Microsoft Teams 101 webinar
  • Transcript

    Mit Patel:

    Let’s kick off now. So, hello and welcome to everybody thanks for joining today’s session. We’ve got about 77 people who have joined us today so appreciate that. A recorded version of this webinar will be available we will send that around to all attendees anyone who’s registered.

    We are going to have a Q&A section towards the end of the webinar there is should be a Q&A button that you can click on and ask questions within, please feel free to we’d love to hear your feedback. If we don’t get a chance to answer your question today we’ll definitely follow up with you individually.

    So I’m Mit Patel um hopefully um a lot of you know me already, I’m the Managing Director at Netstar. I’ve been in the industry for around 18 years and founded Netstar 18 years ago. And I’ve got with me my colleague today Maria, Maria would like to introduce yourself.

    Maria Bisoceanu:

    Sure thank you Mit. Some of you probably already know me and where we’ve been working together, I’m one of the Business Technology Advisors here at Netstar. I’ve been with the company for just over three years and I look after a big portion of our clients. I’m here to share some of my knowledge and experience with you guys hopefully, get you on board with working remotely and collaborating better.

    Mit Patel:

    Thanks, so the reason we’re doing this today is what Netstar’s mission is, we need to help people succeed through technology. So, we want to ensure that our today you get a quick overview and a grasp of what Teams could potentially do for your business. Because what we’re all about is ensuring that you guys can succeed.

    So in terms of the agenda today, we’re going to be talking about what Microsoft Teams is. We’ll give you some insights on how Netstar currently uses Teams and then Maria is going to help with a live demo on how you can actually use Teams at a high level and then we’re going to go into a Q&A. So hopefully today will be an interactive and fun session and please ask as many questions as as you’d like in the Q&A there.

    So how we work has changed right, so I think this is a big statement in terms of how we work has changed so what I’d like to quickly do is just put a quick poll out there to everybody and the poll that I’m going to put out to everyone is really phased around this: Are you in more or less meetings compared to five years ago?

    So you should have a pop-up that pops up on your machine and if you can just click on the thing where you think is relevant to you, may be good to get some data, we’ll let this go on for another 20 seconds. Great thank you everyone we’ve got a lot of data there, so the reason I ask the question is what I’ve seen within next, what we’re definitely seeing out in the community is that the workspace has shifted from working in isolation in your own cubicles to being a lot more collaborative and in terms of the results that everyone just typed in the polls that we’ve seen so far and generally people say that they’re on in between two and three times more as many meetings, as you can see the results now the highest score was about two times more.

    So what we’re actually seeing is a lot more collaboration, more collaboration than ever really and what we’re probably facing now due to the current pandemic that’s going on is more remote collaboration than ever really. And due to covid the office as we currently know it has really changed, so our team is now all based remotely all working from home where they can one of the one of the things potentially that we need to look at is really how can we collaborate better and this is part of what teams hopefully can show you, there’s a big there’s been a lot of talk about, a lot of gossip about baby the baby boom happening there’s going to be lots of increases in divorces and all sorts of stuff. But one of the things that I think that’s in front of us is this remote working boom and I think post-covid there will be a huge increase in the amount of people that work remotely.

    Greater efficiency and productivity is one of the things that there is a potential outcome of remote working because there’s fewer distractions at home, reduce stress potentially because people don’t have to travel and they can save you know a couple of hours a day going backwards and forwards in terms of fewer overhead costs people might not need to have such big offices that they do at the moment and generally people working remotely are happier so there’s less they’re less likely to actually leave and that’s definitely on some of those things.

    So bearing that in mind I’m going to ask one more poll and then this one’s an interesting one and it’s really to ask the audience: What your biggest struggle has been with working remotely at the moment?

    So again you should get a pop-up in a couple of seconds and if you can answer that that would be really good. Maria without you seeing this pop-up hopefully, what would you say your biggest struggle has been so far?

    Maria Bisoceanu:

    Oh that’s an interesting one I think probably in the first weeks I found that I was actually scared that collaboration wouldn’t be as efficient and we wouldn’t be able to have as many meetings as we would normally in a pre-covid world. But what I found recently is that um that’s not actually such a big struggle with all the technology empowering us to do essentially the same activities as before just that remote.

