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How to use Microsoft Teams, a demo tutorial 2019

pHow to use Microsoft Teams, a demo tutorial 2019 audience clapping Hello everyone and welcome to Microsoft Mechanics Live.

How to use Microsoft Teams, a demo tutorial 2019

Coming up, were gonna show a whole tour of Microsoft Teams. If youre new to it, were going to take a closer look at how you can actually use it as the hub for teamwork in Microsoft 365. And were also going to walk you through the core experiences for group chat, collaborate on files and hosting online meetings.

Plus, how you can customize your workspaces with your favorite apps. And if youre in IT, were also gonna demonstrate Microsoft Teams, endtoend admin and configuration controls. Before we get started, please give Aya Tange a warm welcome from the Teams group. audience clapping Thanks for having me on the show Jeremy.

All right so, Microsoft is all about making sure that we can be creative, build the best content, really collaborate and be creative with anybody that we work with and do that all very securely. Where does Teams play a role in all of that? Sure so just like you said, Microsoft Teams is the hub for teamwork that allows you to communicate and collaborate in a single and secure location. So you can really think about it as a fourinone solution.

You have your messaging, which is your rich, chatbased experience your online meetings, where you can always stay connected as well as, your calling capabilities built on our worldwide network and you have your native integration with the familiar Office apps. And of course with all this comes your enterprisegrade security to protect your data as well as your compliance and security controls that youd expect with the Office 365 Suite. And all of these experiences are built for the web browser as well as in your apps. So you can use all of your devices running Windows, Mac, IOS and Android.

Also, recently, we extended the power of Teams to industryspecific workflows. That includes highlyregulated industries such as health care but also broader areas such as firstline workers. And you can see here on the screen, we have Shifts, which is our new schedule management tool.

Right and we recently actually published a show on firstline workers and those capabilities. And you can check that out on Microsoft Mechanics. But today, we really wanted to actually focus on the office worker and kind of ITadmin experiences. Its still relatively new.

I think a lot of people are probably looking at and starting to adopt Teams right now. But how do you use Teams in your daytoday work? Sure so let me show you. So here I am in my Microsoft Teams desktop app. And you can see here in the left navigation bar, we have activity, chat, teams, meetings, calls and files.

And in the ellipses here, we recently have the Shifts experience added. So if youre interested in that, I highly recommend you check that out. Jeremy Thats what we saw earlier on the screen with all the scheduling, yep. Aya Exactly, but I typically start my day in the activity feed and this is really where I see all my information coming in from my teams.

But I like to use the filter button to really triage the most important information. And my favorite one is always looking at my app mentions. And this is how I really create my todo list in the morning. Jeremy Right.

Aya Then I can jump to chat. And this is where I have my private oneonone chats as well as my group chats. And to just keep myself organized, I like to pin chats to the top that I use on a regular basis so that I can stay, you know, efficient but I also have my recent chats right underneath.

Then I jump to Teams. And this is really where all the collaboration magic happens. And you can see here, Im a part of a couple different teams.

Im part of like the Contoso IT team. And you can decide as an organization whether you wanna have a team at a department level or at a project level. And every team has a set of channels. And the way to think about channels is really a shared workspace where you can communicate and collaborate in a single location about a particular topic. So anything Teams upgraderelated will be in the Teams Upgrade channel.

And so you can see here my Knowledge Share channel is bolded and that means that theres new information in there that I havent read yet. And if there are extra decorations, that means if theres an important message or if Im appmentioned, youll also see an app mark. But, so lets jump into this upgrade channel here and you can see that there are a lot of rich conversations going on. And you can see here every conversation has a reply button so that you can have all of your, you can thread all of your related messages together so that you can easily stay on top of things. And I can also like a message as well as even save a message, if I wanna go back to it at a later time.

But I also work with people all around the world. So Ive been working with Miriam here and shes written back in German. Jeremy Oh yeah I speak German so it sounds like shes pretty excited. Oh lucky you.

