan is available and I can go ahead and message them if they're trying to ask me a question that they want a quick response to. Now, why I'm available right now is well, first of all, I'm logged in, I'm active, I'm typing in, I'm clicking away. If I was to stop doing that for a time period, it would change based on what I'm doing. So that's one way that your presence is shown. It pulls from what texts are your current actions. So if typed anything or move my mouse around in a little while, it will start to show me as an active and then it will show me up as a way. And this will be like the yellow right down here. Additionally, if I am actually presenting, if my screen is duplicated or, or I'm actually in the middle of doing a presentation. It will detect this and it will put me in, do not disturb. And this is really useful because of course, if you're presenting, that's a time that you don't want to be disturbed by messages. So it's great that the teams is pulling from your action to really be able to give people an indication of whether they should reach out to you at that point in time or not. In addition to detecting what you're doing, it also pulls from your outlook and your Teams calendar. So if I had a meeting scheduled for right now, it would show me as busy. So it would be read as people looked at me and they would probably this would give them pause and think, well, maybe I should hold off from reaching out to him right now. But the third way, so it detects from our current action, it pulls from my calendar. The third way is you can actually manually change it yourself. Now this is a great option because maybe you don't have a meeting scheduled, but still you want to have some focus time so you can really be uninterrupted for awhile and dive into your current project. So I can actually click on this right here. And now I will show as busy. So as far as my contacts are concerned, I could very well be in a meeting. So they probably won't reach out to me. So this can give me an opportunity to really not have anything getting in my way. It's not have any distractions. And then I can just go ahead and come back in here and I can set myself to available. Again. You also have a reset Status option which will re-sync you to your calendar. And I'll start pulling from that. Again. You can even select appear away. So it will appear to your contacts that you have been inactive, even though you're still moving your mouse around and you're still typing and working within Teams, you'll appear away. Now the difference between busy and do not disturb. Busy tells people that they probably shouldn't reach out to you right now, but doesn't actually stop them from doing so. So if you really want to stop people, you have to put yourself on, do not disturb. And this will actually prevent messages from going through. So looking at it from the other end to what do we learn about our contacts? So I see right here, Carlos is available, he's green. So this is a great time for me to reach out to him if I need a quick piece of information from him. But Ellen, on the other hand, she's showing as away. So she might have stepped away from her computer for a time, so I might not reach out to her right now if I need an instant answer. Another option that you have, if you hover over that contact and you click on the three dots here, More Options. You can actually select, notify when available. So when her status changes and she becomes available, I'll receive a notification and then I can go ahead and messenger at that time. I'm going to turn that off, just clicking on three dots, more options again and turn off notifications. Another feature that we have that goes along with our presence. And I'm going to change mine back, reset my status. And we'll see that I'll go to available because I don't have anything going on in my calendar right now. Right below your presence, you have a status message. So now you can provide some context based around maybe how you show is busy. You can let everybody who has you as a contact know why. So I could say for my status message, please email only. And then I can say that the reason being in meetings all day. Okay? And so this will help people to understand why I'm busy. They can say, oh, okay, so I do want to contact him, but I'm going to have to email. And I can select this right here. Show people, show when people message me, so they'll see that status message there. And then a helpful option 2 is sometimes in Skype for Business. If you set a status message, it would stay there until you actually came in and cleared it. So sometimes you forget and you only intended for it to be there for a day, but it's up all week. Now with Teams, you can choose a time to clear the status message. So right here, I have an option of doing it for an hour, four hours a day this week, or I could even set it up for custom amount of time. So this works for my purposes right now today. And I click done. So now I've got that status message. It will be cleared after today. So using and understanding the presence indicator in the status message can really help you to get the most out of conversations in teams. 5. Getting Started with Chat: Channel allows you to use instant messaging features with your colleagues and even some file-sharing and other options to access it. We're going to our left rail menu and clicking on the chat tab. And here in this pane we see that it's organized by our recent conversations. The conversations that I have that I've been active in most recently for me, That's Carlos. I was talking to him. And so that's up top here. And then it goes down to some of the conversations that I had going back a little ways. You can also look at it by contacts if you click on this up here. And so you can see the groupings of your contacts if you have favorites or other group set up by department. And if you click on one of these, it'll open one of these contacts. It'll open your conversation with them in this right window. But you'll probably find yourself working with recent because these are the conversations that you are active and they're going to stay here. You can jump back into them. And we find that when we click on that, my conversation here with Carlos would you always have is persistent chat that chat history of everything that Carlos and I have talked about, files that we've shared. It's here as I scroll up, I can see the previous conversations that we've had. So if I'm jumping back into this conversation with him, everything always remains contextual. I can pick up right where I left off, not forgetting or skipping a beat, even if we were interrupted for a time, even for days. And this is always going to remain here for us. So that's really a useful feature that persistent chat. In addition, some of these conversations that we see here are a little bit different. So I do have a couple of one-on-one conversations and have a conversation with Carlos down here at the bottom, I have one with Ellen. But we see the second one here. This picture actually is split down the middle and you can see Carlos on the left, Alan on the right. So this is a group conversation that I have going on with the three of us, myself, Carlos and Dylan. These two here with the purple calendar icon, or actually conversation, conversations that are tied to a meeting. And we'll see as we get into meetings, how you're able to have a chat that is associated specifically with that scheduled meeting. A chat that can start before the meeting, carry on through it. And even after the meeting has concluded. Another type of conversation that you may find within here in your chats. If your organization has bots enabled, you can have conversations with bots which will allow you to access some automated features. So a lot of different types of conversations that you can have in order to start a new one. We have a button up here to the left of the search box, new chat. And so here you're just going to enter the name of the contact that you're looking to start this conversation with. If it's one of your colleagues, somebody within your organization, you can just start typing their name and it will search for them. If you're looking for an external contact, you simply just have to type in their full email address that they use in order to utilize Microsoft Teams. So I'm going to just look for my colleague, Tina Yang. So I'm looking to start a conversation with her, but we see that because of persistent chat. Although it's not in my recent conversations, I did speak with her previously and so that is still stored for me. I'm going to add Carlos to this as well. The three of us actually have had a conversation before. So again, that history is pulling up. But as I add Ellen, now, this is a new group conversation that I'm starting. So from this point on, it will retain all that history and I'll have that as we jump back into this in the future. So now I'm ready to come down to my composed bucks and get started in conversing with my team. 6. Sending a Message: Chat in Teams is a great option for quick, efficient communication. You can have conversations with just one person or a group. And maybe this isn't related to a specific project, but it's more personal. While still professional. I'm going to send a new message in a conversation that I already have going. So I'm in the chat tab on the left rail menu and I'm clicking on my existing conversation from the recent with Carlos. So I'm going to click in this box down here, type a new message. And I'll just begin. I'll say, hey Carlos, we haven't spoken yet today. Now at this point, if I hit Enter or I can click this paper airplane to send the message, that would be just fine. But also, if I wanted to add a second line of text, I can hold down shift and hit enter. And now I can continue. I can say, How are you? And now at this point I will hit Enter just to send off this message. One of the first things that you'll notice is to the right, there's a little check mark here which indicates for me that this message has been sent, it's been delivered. So I'm pretty confident that this has gone through. I do see that Carlos is also available, so it's likely that he will get it and be able to read it pretty soon, hopefully respond. Also. Eventually when he has seen it. You may see this icon right here. So this shows you that the recipient has seen your message and this isn't always turned on. This is an option that you can unselect read receipts. But for the most part, this is on by default. So for most users, when they have read your messages, you're going to note that of course, some of the other things that we like to do within instant messaging is to take advantage of gifts. And, and here we see right here, first of all, we see that he has read it. We also see that he is typing now. So you will get those notifications as somebody who is beginning to respond to you. Hi, Ethan, I'm well, How are you doing? Great. How is your day Going? Okay, so I'll switch to another conversation at this point and take a look at my conversation with Ellen. So of course, we'd like to use emojis and gifts and maybe stickers, memes and our conversations. You'll see that I'll even get notification when I'm not on the conversation that he's taping. And when you're away from that conversation, it's not the window you're looking and you will receive a banner. And this is what that looks like. So if you catch it before it disappears, because this is a temporary notification that will go away. But because my mouse is hovered over, it stayed for a while. You can actually respond to the message right from there. So you can click reply, send it off, and respond in that way. So I'm going to respond to this. I'll I'll make use of a GIF or an emoji sticker. Let's see. So you can search through some of the recent. These are always changing and updating or search for something specific. Some great options for emojis, like a dancing penguin. But I'm going to go into the sticker and I'm going to create a custom mean. So I am going to use this cat here and you can add your own captions. So I'm just going to say awesome. And I will send that off. So this is a great way to have some fun with your conversations. You can build that rapport and camaraderie with you and your teammates. Of course, you want to consider what is professional, what's acceptable, and these need to be enabled as well. You can also work not just in this window, but you can take a look at your conversations in a different way. You can pop out these chats. Here we go. I see that Carlos has reacted to my message, so I can just close that notification. And if you hover over that particular conversation, you just click on this icon here, pop-out chat. And this is a great way to have more than one conversation going at a time. Because if you're having if I'm simultaneously having a conversation with Carlos and Ellen and I had to click back and forth between these conversations in this pane. But if I pop them both out, then I can have them both side-by-side these conversations. And so I could carry on both of them at the same time. And this gives me a feel that maybe I'm used to if you're coming over from Skype for Business, this is the way that we were used to instant messaging. So chat really offers you with a lot of great features and great messaging and experience. So really put it to good use. Have that quick, efficient communication with your team and have some fun with it. 7. Advanced Messaging Options: There are a lot of more advanced capabilities that will help you to get more out of your chat conversations to go beyond just the basic. Here I am in the chat tab on the left rail menu. And I'm in my conversation, group conversation with Carlos and Ellen, which is entitled website brainstorm. So if I go down to the composed box here, the first thing we notice underneath it is a format button. Now, when you click this, this will expand the composed box and this is a toggle. So if I click on it again, it will collapse it. But when you've opened it, will find here more options that weren't available when it's collapsed. You can add some rich text formatting, some different options that we're used to in word, bold, italicize, and so on. You can highlight your text, change the font color and size, even use some of the different headings. And some of the great features toward the end are, first of all, there is quote. Now what this does is if you're looking to really make a particular part of your message pop and stand out. You can use this when you click on quote that will shade the entire line of text within this message. So that's a great way to call out something specific. I want to talk about the new arrow, my team site. So I'm going to use this as a way to almost have that as a title. Another option here we have is to insert a link. So of course you could just paste in any length that you want into a message and that would work just fine. I have here the new Aramark team site, which I'm referring to. And you see the URL here. I have this copied already. And so what I can do is I can paste this into the body of the message and that's fine, that'll work. They'll click on that, it'll bring them to the website. But when you use Insert Link, this is a great option because you can choose text to display, so you can make it look a lot better. I can just say simply that this is the website. And then here in the address is where I'm going to Control V, paste it in and insert it. And then here I have the same link as above, but it is much cleaner, much more presentable. So that's a great option to use and we're going to get rid of the line above it and just stick with that link that I inserted. And then I could even take this. I could make it bold, I can highlight it, increased the text size and make sure that it's really, their attention has been drawn to what this is about. When