    Mit Patel:

    Yeah definitely. So I’ve got a survey that was actually done by 20,000 people, out to 20,000 people at work and who worked remotely and the results of that survey are, so actually they said that 20% of the people said that collaboration and communication and loneliness were the biggest problems. However on our poll, actually not being able to unplug is the biggest problem what do you think about that?

    Maria Bisoceanu:

    That’s definitely a challenge because you are in the same space um all day long it’s actually hard to just stand up and walk away from work. Something that a lot of psychologists actually recommend is that we work in a different room than the room that we have dinner in and that the room that we sleep in and that changing that environment is actually a healthy habit and will help people unplug easier from work.

    Mit Patel:

    Yeah definitely I mean I can definitely sympathize with the audience about not being able to unplug because although I don’t have to commute anymore, which I absolutely love not having to commut.e. I often find myself sort of starting at half seven in the morning and then going on sort of five six but I think I’ve been a lot better at ending work on time but not being able to plug is a big challenge there.

    The second biggest thing is really around collaboration and communication that people have been struggling with and hopefully some of the stuff we show in Microsoft Teams today will be able to address that um and distractions at home is an interesting one part of being in another room really spoke about but I actually read something around buying a pair of noise cancelling earphones and there’s a couple of apps actually that we’ll send around after in the email follow-up and that I found worked pretty well to block out lots of noises

    So, what is Microsoft Teams?

    So what Microsoft Teams is a chat and collaboration platform for Microsoft 365 customers really designed to simplify group work and I’m just going to go through various elements of what Teams is. We’ll go into a bit more detail in the live demo but essentially Teams is set up as a hub for teamwork and it consists of various components.

    For that and the first component is really chat, so instant messaging both in groups and one-on-one so what we found works really well at Netstar is the ability to be able to chat to your colleagues and I’ll touch on that a bit later. The second thing is being able to make video calls with your colleagues and again this can be one-on-one or with multiple people. What we often find is a chat conversation can quickly turn into a quick video call because it can get dealt with much quicker a bit like in the old days where people used to send lots of emails to each other where actually if they picked up a phone you could just get that thing sorted straight away. I’m sure you’ve been in those situations before right Maria where emails have gone backwards and forwards to colleagues and actually if you just picked up the phone it would have got stuff sorted right?

    Maria Bisoceanu:

    Absolutely, absolutely I’m glad we’re not as engaged in endless email trails trails anymore these days.

    Mit Patel:       

    It’s definitely easier to communicate via a video call or a chat call. Funnily enough, Microsoft had two that their largest day ever 2.7 billion meeting minutes were actually consumed on March the 31st and that’s up from sort of 900 million which was the last peak pre-covid, so it really has taken off using these uh video calls.

    The next thing you can do within Teams is really share and collaborate on documents. So you can access files and edit them live together or share your screens with your colleagues within your own company or potentially even outside your organization and so this really helps enhance that collaboration really.

    Teams does integrate with a lot of applications especially Office 365 applications. One of them I’m showing you at the moment um is something called Planner. So this really helps as a to-do list and again it can be for you personally or it can also be for your team of people so really um having a to-do list that’s accessible anywhere, everywhere. And integrating Teams makes life a lot a lot easier and the idea around Teams is that it offers a single pane of glass for collaboration and the idea is they wanted to make it as simple as possible really to help enhance productivity and make it really easy for people to use.

    So that’s a really quick overview of Teams, it does work on pretty much every device whether you have an iPad, an iPhone, a desktop, a laptop, a mac, it works on everything.

    So I’m going to go over some steps now quickly around how Microsoft Teams really benefits Netstar and how Netstar uses Teams at the moment. So the first thing we do um is we have a ritual called a daily huddle and the daily huddle is really a short meeting that happens every day at 10:11 within Netstar. And we bring the entire team on onto this meeting and this daily huddle really fosters a lot of collaboration and collective problem solving. Everyone gets to talk for 30 seconds, in the first 15 seconds you get to talk about today’s priorities, victories or information that you think others will want to know. And the next 15 seconds you talk about on where you’re stuck and where you potentially need help and what we find is after the daily huddle there’s a lot of collaboration with teammates helping each other out and it really gives that level of alignment across the whole organization. So, we’ve been doing the daily huddle for I think about six years now and we’ve obviously just shifted to having a virtual daily huddle and actually we get uh more attendance to the virtual daily huddle than we did to the physical one so I think it’s definitely a step in the right direction for us to enhance everybody really feeling like they’re together.