I dont speak German but now with our inline translation feature, I can actually translate her German into English. So now I know exactly what shes saying. And I love this feature cause now I can collaborate and communicate with people all around the world, even if we dont speak the same language. Jeremy Very cool and we support 44 different languages. We do which is really exciting.

So I also work with external partners and vendors a lot. And so we wanna make sure that we can also include them in our conversations. And so now we can do that using Team Secure Guest Access. And you can see here, Lee is clearly labeled as a guest. So you can easily know whos a part of your organization and who is not.

So if I want to compose a message, I can use our richtext editing options. And here I can add a subject. I can use bullet points, as well as, make the message important, even highlight things if I need to and hyperlink text. So these are capabilities that we didnt have in the very beginning but now we do and I use them on a regular basis.

I can also attach a file for someone to review. And to humanize the conversation, I like to use my emojis, my gifs, and my stickers to keep the workplace a little bit fun. Right, who doesnt love to use that.

Oh of course. So why dont you talk about attachments cause I think a lot of people maybe come from the context of email. Sure. How do attachments change then with Teams?

Sure so when I attach something here, it actually uploads the file into my Teams File Repository which is easily accessible here at the top. And the back end here is actually using, is SharePoint. So you have all of your rich protections as well as your collaboration benefits. And so here you can have, because were integrated with the Office 365 Suite, I can upload an Excel document or a PowerPoint deck and I can easily start collaborating with my teammates. But I do wanna point out one thing Jeremy is if I were to add a file, like I am here, if I were to add a file in my private chat, this actually still sits on my personal OneDrive for business.

But if I were to upload that same file into my Teams, that would be added to my SharePoint here. Okay and the cool thing is because were using SharePoint effectively as the thing that powers all the content management and all of the content services in Office 365 and Microsoft 365, now you get all of the audit, the controls, the compliance, things like data loss prevention, things like coauthoring and all that stuff lights up with SharePoint. So it really gives you that extra, maybe some of those extra capabilities right here from within the Teams context.

And the nice thing is with all the way that youre using files and kind of storing files, even though we get all of that great benefit from IT and everybody here is in IT, the users dont actually see it. They dont know where the files are being stored. They dont have to know that their files in a document library somewhere.

Its actually just here in files or in the context of chat. So super seamless for the average person to just pick this up and start running. Exactly but its also important to make sure that our Teams stay in the flow and the context of their work.

And one way that were helping do that is by allowing people to actually customize their shared workspace. And you can do that now by pinning a file or adding a thirdparty app or service, so that you have your content in realtime updates really just a click away. Jeremy Its really great here to see Power BIs the dashboard but you can even get to planner and some other things.

Aya Exactly so I love making sure that I stay uptodate with my IT spend. And just like you said with project management, I use my planner all the time. So I have my todo list and my completed list.

But its not just Microsoft applications, we can also click on the plus button here which adds our tabs. And I can add thirdparty app services and tools via our tabs connectors and bots. And if you havent checked out our App Store, I highly recommend you do so. Jeremy Very cool.

But why dont we keep moving down the navigation bar and talk about something important to everyone, meetings and your calendar. How does Teams help me there? Sure, so Microsoft Teams has a complete meeting solution that supports sharing, article and audio conferencing. So now here you can see my daily view of all my meetings.

I can also schedule a meeting from the platform as well as we just announced you can create a live event. And this now can hold up to 10, 000 participants and they can participate in realtime. So Jeremy, do you mind jumping into this exec review meeting here and we can show some extra capabilities that we have?

Yeah, lets do it. Its actually, here I can actually see that Ive got the meeting scheduled for me. I can see all the different attendees, chat with participants. I can set up a textbased chat channel for those folks.

Now if I go ahead and click join, the nice thing here and one of the things that I love about Teams is before I actually joined the meeting, it gives me this prejoin screen. So it saves me in terms of if I want to mute my microphone, if I want to turn my camera off, maybe I just woke up or something, maybe Im in a VTC room I wanna join with the audio turned off because its coming through. VTC audio and article system. And one of my favorite things now with Teams actually and we cant see it here cause its just the two of us but if a lot of people are prejoined into the call, itll say youre a bit late to the meeting, maybe, theres five different people already on, will mute your microphone by default. So Im gonna go ahead and click join now.