you're in this expanded compose box. This is just a great way to really work up your message and think about it before sending it. If you hit Enter, it doesn't actually send the message right away. It's going to automatically just create that second line. And then if you don't like what you've done in here, if you click this trash can, you can delete. It's basically just a draft of a message. So I could say, yeah, I don't really like the way that that came out. I'm going to discard this message, but, but using this can really help you to do a little bit more with the messages that you're sending. The next option that we have is to set delivery options. So by default it's going to go through just in the standard way. But if you want to make sure that the message that you're sending is getting noticed. You can up the level. You can say that a message is important or urgent. Now important, we'll just go with this icon where you have that exclamation point. And people will know that they want you to know, that you want them to really take note of this message. But urgent is actually going to notify each recipient of this message every two minutes for 20 minutes. So definitely something you'd want to use sparingly. But that could be useful if you have a message that people really need to, It's time-sensitive, they're going to need to take action on it. You can make use of that. We'll take a look at attach in another video where we see how you can share files in chat. And we already looked in another video at emojis and GIFs and stickers, great options to use. You can schedule a meeting from a chat. And then towards the end here what we have are some different apps. And what you say, what you see may be different from my view, because this is customizable. The last button here, messaging extensions, these three dots, if you click on that, you can choose from one of these options or even follow the link to more apps. And this is also going to vary based on how your organization has it set up. These have to be enabled. To show one example, I'm going to click on praise. And I like to use this because this is a great way. This is good for team-building. If I wanted to send a nice note to Carlos and Ellen who are in this chat. I could select one of these templates. So I'll go with achiever. And I will choose both of their names. So I'll say Carlos and Alan to make sure that they know that it's them. And I will say, Great job with the presentation. Okay? And then you can preview it. So I could of course just have sent this as a regular message and that would have been just fine. But this is a way to do it in a more formal way. It's a little bit more meaningful. It's like I'm sending them a card. So using that can be a fun way to communicate within your team. And you can take a look into some of the other apps that are available to do a little bit more with your chats. And then finally, as you're working with messages that have already been sent, there are some options that you can take advantage of. So when it comes to messages that you sent, so this is something that I posted. You can come to the three dots, more options and you can actually edit or delete a message that you have sent. So if you misspelled something, you could come in, you could edit it, make the change, and then click the check mark, and that will be altered for you. You see here that it's been edited or if you just want to completely retract it, you could go ahead and click on delete. You won't have edit or delete rates for someone else's message. But what you can do is if you hover over it, you can react to it. You can like it. You can hard it laugh at it, acts surprised, and hopefully you won't have to use the sad or angry reaction, but they are there as options for you as well. And if you want to save something that's really important in a message, you know, you're going to have to refer back to it, more options. You can save this message. And then later on when you want to find that again, you go to your profile in the upper right-hand corner and click on saved, and that's where all of those messages will be stored. So take advantage of all of these different options and you'll be able to take your chat to the next level. 8. Sharing Files in Chat: Sharing files in Chan has been made easy. So we can progress from conversation, collaboration within a chat. Here I am in my conversation with Carlos, we saw the paperclip icon here earlier for attach. And so this is the way that I can share a file within a chat. So I'll click on this and we see that there are two options that we have. So I could share a file that's already stored in my OneDrive. So if I click here, this is going to show me my OneDrive and I can select from here file that I want to share. So I'm looking for C quarterly. Just navigate to the file. I'm looking for. There we go, quarterly sales. All right, there. And I'm gonna go ahead and click on Share. So this is the first option of how you can share a file within chat. That's a file that is already stored in your OneDrive. And so what you're doing when you're sending this in a message is you're just simply giving whoever's in that conversation access to that file. You're sharing it with them. And now there'll be able to view and edit this file all within Microsoft Teams. So I'm gonna go ahead and send that. And there we see a notification by means of a banner there that I have shared quarterly sales. Going from this same Paperclip icon attach right down here. I can also upload a file from my computer. So I could go anywhere, browse to the file that I'm looking for, like on my, on my desktop. Here I have this CRM analysis. And I'm going to open that. So when you upload a file from your computer, now what that's doing is it's uploading it to you, the sender's OneDrive, and then sharing it with anybody within that conversation. So again, it's very easy and seamless as well this way. And we can actually see exactly where this file goes. If I click here again, and I go to my OneDrive, there's actually a folder here which is created called Microsoft Teams chat files. And so open-ended. I see that's exactly where it put that file that I just uploaded from my computer into this folder within my OneDrive CRM analysis, and then it's shared it with Carlos. So now from here, Carlos could just simply click on these links, open up the file, start viewing and working on it. And within this chat, Not only is it in the conversation, but up here, at the top, there is a Files tab. So if you click on this, this will show any of the files that have been shared within this conversation. And again, these files are all stored in the OneDrive of the person who sent it. If I click on any one of these, and we'll actually open this file within Microsoft Teams. So without having to open a new window, I didn't have to go to my email attached this and send it to him all in one place, I'm able to share this file and now both of us could open it within teams and simultaneously work on it and edit it together. So now we're really able to collaborate in a powerful way. And so here I have Excel open within Teams. I could switch over and open to the desktop app if I wanted to. I also have the option here to open the conversation, To continue talking with Carlos as I'm editing it. If I wanted to check in with him on some changes, I was thinking about making. I can close that. And then when I'm done editing, I simply hit close here. And because you're in the OneDrive environment, because it's stored and saved there, any changes that you're making are being saved automatically as you go. In addition to sending and sharing it right from the chat window, you can also go to the Files tab and share from here. And you have the same two options to go to your OneDrive and to share a file from there, or to upload a file from your computer to your OneDrive and share it with those within the chat. So a really powerful option within chat to step up your conversation. Now move it over into collaboration. Share files, edit them live with the people within that conversation. And you can do all of this without even having to open up any other Windows. So start using this. You'll see your emails going down. You'll see things really getting a simplified as you collaborate and work with files together with your team. 9. Managing Chat: So we've seen how you can work and communicate within chat, even including sharing files with others. But of course, you're also going to want to be able to manage the conversations that you're a part of. So if you're in the chat tab on the left where l menu. And if you hover over any conversation, you'll always see these three dots on the right-hand side. And this is more options. So clicking on that helps us to see some of the actions that we can take in order to manage our conversations. One thing that you can do when it comes to a message that you took in, but you can't respond rate now be want to be sure to follow up later on when you can you can mark it as unread so that you don't forget. That'll catch your eye later when you're free as you're going through your chats. So that can be helpful. And then when you're done, you click More Options and you can mark it as read. Also because we have this recent grouping of our conversations. You may want to organize a little bit further. Maybe you have one particular conversation or a couple certain colleagues that you're always chatting with and you want to have them always in their own grouping. So what you can do is you can pin a conversation. So with Carlos, I wanted to do that. I'm going to go ahead and pin the chat that I have with Carlos. And so this puts him in a separate section above all of my recent conversations. And so now he's always going to be up here so I can quickly just jump back into my chat with him. Clicking More Options. We also have the ability to mute a conversation. This can especially be helpful if it's a group chat that has a lot of members. You're receiving a lot of notifications almost constantly throughout the day that can really be distracting. And so what you can do is mute it. And this isn't going to stop you from receiving these messages. You just won't get those push notifications are those banners. And so that way it won't be distracting. You can decide when you want to check in with this conversation and be updated on what you've missed. So you can mute it for a time. You'll see that it has been muted by this icon right here, that indication. And then you can unmute it. If you decide to change that. With a group conversation, you also have the ability to leave it from more actions if you're no longer really involved in the conversation that's going on, maybe it was surrounding a specific topic. You can do that. You can hide conversations that's not deleting them. It just removes it from your view. And then if somebody was to add or to contribute to that conversation again, it would show back up in your recent and with a group conversation. So I'm going to click on my conversation with Carlos and Alan. You have some options that you can play with. You can actually give a group chat and name. So that's right up here. For now. It's just the names of the individuals who are a part of it. But you can click on this pencil and named the group chat. So I'm going to name this one website brainstorm because that's what I want to work on with the two of them. So I'm saving that. So that's nice. That gives us some context as to what we're working on. And I also want to bring someone else into this conversation. I want to add Tina. So what I can do is in the upper right-hand corner right here, you can click on this icon to view and add participants. So I could leave from here too. It shows me the members. But I'm going to add a person. So I'm going to start type in Tina. Great. So I've selected her. And now what I can choose to do is I can select how much of the chat history that I want her to be able to view. So case by case, maybe some, in some instances, the purpose of the chat is changing. So you don't want to include any chat history or maybe for the past week, you've been talking about this new idea. So I want to show her seven days of history. Or you could choose to just show her everything and she can scroll back up and see the entire history of this chat. And then you can go ahead and add. So that's a great option to be able to really make the most out of group chats. And then as you're trying to further organize your conversations, maybe your recents are really getting filled up. You have a lot of different types of chats here. Well, up top in this pane, you have the Filter button. So clicking on that and then more options allows you to be able to look at specific types of chats. You could only look at your unread messages, only look at meeting conversations, or just those that you've muted so that you can catch up on what you didn't receive notifications for. And then within a conversation, you may sometimes want to save a particular message. So if you hover over that, you can click on these three dots again, more options. Save this message. And when you do that, in order to pull it back up, you just go to your profile on the upper right. Click on that. And here's the link that will bring you to any messages that you've saved. So as you can see, there's plenty of ways for you to customize and organize your chat experience. 10. Creating a Meeting on the Spot: When your team is spread out in different locations, with working remotely, working from home, the need for having online meetings becomes crucial. And oftentimes, the need for these meetings arises spontaneously, unexpectedly. But within Teams, this is not a problem because wherever it is that you're working, you can progress any chat or a conversation right into that meeting that you need. So if you're working first of all, within chat. So here I am in my conversation with Carlos. If I want it to progress this to a call to a meeting, I have some options to do that. So first of all, I would want to check and make sure that he's available. I see is presence tells me that he is. I might want to preface a meeting though with a quick message to him, making sure that he's available. And assuming that he is. I have three options in the upper right-hand corner of any chat. And this is within the desktop app. You won't have the third one if you're in the browser version. But the first one I have is a video call. Then I have an audio call. And the third option is to screen share. So you're going to jump right into a screenshare if you use this and not necessarily use audio, but continue to just type messages back and forth with him. So if I need to, I can progress my conversation to Carlos, to a video call. I click on this and this is immediately going to start ringing him. And if he is available, he can go ahead and answer. And this can be a much more efficient way of communication. And oftentimes, we might get frustrated as we're typing back and forth. Sometimes signals are getting crossed. So that's a great way to jump right into a meeting as needed. Also, if you're working within the Teams tab. So if you're in a specific team and in one of the channels, that is one of the subcategories of that team. So here I have the operations team and specifically those of us who are working on the HR site roller. So this is one of the channels. And within this channel we have a conversation. So if the conversation again, it's getting out of hand, we're not really able to address the issues that we're having at this moment. It's not enough. We realized, hey, we need a meeting. So underneath this composed box, that's one of the options that we have. This little video camera right here, meet now. So this is going to be a channel meeting. So if I click on that, this pops open a helpful window here where I can actually give a title to