    The second thing we use teams for is being able to have instant chat with colleagues so obviously we’re all pretty much distributed we can’t actually go up to someone and tap them on the shoulder anymore. So instant chat enables us to be able to do that with a colleague we can get hold of someone quickly via chat and it really enhances the sense of belonging and emotional well-being to people. Um simple things like if someone’s uh you know if you’ve got a hosted phone system for example in someone’s phone and you want to see, hey are they there are they not? I’ve tried to ring them you can find that out pretty quickly with chat or presents the third thing we do with teams is we have um regular one-to-ones via video chat.

    So every person at Netstar has a one-to-one with their team lead or manager on a weekly basis and it generally lasts around 30 minutes. We also use OneNote within Teams to make notes to ensure that we have actions off the back end of these one-to-ones but being able to do them via video chat as opposed to face-to-face has really kept that method of being in touch with people going. Fourth thing we use teams for is departmental level, 10 weekly team meetings so we’re pretty guilty about four years ago of having terrible meetings I’m sure some people have been in them before where they go on forever you don’t really talk about stuff that you want to talk about, and it ends up in a bit of a mess. Maria would you kind of agree with that comment of what it was like maybe three years ago?

    Maria Bisoceanu:

    Yeah, I completely agree, I definitely find that now in these days with a structured meeting we get much more done and that we’re able to prioritize things that will actually make a difference for us.

    Mit Patel:

    So we have essentially nine steps in our in our meeting. There is a little link at the bottom there which shows you a level ten agenda and when we send this around you’ll be able to click on that. Essentially, I’m not going talk about all nine steps and bore you to death but we’ll talk about two of them. So, the first thing we do when we start any meeting at Netstar is we spend five minutes going around the room talking about good news so what’s your good news since the last time that we met? When we asked people to give one piece of positive personal good news and one piece of positive business good news and what this really does is sets the right tone for the rest of the meeting. Another thing I’ll talk about at the end of the meeting is we ask for a rating so between a score of 1 to 10 how effective people rate this meeting and the idea again is if people give a score lower than 8 we ask them how we can improve for the next meeting so we have some some level of continuous improvement going on.

    Fifth thing we use teams for at the moment is really client meetings, presentations and demonstrations. So the ability of being able to share your screen with someone can actually make things a lot easier to be able to explain things to people and actually to show them and do demonstrations. I know Maria you’ve done lots of things like this before where you’ve shared files and done live technology demos with clients, how have they gone?

    Maria Bisoceanu:

    I think they’ve actually gone much better than when we used to deliver them in person. We’ve recently had a new team member joining us and we delivered all the training remotely, none of us have actually met her in person but what we found is that she got on board with all the information much quicker because we were able to share screens, record the trainings, and she was able to go back to the recordings and go over the information again if she needed to so it was definitely useful.

    Mit Patel:

    Great and the last thing I’ll show you is really company meetings, town halls and Friday drinks. So we hold a regular monthly company meeting where we like to keep the whole team informed of anything that’s going on and to create really alignment within Netstar. And we often have multiple speakers at the company event so lucky they don’t have to listen to me all the time otherwise they probably all fall asleep after an hour. So really what this what Teams has enabled us to do is to be able to deliver across a presentation across all of our employees at once. where we used to do this in person.

    And the other good thing that we’ve been using Teams for is really virtual social events and Netstar is quite a sociable company and not being able to go to the pub or the bar is impacting the social things that we used to do. So we have like a happy hour every Friday after six o’clock where people use Teams to get together and that’s worked really well for us I think. We still have the same bad jokes that happen at the social events but there’s nothing we can do about that. So I’m now going to ask Maria if you can actually um share your screen and we can go through some of the live demo elements.