So when I join that meeting, Im gonna go ahead and mute my microphone. So I joined that meeting. I can see that Ayas in the meeting.

There she is. Now we can see on the two different screens. We have me on the left, Aya on the right, on my right, opposite if youre watching from that angle.

And Im gonna go ahead and show what I can do also from a content sharing perspective. So here I can share my desktop if I wanna do that. I can share also individual windows using remote app capabilities just to show the window itself. And then even PowerPoint files because these are a part of my most recently used documents, theyre surfaced right here.

And that way I can actually use Teamss native integration with PowerPoint online to actually present that file. And if I want, I can allow people to even fast forward through that content. Its really an efficient way to do remote presentations.

So we also added the ability to record your meetings. And this is really helpful if someone misses the meeting or you wanna go back and review it. I can also blur my background here and remove distractions behind me so that I can stay focused in on the meeting. And I use this all the time whether Im at a airport or if Im at a cafe or even working from home.

So I use this on a regular basis. Sounds good, lets look into one. You can actually do some things in terms of using the captions and actually search through that content, right?

Totally, so you can see here that we recorded this Teams rollout planning meeting and now I can click into it and watch the meeting in its entirety. But sometimes I dont have time or I really wanna focus on a specific part of the meeting. And now with our transcription services, powered by Microsoft Stream, I can turn on captioning on and see exactly whats being said. But I can also search for specific keywords. In this case, Im interested in guess access.

So now I can actually click into this and the meeting recording will jump to that specific point and now I can pay attention right from here, make sure I have all the information and action items. And its really great if you werent in that meeting or maybe late to that meeting and somebody mentioned your name and you wanna search for your name for example. Really, really cool stuff to be able to search the captions and find exactly that point in the meeting.

So can you tell us a bit more beyond kind of the meetings, what else we can do with Teams? Sure so we also, if you have PSTN calling integrated into your Microsoft Teams configuration, you now have all of your call controls here as well as, your phone number, you have your speed dial, your favorites, as well as all of your contacts, your call history and your voicemail. Nice so switching gears though in terms of all the IT folks that are in the room.

What kinds of controls do we have for the folks that are managing or implementing and rolling out Microsoft Teams right now? Sure so Microsoft Teams can be managed the same familiar way in which you manage the rest of your Office 365 apps. And dont fret, for the security officers out there, the same controls that you are using in the security and compliance center, also apply to Teams. So, for example, lets say you have a data loss prevention policies for your files.

We now just announced that you can create data loss prevention policies for your private chats as well as your channel conversations. So we wanna make sure we protect your information in all instances. Right and so if youre new to data loss prevention, what you can see here, this is a credit card number that basically DLP or data loss prevention policies detect right while youre actually chatting that information within Teams. We can do that now in email and SharePoint files that are stored in maybe a document library.

But now even in the context of chat, Teams will be able to detect that and obfuscate that effectively from the other side of the recipient as youre sending that kind of information. Right but really my daytoday management happens in the Microsoft Teams admin center. So this is really where I can manage all my aspects around Teams such as messaging, meetings and other orgwide settings.

And so if you havent been to the admin center in awhile, weve added a bunch of new capabilities. So from here I can check into Teams and I can see every single team that has been created in my tenet. I can edit an existing one where I can add team members or change channel settings. But I can also even create a brand new team from here. Then I can jump into users here.

And this is where I can see all of the users in my Teams tenet. I can also assign specific policies per user as well. Then Ill jump into meetings. And this is where I can define conference bridges as well as other meeting policies such as being able to record meetings and transcribe meetings.

Jeremy Makes sense, yeah. Aya I can also create my live event policies here as well. Then I can jump into messaging. And this is where I can really define the chat experience someone will have. So I can decide if they can delete a message or if they can use giphys or memes or even be able to translate messages as well.