this meeting, give it a subject. So I could say that this is simply just a check-in. We realized that this will be much quicker if we all just jump on this video call, I can turn my camera off or turn it on and just go ahead and click Meet now. And then this is going to be for any who are working within this channel. If they're right there, if I let them know about it, there'll be able to join it. Or additionally, I could invite some other people to come in to this meeting if needed. I'm going to go ahead and hang up on that call. And then finally, working from the calendar. So this isn't just for scheduled meetings, but you also do have an option to start an impromptu meeting care meet now. And as I mentioned, as I hover over it, that this is more so for a private meeting. So clicking meet now from the calendar, I can give this one a title as well. And this is just going to start with me. And then I can invite people once I'm in the meeting. Maybe this is an impromptu meeting with an external contacts. So I want to type in their entire email here, or I just want to add one of my colleagues. And I can go ahead and invite them or even copy this joining info and paste it, send it out. And then someone would be able to join, maybe through the browser version of Teams. So as you're working within Teams, whether it's in chat or in a team and a channel. And that need for a meeting comes up unexpectedly. Go ahead and progress your conversation to that meaning that you need whether it's audio or video, you've got the options to do it. 11. Scheduling a Meeting: In addition to impromptu meetings, of course, we'll have a need for planned or scheduled meetings. And there's plenty of ways for us to do this within Teams. First, let's go to the calendar tab on the left rail menu. So if you click here, it's easy to schedule a new meeting. You have a button in the upper right-hand corner, New Meeting. Click on that. And this starts to open up the information that you need to fill out for this new meaning. So you can give it a title. For this meeting. I want this to be for the HR site rollout. This is just going to be checking. Okay. So I've given it a title. I'm not going to add required attendees for now, but I will give this specific time schedule this for for half hour should be good. I'm not going to make this a repeating, meaning this is just going to be a onetime thing. And what you can do when you're scheduling a meeting within Teams is you can connect it to a specific channel. So I actually have within my operations team in HR site rollout channel. That's where I want this meeting to be. And we'll see some reasons why this has beneficial. So here, if I click in here where it says Add channel and this window, and go to the operations team and there's my HRSA roll out channel. You can add a physical location. You can add in details so that people know what this meeting is about. Maybe even include a link, something they need to look at. If you want to check schedules for those within your organization, you can make use of the scheduling assistant. And that can help you to choose an appropriate time for the meeting. And then when you're done with that, you can just go ahead and click Send. All right, great. So this was scheduled for later on today. I see it's been added to my calendar. I'll be able to join it right from this link within my counter later on. And because I scheduled this within a channel, if I go to that team. And so that channel, so here's the operations team, the HR site rollout channel. You see that there's a post that's been put up that I scheduled a meeting. There's the title of it, the time, and there's also the ability to reply to this message. So what happens when this meeting is scheduled within this channel? It creates a chat that goes along with it. And you can actually acts, you can actually access that chat before the meeting has even started. If I click on this banner, this opens up the meeting details and you'll see that there's a new tab up here for chat. So you can start contributing to that chat if you have some information that you want to present to people before the meeting, have them be in the know before they join. You also, I'll close that can do the same thing. If you reply here, that will end up in the same spot. That's the meeting chat. During the meeting, it will still be available and then after it will still reside in this channel, every all pieces of information, if anyone attaches the file, the conversation that you had throughout the meeting will be there for everyone to access who is a part of this team and this channel. You can also create and schedule a meeting from Outlook. And this is something that maybe a lot of us are used to. So I'm in my inbox right now if I switched from male over to calendar, you have a helpful link up top this button, new Teams meeting. So I can click on that. And I can go ahead and I can give it a title. I can add required and optional attendees and we see what it's done. It's added this joining Info, these clickable links to the body of the email. And this is great for sending it out, especially for guests that we're inviting that aren't a part of our organization. So that they can click and follow this link. Maybe they don't even use Teams, but they can access it online and join that meeting through the browser. You cannot do. When you create a meeting from this side and outlook is attach it to a specific channel. So if you want to have a meeting that's imbedded within a channel, you have to do that from within Teams. And then once you have all the information here that you need to fill out and you just go ahead and click Send. I'll just delete this for now. And then a couple other ways that you can schedule a meeting. We saw how you could create a meeting. An instantaneous meaning from within chat with the video call option up here underneath the composed box, you actually have a little calendar icon, schedule a meeting. So you can use that to schedule a meeting. It automatically adds that person or people who are in that specific chat to the meeting. And then we could have directly created or scheduled a meeting within the HR site rollout channel while we're here by clicking that meet now link. And then instead of clicking meet now again, clicking schedule a meeting, which will again bring us to this same window where we're starting the invitation. And it automatically puts the channel as the location for this meeting. So a lot of different ways, whichever is your preference, to go ahead and schedule those needed meetings. 12. Working with Meeting Settings: It's important to know the meeting settings that are available to you in Microsoft Teams. That way you can participate to the full extent, whether you're just the meeting participant or the organizer. To start a new meeting in Teams. What we're going to do is we're going to head up currently we are in our calendar tab on the rail here. We're going to pop up to where it says Meet Now in the top-right part of your screen, if you also, you can schedule a meeting this way by clicking the New Meeting button. But since we're talking about meeting settings, we're going to head over to meet now. Immediately you'll get a little drop-down right here where we actually can change the name of the meeting if you'd want to change it to a sales meeting, whatever, we're going to keep it as meeting with Ethan cane for now. You also can get a link to share. So you can have people just click the link. You can, whether you send it in an email or a chat, you can get the link to meeting there. And then you can just click Start Meeting. Now this is going to open up in a separate window where we can now adjust our meeting settings. If you'd like to rename your meeting, you can just click in this box at the center and you can edit whatever you want inside of there, we have the option to turn our camera on and turn our camera off. We also have the option to play around with some of our background filters. So if we click on Background Filters, a little window will appear to the side here. And you can click through some of the backgrounds that Microsoft already has readily available. So we have this as a background. We can look at you want something a little more fantastical. We have this background. And then we also have the option to add our own backgrounds. So if you want to add, you know, maybe a picture of a beach, you can do that. Or if you have a specific picture, maybe a picture of your dog, whatever you want to add. You can also add your own backgrounds, academy background. If we go back to the top, we'll see this Add New button. And you can click that. And if we head over to our pictures and I'm going to use this office background. I'm going to click Open. Now when we scroll down, you'll actually see it now appear at the bottom. If you click on that, now I have the office background that I had just uploaded from my computer. And you also have the option to delete any of your uploaded backgrounds by clicking the three dots and going to remove. Now some other settings that are available to us is our audio settings. So if you are using any maybe Bluetooth headphones, maybe you have a microphone setup, whatever it might be, you actually can open your device settings here and you can adjust what that might be. By default, minds picking up from my computer settings. So it's just using my PC mike and speakers. But if you have any specific settings that you have, you can set those up there and you have the option to have noise suppression. So mine is set to auto default. But what this noise suppression does is it actually, interestingly enough, if there's music playing in the background, it will mute out that music so people can only hear your voice and not here, whatever is going on in the background of wherever you might be. Next thing you can do is also select which camera you're using. So mine's just using the webcam from the laptop. But if you have a camera, you know that you have it an attachment or maybe you're using a whole separate camera system, you can adjust all those settings there. You also have the option to mute and unmute yourself and choose how loud things are before you enter. There's also the option that if you don't want to use your computer audio, you can actually give your phone audio and it will give you a phone number to call once you join, or they can call you, which is really nice. The option to pick some room audio. So if you have any Teams Rooms compatibility, you can do it that way or have the option to not use any audio at all. But we're going to keep with the computer audio for now. When you're all ready, you can click Join now down at the bottom right. And it will connect us to a meeting. So it's gonna give me a little pop-up asking me to invite people to join where I can actually copy of meeting link, add participants, or even share via e-mail. But we're not going to focus on that for right now. I'm going to actually draw your attention up here to the right. And we're going to start with talking about participants. So this is actually where you can see who is in the meeting and whether or not they're muted. And this is also where you can invite people so I can actually click and put in, you know, anybody in my organization, I can start typing in their name. Like for example, maybe if I take an E, I can add an Ellen or Tina and I can do it that way. Or I also have the option to share the invite by copying or sending an e-mail. So that's where you can manage your participants. This is also where you can download the attendance list. And what's also really cool is after a meeting, you can actually click into the event in your calendar and you can then download the meeting attendance list from there as well. So if you forgot to grab it during the meeting, you can always grab it after. The next thing we'll draw our attention to is the Show Conversation features. So this is the meeting chat that has been created. And I'll show you kind of some stats about the meeting and you can type in messages. You have the option to use the meeting chat before or after a scheduled meeting depending on how you'd like that to go. But this is where you can access your chat. And we have other videos where we talk more about using the features of check. The next thing we're going to talk about is our reactions button. So this is actually where we can have a little fun with meetings me the option to throw up like or hearts or even an applause or a laugh. And it will just appear there. And this is also the raise hand feature where we can raise and lower our hands. And what's cool is anytime someone raises a hand, you'll see a little one appear next to those participants. And you can see who has raised their hands. And then you can also lower your hand as well that pay. The next thing at the top here is breakout rooms, which we actually will be discussing in a later video. So I'm not gonna talk about those right now. And the last thing we're going to talk about is our more action. So these three dots, which always in Microsoft means more options or more actions. So if you ever want to adjust your device settings, so maybe what the ones you said at the beginning of the meeting are the ones you want to use anymore. Maybe your Bluetooth headphones died and you need to find the need to change your audio settings on the fly. You can always click these three dots and go to Device settings to pull up that panel again where you can go through and change your device settings that you have two ones you want to use. The next option you have is our meeting options. Now this is a great feature for to kinda get some more permissions and like, I guess boundaries around your meeting. So it talks about bypassing the lobbies of maybe if you want to have a lobby where you have to let people into your meeting, this is where you can set that. So currently, who can bypass a lobby are people who are in the organization and guests only. So that's how it's checked off. But then I also can do only my organization or only mean choosing only name means I have to approve anybody who wants to come into the meeting, but I also can set it to everyone. It's completely up to you and what those settings you want them to be. So there's also an option to always let callers bypass the lobby. So anybody who is calling through there, through a phone, you can click that on or off. And then there's also the option to announcement colors dry in our leaves. You'll get like that little like pink noise. And then there's also an option to pick about who can present. So currently the option is set to anybody, Then you also can select it to people in my organization and guess. You also have the option to select a specific people. So you actually can choose presenters and asks you to select presenters for this meeting. You have to invite them individually as presenters for the meeting. Or you also have the option to only have you. Now another thing is you can allow your mike for the attendees and allow cameras. You also can enable and disable those. So if you just want people to not have, don't want people chiming in are jumping in and you just want them to listen. You can actually disable their Mike's in their cameras. You also can enable and disable meeting chat. So you can allow it before and after disabled or just in meeting only. So you can always do those. And you also have the option to enable and disable reactions depending on how you'd like that to go. He also the option to guide their meeting notes. Now you can access these before or after a meeting and you can actually put in, if you want to take notes, that's where those will live and you can always find them inside of the calendar invitation in teams after the meeting is over. This little option here is our meeting info. So this is another, another place where you actually can grab the