    Maria Bisoceanu:

    Sure, let me know when you’re able to see my screen on I’ve just shared my Teams application.

    Mit Patel:

    Actually just quickly before we go into this what I just wanted to do is one last poll for everyone and I just wanted to check to see how many people actually use chat in Microsoft Teams right now today?

    Maria Bisoceanu:

    That’s a really good question, it would be interesting to see prior to the demo.

    Mit Patel:

    Cool, so I think we’ve got slightly more people who’ve said no. I’ll share the results everyone now, so 43 of people do use chat and Teams, that’s really good really positive, and 57 percent currently don’t use chat in Teams. So I’m sure hopefully you can show us how to use it and maybe some tips for the people who do use it at the moment.

    Maria Bisoceanu:

    Hopefully so I think this also links to um the good 17 percent of people who have said that they’re struggling with collaboration and Teams is actually there to help you do exactly that. The demo is essentially structured around three key areas that we found empowering in a remote environment for collaboration.

    So the first area would be essentially designed around chat calls, second one would be meetings internal or external and the third one is actually getting work done while being at home. Essentially, many of you are probably familiar with Skype for business and are probably still using it and Skype for business was really good at one main thing and that was chats.

    Teams offers much more than just that but for the beginning let’s start simple and simply start with chats so if you do have Teams or when you will have Teams. It’s as easy as typing someone’s name in from your company or just pick Sarah and start chatting to them it’s not exactly turning around to your colleague at work and having a chat in person but it’s as good as it can get and you can choose either to type and have a conversation but why not get a little bit more personal at Netstar we actually insist that we call and actually video call our colleagues whenever we need to speak to them rather than just text just to make sure that we maintain a personal note in our collaboration and we don’t just hide behind a few words sent over text.

    So, to video call someone it’s as easy as clicking on the little camera in the top right corner of the screen. I’m not actually let this call go through um as I’m conscious it might interfere with the demo but you got the idea it’s as easy as that. Next to it you’ll have the audio call button, same thing you can decide to audio call someone and convey the message you need to or you can just click on the screen share button and start sharing um different projects that you work or files that you work on with that person. I saw a question pop up in the Q&A section whether you’re able to share a single application or not. You’re able to share your whole screen actually or choose individual applications that you’d like to share and then swap between them for the purpose of the demo. Just to make sure that we do have the right focus I’m only sharing Teams but you are able to share your whole screen.

    Mit Patel:

    Yeah and I think actually Maria from like a security setting and standpoint as well, we can set up on an organizational level why um you know essentially if you want to share your whole screen or if you don’t most companies probably wouldn’t want to share your whole screen just in case there’s stuff you know in the screen that people shouldn’t be seeing. So typically people just share those applications.

    I’m going to tackle another question because it’s quite a funny one and someone’s asked why are we using Zoom today and not Teams, so the reason we’re using Zoom today is because we wanted to do a live demo within Teams we weren’t quite sure how Teams would work within Teams having a demo so that’s why we’re using Zoom, just to cover that one off.

    Maria Bisoceanu:

    Thanks Mit, yeah to make sure it won’t interfere that’s a really good point. Going back to chat actually there’s quite a few things that you can use as tools to make the communication a little bit more personal, things like impressions to each message that you get you have little emojis that you can choose um like this and then who knows you can make someone’s day better. You can either choose to use GIFs and you have this embedded in here or Mit you were asking me earlier what the weather is like in my area, I can actually share this with you over Teams if it does actually…

    Mit Patel:

    Or you could just look at the window.

    Maria Bisoceanu:

    Fair enough fair enough, um just your signal or not you do have the option to do so. Um one feature that we found really really empowering to tackle on this collaboration point that you raised earlier Mit is actually using statuses in Teams. Whereas before we used to be in an office and know whether our colleague is on the phone or working on something important in a meeting because we would see them in the meeting room. Now we don’t have that luxury, so at Netstar we use statuses in Teams. You’ll probably see here in my chat list a lot of people have either green ticks next to their name or a busy red circle next to their name or even an idol section in here so we use this to make sure that if someone sends us a message and we’re not available to reply they do know why and they don’t feel that we’re ignoring the communication. So, this definitely helps empower better collaboration

    Mit Patel:

    Yeah and I think one of the things where we surveyed earlier about people being able to unplug really if you set the do not disturb status it stops all sorts of messages, it will stop any messages coming in. I’ve learned this as well from my daughter who uses Teams for her school where instead of listening to her teachers you’ll be chatting all day long with her with her friends so clicking that do not disturb stops any notices and pop-ups come up. Obviously, my daughter’s seven years old and you know us adults have a bit more restraint than they do but do not disturb really you know cuts off all comms, they really help to disconnect.