And last but not least, the orgwide settings. This is where I can configure external access, guest access. But also if you are on the journey from moving from Skype for Business to Teams, we have definable coexistence modes.

So now we can really help you with your transition. Very cool so its great seeing all these controls and all the role that Teams plays in terms of making all these controls available to you and having all of that configurability. And all that basically in a really short time its lit up.

Like Ive started following it since day one and this is a lot of stuff that you can do now. Thanks Aya for the comprehensive tour of Microsoft Teams. But if Im just getting started, Im brand new to it, where do you recommend people go to learn more? Sure so first things first, if youre a Teams admin, make sure you actually enable it in your tenet.

And if you need some resources, we have a onestop shop at aka.mssuccesswithteams. Great overview Aya. Ans also thanks for joining us. Dont forget to stay tuned to Microsoft Mechanics for the latest tech updates across Microsoft.

Thats all the time we have for this show. Well see you next time. upbeat music How to use Microsoft Teams, a demo tutorial 2019 audience clapping Hello everyone and welcome to Microsoft Mechanics Live. Coming up, were gonna show a whole tour of Microsoft Teams.

If youre new to it, were going to take a closer look at how you can actually use it as the hub for teamwork in Microsoft 365. And were also going to walk you through the core experiences for group chat, collaborate on files and hosting online meetings. Plus, how you can customize your workspaces with your favorite apps. And if youre in IT, were also gonna demonstrate Microsoft Teams, endtoend admin and configuration controls. Before we get started, please give Aya Tange a warm welcome from the Teams group. audience clapping Thanks for having me on the show Jeremy.

All right so, Microsoft is all about making sure that we can be creative, build the best content, really collaborate and be creative with anybody that we work with and do that all very securely. Where does Teams play a role in all of that? Sure so just like you said, Microsoft Teams is the hub for teamwork that allows you to communicate and collaborate in a single and secure location. So you can really think about it as a fourinone solution.

You have your messaging, which is your rich, chatbased experience your online meetings, where you can always stay connected as well as, your calling capabilities built on our worldwide network and you have your native integration with the familiar Office apps. And of course with all this comes your enterprisegrade security to protect your data as well as your compliance and security controls that youd expect with the Office 365 Suite. And all of these experiences are built for the web browser as well as in your apps. So you can use all of your devices running Windows, Mac, IOS and Android. Also, recently, we extended the power of Teams to industryspecific workflows.

That includes highlyregulated industries such as health care but also broader areas such as firstline workers. And you can see here on the screen, we have Shifts, which is our new schedule management tool. Right and we recently actually published a show on firstline workers and those capabilities. And you can check that out on Microsoft Mechanics. But today, we really wanted to actually focus on the office worker and kind of ITadmin experiences.

Its still relatively new. I think a lot of people are probably looking at and starting to adopt Teams right now. But how do you use Teams in your daytoday work? Sure so let me show you.

So here I am in my Microsoft Teams desktop app. And you can see here in the left navigation bar, we have activity, chat, teams, meetings, calls and files. And in the ellipses here, we recently have the Shifts experience added. So if youre interested in that, I highly recommend you check that out.

Jeremy Thats what we saw earlier on the screen with all the scheduling, yep. Aya Exactly, but I typically start my day in the activity feed and this is really where I see all my information coming in from my teams. But I like to use the filter button to really triage the most important information. And my favorite one is always looking at my app mentions.

And this is how I really create my todo list in the morning. Jeremy Right. Aya Then I can jump to chat. And this is where I have my private oneonone chats as well as my group chats.

And to just keep myself organized, I like to pin chats to the top that I use on a regular basis so that I can stay, you know, efficient but I also have my recent chats right underneath. Then I jump to Teams. And this is really where all the collaboration magic happens.