info for people to join us through meeting info. So as you can see, there's the dial in manually option with the conference ID for those who want to dial in on a phone. You also have the copy joint info that you can send out again in an e-mail or a Teams chat. And then you can also copy and paste this as well. And this is more just another way for people to get access to the meeting. Now below that, we have some options for viewing. So currently it's set in gallery mode, which is very typical standard boxes. And then when you have a lot of people, you can do the large galleries. So it can, you can view more than the standard nine videos at once. It will try to cram everybody in. And then lastly, there's something called Together mode. Now Together mode is where it kind of puts people standardly in this lecture hall. And it kinda puts us our little cutouts of our heads. So we can kind of feel like we're in a space together. There's also some fun options like there's under the sea and there's some neat can be in space. So they are very fun. But it's also important to note that when you do use Together Mode and change the background sounds like you change it to everybody's under the scene. It does actually change it for everybody in the video. So make sure that if you're using Together Mode, everyone's aware that you're going to be clicking it in that way, so it doesn't appear like that on everybody's screen. There are also some new, some new options to have the gallery up at the top so you can see people at the top rather than at the bottom. Because right now in Teams standard, you can see people's pictures at the bottom, but you actually can move it to the top if you'd rather have it there. And there's also the option to have a focus. You can just have ever all the focus put on the shared content rather than on maybe the speaker. We also have the option to have it call you. So again, if you want to use the phone option rather than your computer audio, it can access that that way. And you can again, if you want to apply a background effect during a meeting, you can click on that and it'll open up those background effects that we can play with. It's also pretty cool, is if you click on it, you can preview what it looks like before you turn on your camera. So you can kinda, you know, you can play around with what it looks like before you decide like, Oh, yeah, that's the background I want. And then we also have the option to turn on live captions. Now this is a great feature for any to have during a meeting because if you're speaking, if anybody's having any issues with their audio or can't hear you, this is actually a great way to make sure it's as inclusive as possible. It's taking a second to load. I'm hoping it will load, but as I am speaking, I will talk about other features. It is important that when you are using the closed captions to speak clearly and a little slower so that I can pick up and clearly state what you are saying. And then if you want to turn those off, you can also turn off the live captions that way. And then you also can have the option to record your videos and turn off any incoming video. And then as always, if you want to turn on your camera, see if you hover over, you can actually see that private preview. You can select your webcam again, removed the background effect or add more backgrounds. You also have the option to mute and unmute yourself. And then lastly, this little square with the arrow and it is the share content. So when you click on it, you actually have the option to share any content from your screen. It is important to note that if you would like to give her sharing a video through your screen to make sure that you check off to include the computer sound so that way people can hear the audio to whatever video playing. And then what's cool is it gives you the option to share your screen or the option to share a specific window. So maybe you're working on a Word document and you only want to show that Word document, you have the option to pick a window. Or we can collaborate on a whiteboard, or we also can grab a presentation that we might want to use. And all you have to do is just click on it and you'll see this little red border that appears that tells you that you're sharing the screen. And then to stop presenting, all you have to do. Stop presenting and openness back to our meeting that way. And those are, and just so you also know, microsoft is constantly updating, so these features are always changing and shifting. So if you don't see something here, Teams features are being added all the time, and those are the different meeting settings you can use in Microsoft Teams. 13. Using Meeting Notes and Chat: For every meeting that's created within Teams, you get meeting notes and a meeting chat. They're going to be specifically tied to that one meeting. And this really helps us to take advantage of what we might think of as the meeting lifecycle. Because if you have a meeting scheduled for a half hour, really, it's more than about just that half-hour. You need to beforehand, make sure that everyone knows what the meeting's going to be about, what kind of preparation maybe they need to do leading up to it. Then you have the meeting itself. And then afterwards you want the conversation to continue. You need to make sure that the follow through is there, that everybody knows what what's expected of them, what they're responsible for. So meeting notes and chat can help us to be sure to do this, to have the before, the during and the after. So I'm going to go to my account or on the left rail menu and take a look at a couple meetings that I have scheduled for later today. So first we're going to look at one that is scheduled to be held within a channel in one of my teams. So this is a review of the new hire process within the operations team and the new channel. So up here at the top, I have a tab for the chat. So this meaning hasn't even started yet, but I can begin the conversation. So what I could do is I could think of somebody who is going to be in this meeting and get AP mentioned them if I need to notify them about something, these two individuals are in that channel and so they're given us suggestions, I could say at Carlos, looking forward to the meeting. And I could send that before a meeting. You can set it up by adding an attachment here to make sure that people review it. And when I joined this meeting, of course, this is ahead of time, so no one else is going to be here just yet. We'll run this meeting later. But I can continue that conversation that I started before the meeting began by clicking on this button here, show conversation. And there you see that message that I sent. And so I could reply to this. Carlos could reply to this. We could continue during the meeting. Conversation within a meeting can be helpful if you have a lot of participants, but only a few are actually running the meeting, but you still need feedback from the other so they can add it into the meeting chat. That pain and hang up from this meeting. And after the fact, the conversation that's related to that meaning is going to be held within the channel that the meeting was held in. So it was again, the operations team, the new hire channel. And here in my post, I have this meeting and I have the conversation. Anything that was said before the meeting, during it and then after you can still continue to reply to it. So I could add mention Ellen, and I could say, you know, just a reminder that you need to follow up on this particular item from our meeting. That's the meeting chat. Let's take a look at the meeting notes by going back to my calendar. And we'll look at a meeting that is not tied specifically to a channel. So this is just a meeting that will be between myself and Carlos. And before the meeting, I can access the chat as we did with the other meeting, but I can also access the meeting notes. Currently, meeting notes are not available before the meeting if it's scheduled within a channel, but they are available for other meetings within Teams. So I can go ahead and start taking notes before the meeting. This is set up in a very simple way. You have sections. So I could give this section a title. Maybe this is the agenda and I could start filling out items here, make it a bulleted list so that everybody knows ahead of time what will be covered. Can add a new section for another topic. If I join this meeting. Again, this is scheduled for later, so Carlos won't be joining right now. But I can get into the same meeting notes by clicking More Actions. Show meeting notes, the notes that I've already started R here, and I can continue to add to them. If you're holding a recurring meeting, the meeting notes will be persistent and they'll continue to show up and each new installation of that meeting will show up as a new section in your meeting notes. Hang up from this meeting. And so because this was not held within a channel, it will show up as a chat in your recent conversations. So here is this meeting between Carlos and myself. So just like we could with the meeting held within the channel, we can continue the conversation. And also here I see that I have my meeting notes. So I could check on these notes and after the meeting, I could continue to add to them. So maybe we want a section that is on action items that came up from the meeting. So taking advantage of these two features, meeting notes and meeting chat can help you to get the most out of that meeting lifecycle. Set up your meetings, make sure everyone knows what it's going to be about, what they need to do in preparation for it. Work with the conversations and meeting notes during a capture everything that's happening, get the most interaction between you and your team, and then have that follow through after continuing to add to the notes. And so the conversations. 14. Sharing Content in a Meeting: One of the more powerful options to take advantage of within a meeting is to share or to present. I'm going to start a meeting. I'll go to Calendar and I'm just going to use the meat now to start a private mean. So I've got a meeting with Ethan cane myself. I'll just join this and we'll take a look at presenting within a meeting. So you are going to start this process by clicking on the Share button. And there's actually a number of different types of shares that you can do. So first of all, what we see here is that you can share your entire desktop. So this is an option that you want to be careful with when selecting it, because this may not be what you actually intend to do. As you can see, this is what was behind my Team's window. So it's simply just went to my desktop. This would be a good option potentially if I'm just working with a colleague, I just want to quickly show them what I'm working on. I'm not really concerned about them seeing something private or sensitive, but this might not always be the best option to stop the share. It's it turns into this rectangle with the extra stop sharing. And then if I go back into that share, the desktop option also, if you have multiple monitors running, those will show as options. So I have screen number one here. I do have a secondary screen. So this can work out well if you're running teams in your primary monitor and then your second display, you have what you want to share and present. So that can be a good option. And then if you want to be a little bit more specific and intentional, you can choose from the second option. So you've got window here. Now this is going to show everything that you have currently open. And so you could choose a specific window and only share that. So There's me. So if you choose one of those and then you were to minimize it or to switch to another application. They won't see that. They'll only see the specific window that you chose to display. And we have to keep in mind that if we're going to be sharing something that has an audio component, sharing a video. You do want to check off here Include system audio. Another great option that you have for sharing in your meeting is sharing a PowerPoint. And of course, there's a good chance that this is exactly what we wanted to do and that's why Teams has made it its own section here. Now, I don't currently have any PowerPoint files open, but what it's doing is it's making some suggestions based on what I've been working on recently. So this is exactly the file that I'm looking for. This is the one that I would like to share. So I can go ahead and select that. And now I am presenting. Once you begin presenting PowerPoint file, you have some options of changes that you can make. Right here. You can work through the slides and navigate forward. Navigate back as I'm narrating and describing for each of these slides. And by default, those who are in the meeting will actually be able to advance it themselves. So they could be jumping ahead of me if I don't actually control that. And that's what this is right here, this little eye, you can prevent participants from moving through it on their own so I can click this and now they're locked in with me. Private viewing we can see has been disabled. So now they're, they're gonna go, go through as I walk them through the slide. And then when I'm done, I can just click right here, stop presenting. And so that's working with a PowerPoint sharing that within a meeting. You can also, if it doesn't give you the one that you're looking for as a suggestion, you can click Browse, and this will take you either to Teams and channels storage or straight to your OneDrive. And this is looking specifically for PowerPoint files so that you can share those. And then a final option within sharing is the white board. And this has to be enabled by your organization, but this is just a creative space where you can collaborate with your team within a meeting. If you do have this enabled and available. And so when you present this, everybody who's in the meeting will be able to grab from the tools that you have in order to collaborate in a space to try to brainstorm or to work out certain kind of solution. And then you can open in an app, you can export this as an image. And you don't want to see me draw. I'm not very artistic, so I'll leave it at that. I will just stop presenting here. So now we know how to use share during a meeting. Sharing desktop, sharing a specific window, sharing a PowerPoint file, or even working with the whiteboard. So now we're ready to take our meetings to the next level. 