    Maria Bisoceanu:

    On the flip side of do not disturb, if we do want to convey something that’s really important or urgent we do have the option to do so um so I’m just going to type a message to Sarah, this is urgent and by just clicking the exclamation mark in the option here we can choose to mark this message as urgent and what I will do is it will notify the recipient every two minutes for 20 minutes um that they’ve got an urgent message. The notification would pop up in their activity section right in the top left corner of their Teams application and this will essentially prompt them to read that message so again if you can’t call for whatever reason and you do want to convey something urgent you do have the option to in Teams.

    Also if you do find that you chat to someone more often you may be working on a project with them or they’re part of your team and you need to collaborate instantly you can choose to pin the chat with them so you can simply click on these three dots right here and click pin and what this will do is it will show up the chat with them at the top no matter what other messages you do receive so this way you can make sure that you’ll never miss a message from that person again. I essentially have my team pinned in here, a new team member who I’m training so it’s important that I do offer her the right support and my manager of course just to make sure that I don’t miss any important communication from him.

    I hope this section was useful um moving on to organizing meetings over Teams.

    Mit Patel:

    Maria, sorry to but in there. Just one thing somebody’s actually asked us if we could demonstrate a group chat um we could just do that really quickly um so I’ve added Maria and Sarah into a chat now and I’m going to write hi to both of them and you should be able to see that so if you just open that one up and then if can you just show how we would add another person into that chat so if you wanted to add I don’t know say Vicky or someone in there.

    Maria Bisoceanu:

    Absolutely, you would essentially just click on the little people in the top right corner of your screen and then you can see who the current members of the chat are and how to add multiple people to the chat and as I was saying before you will have the people from your company mapped up and you’ll be able to just select from a list. You can choose to disclose the chat history to the new person or um not or only includes a few days’ worth of chat history for them depending on what you’d like to show to them just click add and Vicky is on the chat with us and it’s as easy as that.

    Mit Patel:

    Thanks Maria.

    Maria Bisoceanu:

    No problem. Moving on to the meetings um section as I was saying um some of us feel probably disconnected from the world, I definitely do. Probably 70 percent of my role was not necessarily office based I was probably going out and about meeting with you guys and with um our other clients at least four or five times a week. So at the beginning working remotely definitely felt a bit strange and like a struggle but what I find now is that I actually have more meetings than I did before because I don’t need to allocate travel time to meet someone to and back from the place I was going to and it’s really easy to have a video conference on Teams, share your screen, present the same type of information, have unlimited number of participants you’d like to. So to organize a meeting on Teams you just have to click on calendar this will be synced to your Outlook calendar so you would see what else you have booked in that day click on your meeting add you know a title your required attendees same configuration options as you have in Outlook and then all you have to do is hit the save button and this will essentially send a calendar invite that will look like this. I hope you can see the Outlook calendar invite. Um awesome and this will go out to all your meeting participants they will have an option to click on join Microsoft Teams meeting and join via Teams or they can dial into um a local number if they need to that’s an add-on that Teams allows you to have for people that are on the go or want to join from their phones instead. I’m going to switch back to Microsoft Teams…

    Mit Patel:

    While you do that I’m just going to tackle another question where someone’s asked “can you present to clients who don’t have Teams?”

    So, for example where Maria is showing that a calendar invite there anybody can join a meeting even if they don’t have Teams because there’s a web version that allows you to join, if you’ve been invited.