And you can see here, Im a part of a couple different teams. Im part of like the Contoso IT team. And you can decide as an organization whether you wanna have a team at a department level or at a project level. And every team has a set of channels. And the way to think about channels is really a shared workspace where you can communicate and collaborate in a single location about a particular topic.

So anything Teams upgraderelated will be in the Teams Upgrade channel. And so you can see here my Knowledge Share channel is bolded and that means that theres new information in there that I havent read yet. And if there are extra decorations, that means if theres an important message or if Im appmentioned, youll also see an app mark. But, so lets jump into this upgrade channel here and you can see that there are a lot of rich conversations going on. And you can see here every conversation has a reply button so that you can have all of your, you can thread all of your related messages together so that you can easily stay on top of things.

And I can also like a message as well as even save a message, if I wanna go back to it at a later time. But I also work with people all around the world. So Ive been working with Miriam here and shes written back in German. Jeremy Oh yeah I speak German so it sounds like shes pretty excited.

Oh lucky you. I dont speak German but now with our inline translation feature, I can actually translate her German into English. So now I know exactly what shes saying. And I love this feature cause now I can collaborate and communicate with people all around the world, even if we dont speak the same language.

Jeremy Very cool and we support 44 different languages. We do which is really exciting. So I also work with external partners and vendors a lot.

And so we wanna make sure that we can also include them in our conversations. And so now we can do that using Team Secure Guest Access. And you can see here, Lee is clearly labeled as a guest. So you can easily know whos a part of your organization and who is not. So if I want to compose a message, I can use our richtext editing options.

And here I can add a subject. I can use bullet points, as well as, make the message important, even highlight things if I need to and hyperlink text. So these are capabilities that we didnt have in the very beginning but now we do and I use them on a regular basis.

I can also attach a file for someone to review. And to humanize the conversation, I like to use my emojis, my gifs, and my stickers to keep the workplace a little bit fun. Right, who doesnt love to use that. Oh of course.

So why dont you talk about attachments cause I think a lot of people maybe come from the context of email. Sure. How do attachments change then with Teams? Sure so when I attach something here, it actually uploads the file into my Teams File Repository which is easily accessible here at the top.

And the back end here is actually using, is SharePoint. So you have all of your rich protections as well as your collaboration benefits. And so here you can have, because were integrated with the Office 365 Suite, I can upload an Excel document or a PowerPoint deck and I can easily start collaborating with my teammates. But I do wanna point out one thing Jeremy is if I were to add a file, like I am here, if I were to add a file in my private chat, this actually still sits on my personal OneDrive for business.

But if I were to upload that same file into my Teams, that would be added to my SharePoint here. Okay and the cool thing is because were using SharePoint effectively as the thing that powers all the content management and all of the content services in Office 365 and Microsoft 365, now you get all of the audit, the controls, the compliance, things like data loss prevention, things like coauthoring and all that stuff lights up with SharePoint. So it really gives you that extra, maybe some of those extra capabilities right here from within the Teams context.

And the nice thing is with all the way that youre using files and kind of storing files, even though we get all of that great benefit from IT and everybody here is in IT, the users dont actually see it. They dont know where the files are being stored. They dont have to know that their files in a document library somewhere. Its actually just here in files or in the context of chat.

So super seamless for the average person to just pick this up and start running. Exactly but its also important to make sure that our Teams stay in the flow and the context of their work. And one way that were helping do that is by allowing people to actually customize their shared workspace.

And you can do that now by pinning a file or adding a thirdparty app or service, so that you have your content in realtime updates really just a click away. Jeremy Its really great here to see Power BIs the dashboard but you can even get to planner and some other things.

How to use Microsoft Teams, a demo tutorial 2019

Aya Exactly so I love making sure that I stay uptodate with my IT spend. And just like you said with project management, I use my planner all the time. So I have my todo list and my completed list. But its not just Microsoft applications, we can also click on the plus button here which adds our tabs. And I can add thirdparty app services and tools via our tabs connectors and bots.