15. Recording a Meeting: A lot of times when we hold the meetings, it's not possible for everybody who we would like to attend or maybe we want to save the meeting that we've had so that new hires can view it. So this is when the ability to record our meetings really comes in handy. I'm within my HR site rollout channel. And what I'm gonna do is I'm going to start a new meeting just using the meat now feature. Click that again to get into this meeting. And now that it's rolling, what I can do in order to start recording and capturing a meeting is click More Actions. And there it is, right there. Start recording. So we see that it indicates it right here. I have my runtime for the meaning and this little red dot telling me that it is recording. Additionally, this banner appears up top because you really want to make sure that everybody in the meeting knows that they're being recorded. And you might want to make an announcement. You may have internal policies on this to notify everybody that everything within this meeting is going to be recorded. So that's a helpful message to remind you of that. Now that it's running. We can also see a little bit more about that in the conversation. If you open that tab, it'll tell you the progress of it. Right now it says that the recording has started for this, meaning, anything that happens within this meeting is going to be captured in this recording. So if I start sharing this PowerPoint file, at this point, it's going to be included in the recording. It's going to pick up on the audio. Anybody who's contributing and the conversations that happen within this meeting will all be a part of it. I'll stop presenting. In order to stop the recording, you just click More Actions again and click stop recording and click that again. And now this tells me that recording has stopped and it is being saved, which is also updated within the chat. I'll close that window and hang up on this call and we'll see what happens from here. So because this was a meeting that I started within a channel, that's where the conversation surrounding it is going to happen. And that's also exactly where people are going to be able to access this recording. So we see that right now it's saving, it's being uploaded. And all of these meeting recordings will be saved in Microsoft Stream. And so that's where you can go to edit them. If you're the meeting organizer, you can go in there and you can adjust them if needed. You can trim them. And so that way they are set up in the way that you want them to be for the people who will have to view them. And this is gonna take a little while to save, so we can't view it just yet. But up here I have another example of a meeting, brief meeting that we ran and that we recorded. So you can just click on it. And this is going to open up a pop-up window, which pulls from Microsoft Stream. And it will start to play that meeting. And we have a helpful introductory page here which tells us that this meeting, where it took place within that channel, who recorded it, who was organized by. And as we fast forward, we see that later on within this meeting, there was sharing of a PowerPoint slide and that is contained within the meaning of the conversation is going to be there too. If you click on the three dots here, more options right next to the meeting. You can open it directly in Microsoft Stream to work on it. Or you can share it right from here with other people who don't have access to this team and channel. So make use of this feature, record your meetings and you'll be able to capture and share the content of them. 16. Using Breakout Rooms: A great feature that Microsoft offers is the use of breakout rooms in Teams meetings. No, to create breakout rooms. What we're gonna do is currently I'm in a meeting with Alan, Carlos and Steven, so they're going to join some breakout rooms today. We're going to head up to the top here where we see what looks like a box in a little box, and those are our breakout rooms. And we click that, we get, we get a window here that's going to ask us for the number of rooms we would like to create the option of one through 50 breakout rooms depending on how many you need. But today, because there are four people in this meeting, we're actually going to do two breakout rooms. Now. You can have it go like the assigned automatically. So just random, it will just put people in rooms or you can assign them manually and you can choose the people you want to put atrium. So we're going to go with many lakes. We're going to show how the different ways you can pull people and adjust how you want your rooms to look. So we're going to start menu instead of automatically. And when you're ready, just click Create Rooms. So it's gonna take a second to load as it's creating our rooms. And you'll get this little window that will appear at the right. And it will, you'll see this little option to assign your participants. So as you can see you now you can see Ellen, Ellen Carlos can Steven. So I'm going to put Ellen and Carlos into a room together. So I just click the little checkmark next to their names and I click Assign. And then I have the option to add them to room one to room two. So we're going to put them into room one. So now, now you can see that their names under room one, there's no two people in there. And you now can see that Ellen and Carlos are there. And then for Stephen, we're going to we're going to select and click Assign and put him into room two. So now Steven is there and at any point you can select them and assign either to unassigned, which will put them back until like I back into no room at all. Or I can put Stephen interrupt you and you can do that at anytime. So that's kind of how you can place your participants into their rooms. Then to basically open them, click More Options and you have the option to open the room. So once you click open, the room will be opened up and they can participate to be invited, to go into their breakout room. We also have the option to rename the room. So maybe instead of room one, we want to call this team blue. And you can rename your rooms at any point. So rename or one knows, team blue will make this room team red. So you can always change the names depending on what you might be working on. And I can rename those rooms there. And so Team Red, Team Blue. We also have the option at any point to add a room. So maybe for more people joined this meeting we needed, you can always click Add a room and it will create a new room. And all sudden, most part we'll see Room 3 appear at the bottom. And then to delete a room, just click the three dots and delete the room, and the room will get deleted. Now you can individually open the rooms by clicking the three dots and open the room. Or you can just click Start rooms under Manage rooms here to open the rooms. And actually that we'll see them all go into their rooms as they're opening. It does take a second for them to open and for people to get assigned into their breakout rooms. So while that is loading, we are going to migrate up to the three dots we can look at are more options for the breakout rooms. So perfect. So now everybody is inside of their breakout rooms. So let me click on these three dots. I actually have the option to make an announcement. So, you know, maybe you're working on a project and you're having people 15 minutes to like, discuss something before they come back to the main meeting. So you have the option to click, make an announcement and I can say like five more minutes and I click Send. And now that actually will go to all the rooms and everybody will get a little announcement. Something that's also really cool about breakout rooms in teams is that each breakout room gets its own private chat that they can use even after the meeting. So maybe, you know, the breakout room at a really great discussion and there was something going on, great night room. They can continue to refer back to that chat or continue to chat and it even after the meeting. But each breakout room does get their own meeting chat, which is really awesome. Now I, as the host of the meeting, I would like to join. So say I want to go join Steven in team read. All I do is click the three dots and I can join the room that way. So now it's going to pull me out of the main room and now I'm in team read along with Stephen. And I also again, I have the same kind of meeting options that I have during a normal meeting when I'm not in a breakout room, I can I can look at my participants. I can see, I can look at our meeting chat. And as you can see, this is the private meeting chat per team red. And you can see the little announcement there, as well as having any type of reactions. And you can adjust any of your background effects as well, the same way you would. Now, I as the meeting organizer, if I'd like to leave, all have to do is just click Leave and I will leave the breakout room and enter back into the main meeting. Note any point I can close the rooms, so maybe I just want to bring Ellen and Carlos back so I can either click Close Rooms, both Team Red, Team Blue Room, or I can also the option to just close one room. So now Elvin Carlos will be coming back into the main meeting. It does take a second for that to load. Look at that a second to do its thing. But we'll also just close all the rooms because now it will close down everything. Everybody come back into the meeting there. And then what is cool is you will notice that there is next to the breakout room, you will see a little like gray box. It says closed and that turns green and since open when they are opened. But it does it does take a second to like pull everybody back from the meeting and out of the breakout rooms back in to the meeting. Great. All right, cool. So everybody should be back to the meeting. Rooms are closed and they think they can do is we also have the option to remove the rooms completely or recreate the rooms. So we'll delete all existing rooms and we'll give you the option to kinda start from scratch again if you, maybe you want to have it be automatically assigned. The other thing we can do is look at Room, room settings. So we have the option to automatically move participants to the room so they don't have like an option that just like well, push them into the rooms. You also have the option to set that participants can return to the main meeting at any point. So like maybe you're working on a timed project, but a group finishes early, you can always have them come back to the meeting whenever they're done. And this is also where you actually can set a time limit. So you're like, you know, maybe I want these breakout rooms to only last six minutes. You can set that and then after six minutes, the breakout rooms will automatically close. So you have all of those settings there. And those are the different features and how to use breakout rooms in Microsoft Teams. 17. Creating or Joining a Team: A team is a collection of people, content, and tools which is related to a specific department or project or maybe event. It's a space where team members can contribute to conversations, they can share and work on files. And in some of our previous videos, we even saw how in working with meetings, you can hold these meetings or video calls, right within your teams and your channels so that it remains related to that specific project and to that team. And channels are essentially just subdivisions of those teams. So to get ready to start working in teams, you need to know how to create and to join them. But depending on the way that your organization, your company has things set up, it may be that you're not someone who is going to create teams. This may be reserved for specificly management, those who were taking the lead on projects, or it could be open to everybody to create teams. But if you are someone who has that ability, you do want to give it some forethought before you just go ahead and create a team, start thinking about first, what is the purpose of this team? And that will help you to really be thoughtful when it comes to naming it, giving it a good description, understanding who you should invite to it, and what will be some of the tools that maybe you'll need. Then consider teams that you're already a part of. Maybe you'll find that one of those teams already suits that purpose. And it could just be adding another channel within that team or working within that already existing team. But once you've thought about it and decided that you want to create or join a team. This is how are you going to do it? So you want to be in the Teams tab within the left rail menu. And here you see the collection of my teams that I'm a part of so far. And at the bottom, we have a button here to join or create a team. So you click that. And if you're coming here to join a team, it's possible that the person who created the team, I've generated a code for it and then shared it with you. If that's the case, we have this second option here, and you can simply click in that window, enter that code, and then this will become enabled. You can join the team that way and it will show up in your teams that list right there. Also public teams that were created may show up when you click on Join or create a team. So here's one right here, recruiting, this is a Public Team and it is available for anybody to join it within my organization so I could go ahead and join it like this. But if you've come here to create a team, you've got this first button here, so we'll click Create team and see the options. So you're either going to start it completely from scratch or another great option that you have is you can start off with the preexisting Office 365 group. And so this way you don't have to add all of those contacts if they're already existing together in a group, this will go ahead and add everybody that you need to be a part of this team. But for this case, I'm going to start from scratch. You have three different options. For what type of team this will be. Do you want it to be private? And you have to invite specific people. They need permission in order to be able to join? Or do you want it to be public like that recruiting team that we saw where anybody can join it will be visible to everyone or organization-wide, where everybody will automatically join it. This will show up in their teams. They don't have to take any action in order to join it. So once you've made that decision, you just select the one that you'd like. For this one, I'm going to keep it private. And now we're at the stage where you need to give it a name and a description. And so you want to be really careful with the way that you do this. It's possible there may be a naming convention within your organization. You definitely want to follow that. But just be as clear and descriptive as you can so that people who are looking to consider to join this team really know what its purposes. So I'm going to create a human resources team. And for the description, this is for everything HR related. Once you're happy with your team name and your description, you click Create. And that's taking a second to load. Nice work. Thank you. And at this point, it gives you the option to start adding people to this team. You can skip this step for now or you can do it ahead of time. I am going to add a couple of people. So I've got carlos, of course, the HR manager, I want to add him. And then I've got teeny Yang, she's our HR specialists, so I'll add both of them. And you have the ability at this point to decide what level of access do you want to grant to these people that you're adding to the team. So I'm gonna go ahead and make both of them owners. And you can change this later on. If you feel that you made the wrong selection or if somebody is a member and you decide that you didn't intend to invite them, you can just hit this x and undo it. And then when you're happy with all your selections, you just hit Close here. So that's creating a new team. And we see that it has been added to my group of teams. And automatically every new team is going to come with one channel. And that's the general channel. And so now I've created this team. I'm ready to start working in it. I can just go ahead and start a conversation, start sharing files, having meetings right within this team. 18. Managing a Team: Once you've created or joined a team or multiple teams, you need to know how to manage these teams. Maybe you're the owner, and so you need to adjust some of the settings. Or from a member perspective, once you become a member of a number of different teams, the view that you have, maybe it's overwhelming. So you want to adjust that organize. It may be removed from some, from your personal view. So when it comes to managing teams, you have a lot of options if you just hover over a particular team, for instance, this one that I just created, human resources. These three dots, more options. If I click on that, there's a lot of things that I can do to work with this team. First of all, delete. The team will only be available to you if you're the one who created it, if you're the owner. So because I created this one, I could delete it if I chose. You could also get a link to the team. This is another way that you could invite somebody else to