    Maria Bisoceanu:

    Absolutely it doesn’t matter whether you have the application installed or not you’re able to do this from your browser so it’s really easy and all you need is a live internet connection. I know some of us struggle with that, a lot of us have replied with bad wi-fi being one of the struggles of remote working but if you don’t have an issue with that you can definitely join online. You can also organize meetings directly from Outlook there is a Teams add-on that you can install and you can simply create a calendar invite click on the add-on and this will generate the same type of link and dial-in message as you would directly from Teams and we use this, as I was saying not only to have internal meetings but also to meet with our clients so definitely a useful tool to help us get past the barrier of being stuck at home.

    Tapping into the third section of the demo and probably the most complex and interesting part of teams let’s actually find out what is a Team, what is a Channel and how we actually get work done on Teams in a remote environment.

    In the Teams section which is right here I’m pointing to it you will see I have a number of predefined teams that I’m a part of and you can choose to create your own Team at any point, so Teams are essentially groups of people brought together for work for projects or even for common interests. You’ll probably see here I have a Netstar quiz club team, so we organize quizzes another remote interesting activity but I’m also part of a research and development team where a subset of people from Netstar work on, you know developing and improving the services that we provide to you guys. So Teams can be quite varied and define usually broad topics.

    I’m going to walk you through the process of creating a Team, what you can do in a Team, participants, channels and what happens in a channel. So to create a Team you simply click on join or create a Team it’s very very intuitive click create a Team again you can choose to build a Team from scratch or create from an existing Office 365 group. For the purpose of this demo let’s build one from scratch, you can choose to have it private which means you will be able to add participants but other people in the company will not be able to see the Team unless you invite them to the Team or you can just to have a public Team same as we have a Netstar general Team for general updates. Let’s create a private Team, what should we call it? I’d say let’s call it WFH team I find that this is an acronym overused in these times and let’s call it.

    Mit Patel:

    I’m glad I’m really glad that you chose that acronym and not the other one that starts with W because that wouldn’t be…

    Maria Bisoceanu:

    [Laughter] It’s easy to confuse them but hopefully we got this one right. You can choose to add a description to your Team if you need to and then just click create.

    Nice work we have our first Team, now you can add members so as saying because it’s a private Team you’ll have to invite people to the Team to be able to see it. So, Mit you are going to be my first team member and I’m also going to add Vicky oh Victoria, sorry, to our Team. I can choose what level of permission I want to allow them to have in the Team that can be either member or owner and that defines what they can do and see within a Team. So this is it’s important to be careful when allocating permissions to the Team just to make sure you do maintain the right level of you know role-based access control to your Team files data so on and so forth for data privacy.

    Now we have our first Team um and you’ll see here general whenever you create a Team you do have by default a general channel to that Team. Before tapping into channels let’s click on manage Team and see what options we have there. So, again you can choose to add members at a later date. From here just add member and I’ll add Sarah as well to this Team, add great. You can also have pending requests so some people can ask to join a Team and then you’ll have to allow them in, you’ll have a channel list in here as well and different settings for the Team so, you know you can choose to have a Team picture just make things a little bit more fun while working remotely. Modify member permissions so I was mentioning before about different levels of access control this is quite critical for data protection. You can choose to enable mentioning or not and I’ll explain what that is in a moment and other fun stuff as I was saying, GIFs, memes and other options that you have in there to just make things a little bit more interactive.

    Going back to channels, channels are actually the place where work gets done, though they’re built around more specific topics than just teams that are slightly broader and they are the places where you can share files, collaborate in real time, set a to-do list and work through your task list, have meetings and share meeting notes – all these are possible in channels. So for the purpose of this exercise let’s just add a channel called marketing, I just clicked on the add channel button and let’s just call it marketing WFH project, again you can choose to add a description and for data privacy again you can choose to have it standard accessible to everyone in the team or you can choose to have a private channel it’s only accessible to a specific group of people.

    I’m going to take automatically show this channel in everyone’s channel list to make sure that everyone can see it, I’m going to add it and there we go we have our first actual working channel. You’ve seen before the mentioning option so in a channel you do have a chat panel same as you have in normal chat one-on-one chat, oh and Mit has just mentioned me in here, so mentioning someone is again another great way of prompting them to see that a message is directed to them and to make sure that they don’t miss out on any important communication directed to them as opposed to the standard one-on-one chats that we’ve looked at before. The chat section from within a channel gives you a little bit more um ability to make sure that you do get the right communication across as I said things like mentioning someone or things like replying to an individual communication trail.

