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