join it. A great option for inviting somebody outside of your organization. You could send that off an e-mail. And then you also have the ability to edit the team if you wanted to, change some of the selections that you made when you were creating it. So rename it, changes the description or openness up, maybe because it is human resources which really relates to everybody. I want everyone to have access to information for vacation and PTO policies. So I could open this up and change it from private to public. And you want to be careful with thinking about changing the names. You want to make a good decision when you're first creating it and leave it as the best practice. So I'll click done, I'll save those changes now this is public. So other users will be able to see it and join it. From more options. You could also choose to leave a team if you feel that you're just not really a part of what's going on. You don't need to know or see the activity within it. You could add a member after the fact if you realize that you forgot someone. And then here is where you're really going to be doing most of your work if you're trying to adjust things from a team owner perspective, managed team. So hovering over the particular team, more options, manage team. And then we have a few different sections here. So first of all, we see the first category, first tab is members. So here we can adjust the role that was assigned to individual members. I could demote them from being an owner if I wanted or same thing with members and gas, I could promote Carlos to being an owner. I could remove him. Guests refers to those who you've invited from outside of your organization. So an owner is the one that has the most responsibility and capabilities, then you have members. And then finally guess those are being invited from outside. We'll talk about channels a little bit more in another video. But you can, as a team owner adjusts a lot of the settings for the particular channels that exist. And then Settings here is where you could add a team picture. So it's not just simply the initials for the team. You could adjust the member and guest permissions. And this is good because you want to be in control of what happens. Maybe you do want to allow all of this. This is automatically enabled. Within this team. Team members can create new channels. They can even delete or restore channels. So you might want to limit them when it comes to certain options on that list. Also guest permissions. You could allow them to create channels or delete channels, but by default, they don't have that permission because they have the lowest level of access. And then here's where you can generate a team code as a way for people to join your team. And you can allow or disable some of these fun options here to have Giphy or stickers and memes and custom memes. So these are some of the options that you can play with as a team owner. Additionally, getting rid of or adding more apps that your team will be able to utilize. From the perspective of a team member, a couple of things that you can do in order to organize your list of teams when you're looking and it's starting to get overwhelming. You have a lot of teams that you've joined. You can collapse these first of all, hiding the channels. And then if you have one team that you really use a lot, you can actually reorganize these. You can drag this one to the top. I can put Human Resources at the top there. If I can't delete it because I didn't create it, but I don't want it visible. I can click these three dots and click Hide, and then that will go under this second grouping. So I have your teams up here and then hidden teams here. So anything you hide, we'll go in here. And if you need to unhide it, you just click those More Options and click Show. So whether you're a team owner or you're just a team member, you have a lot of options to be able to manage the teams that you're a part of. 19. Exploring Channels: Channels are a way of organizing your teams. Basically, you have the ability to have some subcategories within the team that you created. So they're going to be broken out by particular topic. Because if you were to place every conversation and file and do all of your work within just that one channel, the general channel, which is automatically created for every new team. Very quickly things will begin to get crowded and it will be difficult to find what you're looking for. So by taking one team and breaking it up into a number of different channels, different topics within that team. This will help you to stay more organized, to keep things clean in order to create a new channel. If I go to this new human resources team that I created and click on these three dots, more options. And right here I can add a channel. Now, again, this is something that is going to be permissioned based. It could be that only owners of teams have the rights to be able to add a channel. So you may or may not see this, but if you do this is how you get to it. You add a channel. And so you're gonna give your channel and name. So for the Human Resources, I may want to create a channel which is going to be about benefits. And, and then I can add a description. This is optional. If the name isn't clear enough, you might want to add some contexts for people who are browsing the channels that are available to them as a part of the team so that they really understand what its purposes, benefits is pretty self-explanatory, so I'm going to leave that. And then you can choose to make a channel within a team private. So maybe the team itself is public, but a particular topic within it needs to be private. And we could definitely see this happening down the road as we're creating channels within human resources. Some of it you want everybody to have access to. When it comes to benefits and paid time off, certain things are going to be sensitive. So maybe you'll have to have a private channel. This one, I'll keep it as standard, which is accessible to everyone on the team. And when you're creating this channel, you can choose whether you want to automatically show it and everyone's channel list or not. I will select that. And then I'm going to click Add. And now it adds it to my view underneath this team. So I've got my human resources team and at this point, I've got a general channel and I've gotta benefits channel. So I could add another channel. I could say that this one is vacation and sick time. And I'm going to keep the same options, make it accessible to everybody in the team. I'm not going to add a description. If after you have added a channel, you don't like the name that you chose. Maybe this is a little bit too wordy. You can click on those three dots, more options. And you can edit this channel. And I could just change this to PTO. A lot easier to pick out into understand what it's for. And that change has been made. If you want to work further with organization for your teams and your channels, there's a few things that you can do, even from the perspective of someone who's just a member, you don't have owner rates. What you can do is if you find that a particular channel doesn't really apply to you within a team that you're working in, you can hide that channel. So this was selected to be automatically shown in everybody's channel. So I actually don't have the ability to hide that. So that was a poor example. But for the operations team, if I wanted to hide the research team channel and hide that. And you see that it's been added to these four Hidden Channels that I have here. And then you can do the reverse. You can show a channel that you have previously hidden by going into the Hidden Channels hovering over the channel they are looking for. And just click Show. And this will show back up sometimes too, if there are too many channels for your view and it's not able to display them all. It may say that there are more hidden channels, so you may have to expand or collapse in order to be able to see everything. And then if, again, your view here is getting a little bit too crowded, but you have just one or two channels that you work in frequently and you want to be able to access them quickly. What you can do is go to that specific channel, hit more options, and you can actually pin a channel. So this doesn't remove it from this team. It's still resides under this team and with the channels, but it puts it also in a separate category up above. So you can go ahead and jump into this channel within the HR team and start contributing to the conversations and working in that channel. Notifications are important to set up for your channels to. You can specify what you want to know about as far as the activity that goes on within a team. Maybe you don't need to know everything about operations, Let's say. But you do want to know about HR site rollout information as soon as it happens. So you can click the three dots and go to Channel notification. So these are notifications specifically about what's going on in this channel, posts or replies. So you could set it so that you get a notification for all new posts within this channel. Banner in feet, or only show in feed. And you could even include all replies. And what the banner is is that's that little pop-up notification that'll show up in the bottom right hand of your screen. So you'll really be kept up to date live with what's going on in that specific channel. So now that we know how to create channels were able to organize even further. You can hide ones that you don't need to see. You can pin important channels. And now you're really able to dive deep into the work specifically that is relevant to you and your team. 20. Understanding Channel Options: Now I'm going to show you how some different options within your teams and channels that help you navigate around them. So we're going to be inside of our teams tab. And up on the right-hand side. And you see these little icons here. The first one we're going to talk about is this one. This little eyeball is actually what the privacy setting of this specific team is. So it could say team or org wide, and it just specifies what the privacy permissions are. The button right next to that, it says Meet with a little drop-down arrow. If you click that, you have the option to meet now within a team or channel, or you can also schedule a meeting. This little icon right here which is already open. It actually shows you the about for the channels. So for this one, this is our HR channels. So everything for HR related, it shows you the members, people who have recently contributed all the members. You can also click here to see, see the full list. And also it gives you updates on what have been added. So Ethan cane at it being used to the team and has added Polly to the team. Lastly, we have the three dots all the way over to the right, which gives us the More Options. And here you can manage your channel notifications, or you can pin this specific channel, as well as manage the channel, the email address, get the link, add connectors or even Open in SharePoint. Hopefully these can help you navigate around your channel a little more and help add some E's. 21. Sharing Files with a Team: In a previous video, we saw how we can share files within chat. And when we do this, the file that we share with somebody within that conversation is stored on our OneDrive. And then we're able to both work on it together. Or everybody who's in that conversation can collaborate on that file sharing within a team. And the channel is similar, but there are actually expanded capabilities. And the reason why this is the case is because every time a team is created, a SharePoint site is created for that team on the backend. And so all of the files that are shared within this team that that team is working on and collaborating on together are stored in that SharePoint website. Each channel that is created becomes its own document library. And so because sharepoint is the base from which we're working, we have some additional options and we'll see what that looks like as we get into sharing and working on these files within our team and channel. So in my human resources team, and I'm going to take a look at the benefits channel. So I actually already shared one of the files that I want to start to work on with my team. It's the benefits elections 2020. So this is the first way that you can share a file within your team. You go to the channel where you want to post it, start a new conversation, and you click, Attach. And now you've got the choices of where you can pull these documents from. So I just went ahead and I uploaded this from my computer. There it is right there on my desktop. Click Open and then sent it off. And so this just became a post within the channel. And everyone will be able to see that and to get into this document. And we can work on it together. At the same time. You can click on it as a link right from the message when someone posts a file. But also you can go to the Files tab for that channel. And any files that have been shared are going to show right here. If you're familiar with SharePoint and if you've used it before, this will look familiar because this is like a SharePoint environment rate within Microsoft Teams. And so because of that, as we said, there are some additional options available to us. We can open this document, work on it, edit it. But also, if you click on these three dots, show actions you see you can open it in SharePoint. If you go to More, you can actually check out a document. Because by default, everyone in the team is going to be able to work on the document all at the same time. Well, maybe you want to control that in some instances and you need to be the only one working on it. So you can check it out to make sure that no one else can edit it until you go ahead and check it back in. In order to open it and to start editing it, you can do this right? All within Teams, you don't need to open another window. If I click on the name of the document here, benefits elections 2020, it's going to open right within Teams. A lot of times when we're working, we have to have multiple windows. Open this as a way to start to minimize that. And I can go ahead and I can start to make some changes and additions to this document. We also want to be sure to include long-term disability. And because this is stored in the Cloud and SharePoint, any changes that you're making, they're going to save automatically. You don't need to worry about that. Because I'm within Teams. I can still access the channel conversation. That's what this button is here. Here's my post. I could reply to that. We can have a conversation going on while multiple members of our team are working on the document. This actual had the conversation. And you can also add some comments. These are comments that will always be attached to the file. If you were to open this in Word, these comments would still be there. And you can do basically everything that you could within word. But if you need the full functionality of Word, you can also select to open in the desktop app. When you're done, you can just click Close to get out of the document. And I wasn't able to go into this document and edit it only because I'm the one who posted it. If I go over to the PTO channel, we'll see that Carlos here actually is the one who posted a document that we're going to work on together. Same thing if I go to the Files tab for this channel. That SharePoint document library basically within teams where this document is that he shared in the conversation. And so I can go ahead and I can get into this one as well. And as I do, I see that even though Carlos is the one who shared this, I can get in here, I can make some changes and edits as well. It even is telling me that while I was away, Carlos made some changes. He's actually still here. We can see that he has this document