    So as you can see here replied directly to Mit um and this will show up for him right at the bottom of his conversation or I can start a new communication trail with Sarah, part of the same team so I’m going to mention Sarah and say hi so all of a sudden I can have two different communication trails with two different people within the same team so really really powerful.

    I was saying earlier we have the ability to do much more in here things like sharing files, setting a Planner let’s see how we can do that. So I’m just going to go to my working channel which is the marketing project um and I’m going to keep the general one for general um team updates um so right in this bar here next to the channel’s name again you have posts and this is essentially the chat section that we were looking at before and we also have a section called files. So in here you can add any file you’re working on and share it with your team and start collaborating in real time, to add files in here you can simply drag and drop from your desktop onto the teams app which I just did and there you go we have our first file in teams. I’m just going to drag and drop another file um in here so as you can see there are no restrictions on the types of files that we can add and work on. Alternatively you can simply click on you and it’ll create a new Excel workbook for you to collaborate in real time, you can simply click on a file and you can choose to here we go open it up within the teams application and then I can start editing it in real time.

    Mit Patel:

    Yeah this is this is a really cool feature actually, one of the things that we use in our leadership team meetings is we vote on issues that we that we talk about. So we can actually have this spreadsheet up with a list of the issues with columns that people can vote in and that people just type in the numbers of how urgent they want to talk about it and live we get a result.

    Maria Bisoceanu:

    Yeah absolutely that’s a very very powerful feature, it can also be used in simple things like working on a KPI spreadsheet at the same time making sure you know you can deliver a document on time and you can get people’s feedback in real time. These are the types of files that you can even share your screen with external participants with and modify them in real time and then just send them on if you don’t necessarily fancy this view of excel online within the Teams app. Right here you can choose to open it in the desktop app and what this will do is it will launch your Excel application and it will launch this file in Excel. I’m just going to share Excel right now for you share and any changes you make if you do choose to use the desktop application will actually be saved in real time and available to all the other members of your team.

    So if I just go back to my Team’s view you’ll see here that this cell is circled and it has my name next to it this is because when I am working on the Excel application on the desktop. This is the cell that I’m working on right now so this prevents creating duplicates or overriding someone else’s data in a document and the same thing happens in word or PowerPoint so again very powerful for collaboration in a remote environment. To close the file you just click on close and it will be automatically saved and the way to check this is by viewing who modified the file and when the file has been modified. So, again really powerful for audit trail and to make sure you don’t lose data or you don’t have multiple versions of the same file unnecessarily.

    Moving on uh we do have a wiki section in here and this is essentially where we take meeting notes so I’m just going to name this page meeting notes, again you’ll see when the page has been last edited, really important for versioning and audit trail and I can start having my first meeting and writing down the meeting notes, why not in real time?

    Mit Patel:

    Hey Maria just kind of but in and let you know we’ve got quite a lot of questions and I know we’re kind of running out of time now. Um just going to check how much more stuff have you content have you got to go through and sort of make sure we answer some of these questions.

    Maria Bisoceanu:

    Absolutely I think if I cover meeting notes and the Planner section that’s about it in teams and channels and then I can hand back over to you.

    Mit Patel:

    Perfect.

    Maria Bisoceanu:

    Awesome so meeting notes if you have multiple meetings you can just select a new date in here and it will be really easy to navigate between different notes, so very empowering. And then finally Planner click on add an app choose Planner and start creating your first to-do list, so some people have said that you guys feel really, you find it difficult to unplug, having a Planner and prioritizing your tasks may be an easy way to review the things that you have to do and shuffle them around between different days to make sure you don’t overload yourself in a single day. So really easy to add a task you can just enter the task name set a due date for it, so this can be done by next week and then assign the right team member for that task.

    Mit Patel:

    This is my favourite part Maria, assigning it to someone not who’s not me.