open. I'm going to make an addition to this. I want to be sure that we include that one floating holiday. Great. And all of those options are still here too. You could continue the conversation and add a comment, open it in the desktop app. And even if you transfer over to the desktop app, you'll also be able to work in it at the same time, all of those features will still be there. I'll click Close when I'm done with that. So some really powerful options for collaboration, right, within Teams. And you don't own your not only limited to sharing the files by attaching it as a part of the conversation. If you go to the Files tab, you can come up here and you can choose Upload. This is a way that you can put something right into this library for that channel. You can go to your computer, to your local storage or to some of your Cloud-based storage to your OneDrive. You can even create a brand new document right from here. So you click New. You could create a new folder to start to organize things or create a new Word document. So we were talking about one that we thought might be helpful. And it's going to be frequently asked questions. Because with regards to benefits, that comes up a lot. So I've created that and it automatically creates it and opens it. And I can go ahead and start working on it. And anybody within the channel will be able to do the same. So start sharing files within your teams and channels. Collaborate with your team, work on it at the same time, start to use those, those options that SharePoint makes available. And you'll see how teams can really start to change the way that you work. 22. Adding Tabs: Tabs are helpful links which live at the top of your channel so that you can quickly access things that are important to you and your team. This could be a particular file that you all really want to focus on for a time. It could be team notes or even an application that you use, which you want everybody to be able to quickly jump into. At the top of a channel, you navigate to the desired channel where you want to add a tab. So here I am in my PTO channel within human resources. These are tabs right here. By default, you're always going to have the posts and the Files tab. Wiki is there. This is a way of taking notes. You can type in here, title this section, add content below it, add new sections. But you can actually remove this tab if it's not something that you're going to use. And then you can really customize your experience, the channel, build it in such a way that it's going to work for your specific needs. So let's add a file here. We have this PTO policy which Carlos added. And I want everybody to be able to quickly jump into this. As this conversation gets a little bit more crowded, the post that he made about this document is going to be further up back in the history. So it won't be so easy to find it. I wanted to always be easy though. So you click the plus sign to add your own tab. Now if you're choosing Word or Excel, you have to have a file already available within the channel. That's where Teams is going to look. So if I click on word, it's thinking about it and it says, oh, I see you have this document PTO policy. Perfect. And this is what I want to add as a tab. You want to give it a name because if you don't, it'll just call it word. That's not very helpful or descriptive. So I'm going to say PTO policy. Alright? And you can decide whether you want to post to the channel about the tab or not. You can just do it discreetly or let everybody know I will make a post about this and save that. So that's loading and it becomes link at the top, it's its own tab. And I can just go ahead and start working within this document. Anybody else who has access to this channel will be able to do the same. And then you just go back wherever it is that you need to go click on Post to get back into the conversation. Here's that post notifying everybody that I created the tab for this document. Going back over to the benefits channel, you can also do this in a little bit of a simpler way. If you go directly to the file that you want to add as a tab and select it. You have this option right here. Make this a tab. And this is going to put it up there right away, and it's going to name it for you. So we notice from this to that, tabs are channeled specific. So here I have the Frequently Asked Questions tab. So I can work on that document in the PTO channel. And I have the PTO policy tab. So I can get into that. Additionally and working with tabs and may not be just documents that you already have stored there. Maybe you want to start a team notebook and OneNote is a great option. Maybe your team is already used that in the past. If you click on that, this is one where you don't have to have a notebook already open. You can browse notebooks that you've created in the past. You can create a new one. Or you can go ahead with the default team notebook that teams suggest for you, the Human Resources notebook, which is the title of my team. And then you could again host it, save it. And everybody would be able to work and collaborate within that notebook. Or you want to consider, are there some applications that we're going to need for this specific project that we're focusing on. Maybe some apps that you as a team have been using all along, like Power BI. Do you want to have that as a helpful link up top in your channel? Then you want to create a tab. You can make your selections here, go ahead and save. And then again, it will be right up at the top here for everybody to access. Once you're done with a tab, if we've finished this PTO policy document, we want to keep it within the channel, but we don't need to use it all the time. You click this drop-down arrow and you remove it says it's going to permanently remove this tab. That's fine. It's not actually deleting or damaging the document in any way. Just the tab. Go to files and we see that it's still there. So take a look at tabs. How can you make it work for your teams? Organized and set up your channels for what you specifically need. 23. Adding Connectors: In a previous video, we saw how we could add tabs, and this could help us to create links to internal documents like a Word document, a OneNote notebook that we want to work with. We can also link to external services by using what is called connectors. If you want to utilize connectors on a specific channel, you navigate to that channel and you're going to click more options, these three dots to the right. And then we see connectors right here. What connections will do is it will allow you to connect to services like Twitter or your Yammer feed, maybe Bing News and others. We see some of the options that are available to me and your view is likely going to be different. Because first of all, this is constantly changing. And also depending on how different organizations have it set up, certain services are enabled or disabled. So you'll have a different list to look at from what I have. You can search for something specific if you have one in mind. Or you can take a look at the different categories, like looking at news and social and what's available to you based on what you're trying to connect to. If there are connectors that are already set up within a particular channel, it will be in this section up top we see connectors for your team. Forms has already been added as a connector. And I could go in and configure any already existing connectors. Or if I want to add a new one, I just go to the one that I'd like to add, like Bing News. I'm going to add this as a connector. Click Add again. And once you've added it now it brings you into configure it and to make sure that you have it set up in the way that you wish. So what this is going to do is at a time that I select, it's going to deliver some news and some updates to my channel. So I give this digest a name. So let's say that I want my team, this specific channel to stay up-to-date. This is the IT training team and the general channel. I want to stay up to date with what's going on with Windows. So I'm just going to call this digest simply windows. Now, to select topics, you can start typing in and searching from the topics that are available. So I see it's starting to choose. And there I've got Windows 10, so this is perfect. So I want to know what's new, what new features are available if there are updates, things that I should be aware of concerned about potentially, and that will be posted right to my channel. I can choose the time. Maybe I want it to be first thing in the morning so that when people are logging in and looking, they'll have that to go over. I'll leave that for now. You can come in and change that later if you wish. Click Save. And that's loading and configuring that for my channel. And there we go, it's all set. You could add an additional one by clicking Configure. Again, if you had another type of digest that you wanted to add to your channel. And there is a notification of the connector that I set up to take a look at one that was already existing in the operations team new hire channel. We have some big news feed being brought in by means of a connector. So you see this one has been set up for noon every day, so few minutes afternoon we get some posts about Microsoft Windows, some links to articles that can be interesting to our team. We have a lunchtime read, we see how to protect your Mac Windows. So this is connectors. You go to the channel, you click More Options, and go to connectors. And then take a look and find if there are some that can be useful to you and your team. 24. Using Teams in SharePoint: For every team that is created, there is a SharePoint site which corresponds to it that is created behind the scenes. So what this means is that all of the files that are shared and that you work on together with your team are actually stored in SharePoint. Even though that's the case, you can still access them and work on them right from within Teams. But when it comes to working with these files, there are some options that SharePoint offers some features that aren't available, at least to this point. In teams. You have to go to SharePoint for that. If you're in a channel like n, my human resources team, the benefits channel, and I'm looking at these files and I'm working on them. If I click More Actions, show actions, I do see a lot of SharePoint options here. I'm able to check out this document, which means that by default, everybody would be able to work on this file at the same time, which is great collaboration, but sometimes you need to manage it. So I might want to check it out and I'm the only one who can work on it until I check it back in. But if I follow this link, this is going to open that SharePoint website. I'm going to see a few more options at my disposal. You can also get to the SharePoint website by once you're within the channel, you click on these three dots up here and Open in SharePoint, that'll bring you to your team's SharePoint website. Just make sure that I am logged into my profile sign-in. Ok. And now here I am within the human resources SharePoint site that was created. And because I was in the benefits channel, this is right where it brought me. And I have a document library which has both of those Word documents stored in it. So if I'm looking at the benefits selection, I hover over it. Click on Show actions. We see that there's even more that I can do. You still have the ability to check out, but now you can do things like work with Version History. And this may be important because if you have a number of different members of your team working on the same file, you might want to see what's been happening along the way. Who's done what. Maybe need to revert back to a previous version as some changes, you realize that you don't want them. You can move, copy, manage access to it, share it. So a lot that you can do within the full SharePoint website. And maybe you're comfortable working hair. You'd like this as a workspace so you can always jump right into the SharePoint site that's created for your team. If I click on documents here on the left, this is going to show me the document library. And what we'll see is that for each channel, it creates a folder. And then within the different folders, you have the files that are still stored in those channels. And one thing that you see here is, you may remember from a previous video, when I originally set up this channel, I called it vacation and sick time. And then I ended up changing it to PTO because I decided I didn't like that name. But here we see that once you create a channel, it creates that folder in SharePoint and it's going to stay with the original name. So you want to be sure when you're making these decisions from the start, when it comes to the name of your team and the name of your channels that you're sure that you're giving them the name that you want because that's what's going to stick and SharePoint. So although this is going on behind the scenes, you don't ever need to go to the SharePoint site. It's up to you see if you have all the options that you need within teams, work directly with your files, right in Microsoft Teams. But if needed, you can always go into that SharePoint site and then you'll have those extra features at your disposal. 25. Using Immersive Reader: Immersive Reader in Teams gives you the ability to have some text from conversations read aloud to you. This is helpful if maybe you're just trying to catch up. If there's a long string within a conversation, one particular thread and a channel, and you don't have time to read it, you're doing something else, you just want it played to you that can work. Or it could be somebody who's not quite comfortable with with English. Maybe it's their second language. It has a lot of options for showing the different parts of speech, breaking things up, making it a little bit more understandable. And so to utilize this feature, you hover over the particular thread that you want red. So I'm in within the HR site rollout channel. And we see here that this is a thread within the posts of the conversation. And there are six replies from myself, Carlos Ellen. So I don't even have to open this up. What I do is I hover over it, click on the three dots for more options and go to Immersive Reader. So this opens up the window where I can go ahead and have this read to me. So I can catch up on this conversation without actually having to read it myself. I should make sure that my volume is on so that we can actually hear it as it plays. And so I'm gonna go ahead and play it and we'll begin to see what it's like. Tuesday, May 5th, 2020, 1823 at HR site robot, I uploaded the slide deck. Please review and make edits as needed. Okay, great, So we can see how helpful this may be. There's a lot of settings that you can adjust to, to have this play to you the way that you want. With voice settings. You could speed it up, slow it down. Maybe you're just trying to get through a conversation that has a lot of replies to it. You kind of want to fly through it, but not miss out on what was maybe said. You can speed it up Two times. You can slow it down if you want to. If your mind is a little bit divided and so you want it to go slowly so you can digest it. You can change the voice from between male and female. Let's just play it fast and female for a bit. And let me know your thoughts. Great. So you could play it even faster if you wanted. You're really flying through those messages. And the upper right-hand corner, there's some additional options which can really come in handy depending on the purpose of using this immersive reader feature, you can change the font, the size, the color of it. The grammar options though, are really powerful. So again, for somebody who is learning English, you might want to have the syllables broken up. That can be useful. And here we see why we had different words highlighted in certain colors. The parts of speech are being highlighted so you can decide which parts of speech you want to be shown and what colors to indicate them. And then finally, you have some reading preferences here. Line Focus can be great because that's really going to show you exactly what's being read so you can follow along with it as it's going. Change this back. Monkey but female, and just put it back to normal speed one and play that 2020. So we see how it changes to the line that it's reading. So you can really follow along, see what it is, have the different parts of speech that you want highlighted. So this is a feature that you want to take advantage of. Again, you just navigate to the conversation that you want. Red click on those three dots and select Immersive Reader. 