    Maria Bisoceanu:

    [Laughter] Actually met you can review, you have a charts section so you can actually review the spread of the tasks across the members of your team to make sure that you spread them evenly and one member is not overloaded and again they can cope and manage their time with the number of tasks that they’ve been allocated to in different projects and individually each member is able to see the tasks of their team and other teams that they’ve been that they’re part of in their personal Planner.

    And just to wrap this up, of course you can choose to add multiple applications in here and this is probably something for everyone to tap into and explore depending on their business models and what works best for them. And to end this as I was saying in the left-hand side section here you can choose to access the same activities and files just from different angles. So again you can see all your files in here, the date that they’ve been modified and the team that they are associated with. You can choose to make calls directly from the call section and even select people to have on speed dial why not if you talk to them often and finally you do have an activity trail in here where you have, you’ll be able to see if anyone mentioned you now that we’re familiar with the concept of mentioning someone, if anyone reacted um to something that you’ve sent to them or if someone replied individually to you in a Team’s chat.

    In general terms this is roughly it so I hope that this was useful for everyone. We are able to share some more documentation and provide individual training on it so we can essentially help you customize it for your business model but I’ll let Mit explain a little bit more about that.

    Mit Patel:

    Cool thanks Maria. I’m really appreciating the demo um I’m glad it all worked because one thing when you normally have them is they don’t always go to plan all the time. I’m sorry we are over running a bit, if people do have to go like I said we are going to be sending a recording out, we should only be another sort of five to six minutes now.

    I’m just going to share my screen, just give me one second. See Maria this is the first technical glitch now we’ve had a had all day, we were going so well weren’t we? Here we go I found a screen, cool so really this is the first 10 things to do in teams we’re not going to go over all these 10 things now because we’ve run out of time but I’m just going to start with the first thing which is really start with chat now we’ve got us all 50 or so people using chat anyway um but but use the chat I think that’s really the first way, first good thing to do here.

    Can Netstar help with what we’ve just been talking about? So the first thing is on Tuesday we made an announcement to all of our clients that we’re going to give you access to 300 training videos for free and I think there are around seven to ten videos just on Teams in itself so please feel free to log on and use that there are lots of great videos and content on this system even down to stuff like how to stay productive and positive when working remotely and how to use all sorts of applications so please use that if you’re not sure about that please reach out to us and we can get you set up. And the rest of your team we also do offer project services around implementation, we do have a lot of best practice guides that we’re more than happy to give to you guys if you do want us to help with implementing Teams in your organization.

    We kind of have three stages around this which is really plan, implement and review. I’m not going to go into detail on all these but some of some of the things we do are up on the screen here but generally if you do want our help to implement Teams we’re more than happy to do that. Our project team have done this time and time again and I think they’ve done at least 15 customers in the last three weeks because it’s been a hot topic for us, but we can definitely help you get the best out of Teams.

    That leaves really time for the Q&A so I know we’ve got lots of questions on there we’re going to start with the first question that’s come up quite a few times which is really:

    “Can we share stuff with people that is not within our company? So, can I chat to people not in my company, can I send, can I share files, can they be part of a team? So this is completely possible in Teams, there’s a security setting that needs to be changed in the back end but you can share with people externally, so you can chat with different people outside your organization and even have people as a as a team member they will show up as a guest but you can do that.

    Should we take another question, Maria what other ones do we have here so, we have…

    “Why some external team meetings blocked?”

    Exactly the same reason we spoke about and then around the security settings we can get that set up.

    Let’s hope some open ones…

    “Can we demonstrate how to share files?”

    Sharing files can be done uh within Teams. What we’ll do is we’ll reach out to the person that asks us to ask us that and we can show you a bit more about how to do that individually but it is pretty simple to get done.

    Megan asked: “How do we create a to-do list within the team channel?”

    This is within an app called Planner which you can add which I think Maria’s covered already, so we’ve got that one done.

    And someone’s just asked to show the 10 first step slides again so I’m going to go back to that now. Here we go feel free to take screenshot, we’ll obviously send this in this round to people, so I know we haven’t been able to answer all the questions, we do have all these questions, documented we will reach out to everybody individually.

    We’d like to thank you for your time today, sorry we overran a bit and if you do have any more questions that you haven’t posted already please feel to reach out to me and Maria directly.”