26. Using the Search and Command Box: Now I'm going to show you how to use the searching command box in teams, which makes it a lot easier to find messages, documents, and other files that you may have shared within your chat or your teams. Up at the top of your screen here you'll see the searching command box. Here. If you click inside, you can type, you can look for messages, files, people, or you can hit a backslash and you can look for a list of commands which we'll go over later. Say you're looking for a specific document. You want to try to find a sales PowerPoint that you've been working on. So you can type in sales. And it will show you, it gives you these three tabs. You've messages, and it shows you all messages that contain the word sales, whether they're from you, Bing News, anything you've talked about with any of your coworkers. And you can further filter from who it may have been from. So maybe we're looking specifically for messages from Carlos. We have that option. You also have the option to filter if you just want to look at chats, you have that option. You also have the option to look specifically just through channels in your teams. And then you also have the option to filter by the subject. Maybe you have a specific date range like just documents from this week inside the sales team. You can even pick a specific channel, stuff you've been mentioned in or looking for messages that specifically have an attachment. And then you can just click the Filter Filter button, right? Oh, the Filter button right here. And then it will filter those documents for you. You also have the option to look for specific people. So if you want to find documents from Ellen Wilson, we can also do that as well as you can look for specific files. Like if you're looking for very specific things, say we're looking for, we need to find a sales PowerPoint. You can further filter if you want to go through T and let's go to our sales team and we're going to pick the file type of PowerPoint. You also, if I'm looking for documents that maybe have been modified by a specific person, you can do that as well. Just to further help your search even further get specific with your search, you also have the option to specifically search through a team or chat. So say I'm trying to find some PowerPoint that I sent to Carlos like two weeks ago by click into his chat. So it opens and hit control for my Mac users, we hit Command and then F, it will open up the command of backslash find. And then I can type in. So I'm looking for a PowerPoint and I know it was called CRM. And then up here on this side right here, it will actually give you the options containing the keywords CRM. So for this, and there's that PowerPoint that I was trying to find. You also have the option to do the same thing within your teams. You can hit Control F and you can find stuff specifically within your teams. The other great feature of using commands as you saw before, it's a backslash find. If you hit the backslash key at actually shows you all of the different commands that you can give to Teams. This one's B or B, it will set your present status to be right back. You also have the option to go to. So if you click that are taping go to, you can go to a specific team or channel and it will bring you there. You also have the option to see all of your mentions, check any unread messages, see what's new in teams. You also can ask a who question about someone. And all of these features make it a lot easier to navigate around Teams and give you some different options to search. 27. Working with the Activity Tab: The more teams that you become a part of, the more daunting it can seem to try to keep up to date with everything that's going on and every single team and then all of the channels that you're collaborating in. But thankfully, we have one place where we can take a look at all of the activity that's occurred in these teams that were a part of. And that's the Activity tab on the left rail menu. If you click on activity, here, we see notifications which are going to help me to stay up to date with what's been going on in the Teams and channels that I'm a part of. We see that there are a number of different types of notifications which are included in this activity feed. For instance, we see some are replies to post that were made and channels. Here's a reply by own, another one by one by Carlos. Also there are at mentioned so times that I was specifically mentioned in a post. Ellen mentioned to me here further down, I think I have mentioned yet right here from Carlos. There's also at mentions of channels. That's what this is right here. We have reactions to post, where post was hearted, where one was liked down here, a missed call. And you can see too, that this is only regarding Teams and channels because actually have an unread message in chat. But that's not included in these notifications here. So this is a good way from one place to take a look at across your teams and see what's been happening. And if you want to take a more specific look, you can filter it. So clicking on this funnel filter right here, you could search by a certain person if you wanted. So I could type in Carlos and take a look at all of his activity within these teams. Or clicking these three dots, more options. I can take a look at just a specific type of notification. So to that are really helpful that I find is taking a look at all of your unread messages or posts. So that's going to make sure that all of the latest you've seen it, you haven't missed anything. And then maybe the most important is taking a look at the app mentions. Because this is instances where people thought that it was important to specifically notify you. They mentioned you, because maybe they want an answer to a question or there's a particular action item that you have to follow through on. I can take a look at these at mentions. And if I click on it, it will bring me right to where it is. And I can see these two times within this thread where I was at mentioned and taking a quick glance, I noticed that I responded to both of them, so I'm good, I'm all caught up. So my activity feed allows me to be able to do that to make sure that I have the follow through that I need. You can also change this feed from this activity, from feed to my activity. And this can be useful because you can see everything that you've been doing. Maybe you're starting a new day and you want to take a look at where was it that you were active yesterday so that you can pick up where you left off. Remind yourself what Teams and channels you were working in so you can dive back into that work. So this is the activity feed. It's one central place so that you can stay up to date with what's going on with all of these different teams that you're a part of. 28. Adjusting Settings: It's important to understand how to adjust the notifications and other settings within Teams to your liking. Because everyone's different. So your preference will be different from mine. Some people like to be notified about everything. As it happens. They wanted to know, live every post, every reply, every reaction, everything that happens within a team. While others don't really want to be disturbed constantly by these notifications, they find them to be disruptive. And so they want to just have dedicated times where they check their activity tab and catch up on what's been going on. So you can set it and customize it to what you like. The way that you do that is you go to your profile picture in the upper right-hand corner and click on that. And then we're going to click on settings, some other general settings that you have that you might want to look at. You can adjust the theme, change the look and feel of your teams to your liking, and then things like, do you want it to automatically start if you're always using this, this is your main communication application, so you might want it to auto start. You might also want to have it running in the background. If you were to close it. You can adjust under devices, the settings for your speaker, your microphone, your camera. Make sure that that's all set up well. And if you're using calls within Teams, you can come in here and set up your voice mail, set up a secondary ringer, forward your calls. Some good options within there. And after you've set the general notifications for Teams, you can further customize it by doing things like if you go to a specific channel, if this one is really been popping up a lot, giving you a lot of notifications. You can turn that one channel, the notifications off. So you can get a little bit more precise with it. So this one, I don't want to know what's going on. And what will happen is if you're not getting notifications, you'll still notice that there's something to follow up on when it's bold. So this means that there's something that I haven't read. So there was a post here from this Bing News connector. And I can catch up on that. We also have really helpful link on the left rail menu at the very bottom. Help. If you click on that, you can gain access to some really great things that Microsoft provides. First, we have topics here, so you can take a look at different topics within teams and access some resources to help you to learn more about it. Same thing here, training. It'll help you to find other videos and topics to get to know how you can work within teams better. And then with teams constantly changing and having new features added to it and rolled out all the time. What's new is really helpful so you can stay up to date with what's the latest in teams. 29. Managing Notifications: Now I'm going to show you guys a faster rate and manage your notifications in teams. I'm going to have you guys go to your activity tab, which is on the top left part of your screen. And you're going to see this little next to feed. You're going to see a little gear. And you're going to want to click on that. That's going to automatically bring you to your notification settings. Here you can manage any kind of notification. If you want to get updated on everything, you can have notifications. You can get a banner and an email if you wish, or if you only want to get updated on the stuff that's important to you, you can also do that as well. So we are first option we have is we have email so you can any missed activity e-mails. You can have them ringing you as soon as possible, once every ten minutes, every hour, every eight hours daily, or you can just have that shut off. You also have the option to play like a little ping sound for your notifications in by clicking this little box here, we can turn that on or off. For your teams and channels you, the options have all of your activity, so all new messages, reactions, all mentions, you can get paid for that. Just mentions and replies. Or you also have the option to customize what type of notifications you get. If you click on custom, it brings you to this tab, the custom tab here, for any of the personal app mentions you can have a banner and it will show up in your activity feed. Or you have the option to only show it in your feed. For team mentions, you can have a banner showing me your feet or you can have it gets shut off. Same with the replies to the conversations you've started, conversations you replied to lakes and reactions and stuff that's trending. You also have an option to customize notifications for your pin channels. So every time there's a new post, you can have banner and in your feed just in your feet, or you can have that shut off. You also can include all replies to those posts as well. So if you have a, you know, you're in your HR channel and someone replies to a post, you also can get notifications for that. And anytime time you get mentioned in the channel, same option with the banner in the feed shown the end feed, or it can shut that off. You also have the option to click Reset to default, and it can reset all the settings back to the default Microsoft settings. You also have the option to customize your notifications in your chats. So if you click on this edit button on the right side, you can customize for mentions, replies and likes and reactions. Again, same options with banner and feed or show only in feed. For replies, you'll need the option of banner or you can shut that off. And for likes and reactions you've been or in feed, show only in your feed, as in your activity feed, or you can shut them off. You also have the option for meetings. So we have so when you're meeting starts, you can get a notification and you can get a banner. For your chat notifications. You can have the muted mute until you join or send a message, or you can have the mute it all together. You also have the option to edit notifications for people. So say you want to get notified, safer me, I want to get notified every time Ellen Wilson is online and available. You can click that and they get added right here. And do all this. You can truly a sale someone else Let's add Carlos too, because I want to get I need to have a meeting with him, so I'm gonna add him so soon as he's online, I'll get a notification to see. You can see here at the bottom it says is now offline. And then you can also hit turn off and it will get rid of those notifications there. Under other, this is for anytime someone you know, joins Team so you can get notification anytime someone in your organization gets added to a team, you can get notified if you so wish. And that's all of those notifications and how you can customize them to how you want them. 30. Course Recap: There are so many great features available in Microsoft Teams. We were able to talk about chat, instant messaging, using that to have one-on-one conversations and group conversations, even sharing files and working on them together. We went over meetings where you can have just audio calls or video calls. And then within those video calls, you can share content, share your entire desktop, share a PowerPoint presentation, and really work effectively within these meetings. And with Teams and channels. We saw how you can really organize your work with the teams that you're a part of for a specific project. Having that centralized workspace to be able to hold those conversations, to have those threaded chat, so everything stays organized to have those channels so that the different aspects of the project have a space where those conversations can be held. And you can have meanings that are embedded within these channels. And we saw how you could connect to other services. You can use tabs and connectors. A tab for quick access to a file that everybody needs to work on together. Connectors to be able to get updates from Twitter or other services. And the powerful collaboration that is possible within teams using some of the features from SharePoint, working on files at the same time with your team or managing it and checking it out so that you can work on it one at a time. So thank you for joining us. We hope you enjoyed this course and that you're able to put teams to work for you.