And if you havent checked out our App Store, I highly recommend you do so. Jeremy Very cool. But why dont we keep moving down the navigation bar and talk about something important to everyone, meetings and your calendar. How does Teams help me there? Sure, so Microsoft Teams has a complete meeting solution that supports sharing, article and audio conferencing.

So now here you can see my daily view of all my meetings. I can also schedule a meeting from the platform as well as we just announced you can create a live event. And this now can hold up to 10, 000 participants and they can participate in realtime. So Jeremy, do you mind jumping into this exec review meeting here and we can show some extra capabilities that we have?

Yeah, lets do it. Its actually, here I can actually see that Ive got the meeting scheduled for me. I can see all the different attendees, chat with participants. I can set up a textbased chat channel for those folks.

Now if I go ahead and click join, the nice thing here and one of the things that I love about Teams is before I actually joined the meeting, it gives me this prejoin screen. So it saves me in terms of if I want to mute my microphone, if I want to turn my camera off, maybe I just woke up or something, maybe Im in a VTC room I wanna join with the audio turned off because its coming through. VTC audio and article system. And one of my favorite things now with Teams actually and we cant see it here cause its just the two of us but if a lot of people are prejoined into the call, itll say youre a bit late to the meeting, maybe, theres five different people already on, will mute your microphone by default.

So Im gonna go ahead and click join now. So when I join that meeting, Im gonna go ahead and mute my microphone. So I joined that meeting. I can see that Ayas in the meeting. There she is.

Now we can see on the two different screens. We have me on the left, Aya on the right, on my right, opposite if youre watching from that angle. And Im gonna go ahead and show what I can do also from a content sharing perspective.

So here I can share my desktop if I wanna do that. I can share also individual windows using remote app capabilities just to show the window itself. And then even PowerPoint files because these are a part of my most recently used documents, theyre surfaced right here. And that way I can actually use Teamss native integration with PowerPoint online to actually present that file.

And if I want, I can allow people to even fast forward through that content. Its really an efficient way to do remote presentations. So we also added the ability to record your meetings. And this is really helpful if someone misses the meeting or you wanna go back and review it.

I can also blur my background here and remove distractions behind me so that I can stay focused in on the meeting. And I use this all the time whether Im at a airport or if Im at a cafe or even working from home. So I use this on a regular basis. Sounds good, lets look into one. You can actually do some things in terms of using the captions and actually search through that content, right?

Totally, so you can see here that we recorded this Teams rollout planning meeting and now I can click into it and watch the meeting in its entirety. But sometimes I dont have time or I really wanna focus on a specific part of the meeting. And now with our transcription services, powered by Microsoft Stream, I can turn on captioning on and see exactly whats being said. But I can also search for specific keywords. In this case, Im interested in guess access.

So now I can actually click into this and the meeting recording will jump to that specific point and now I can pay attention right from here, make sure I have all the information and action items. And its really great if you werent in that meeting or maybe late to that meeting and somebody mentioned your name and you wanna search for your name for example. Really, really cool stuff to be able to search the captions and find exactly that point in the meeting. So can you tell us a bit more beyond kind of the meetings, what else we can do with Teams? Sure so we also, if you have PSTN calling integrated into your Microsoft Teams configuration, you now have all of your call controls here as well as, your phone number, you have your speed dial, your favorites, as well as all of your contacts, your call history and your voicemail.

Nice so switching gears though in terms of all the IT folks that are in the room. What kinds of controls do we have for the folks that are managing or implementing and rolling out Microsoft Teams right now? Sure so Microsoft Teams can be managed the same familiar way in which you manage the rest of your Office 365 apps. And dont fret, for the security officers out there, the same controls that you are using in the security and compliance center, also apply to Teams.

So, for example, lets say you have a data loss prevention policies for your files. We now just announced that you can create data loss prevention policies for your private chats as well as your channel conversations. So we wanna make sure we protect your information in all instances. Right and so if youre new to data loss prevention, what you can see here, this is a credit card number that basically DLP or data loss prevention policies detect right while youre actually chatting that information within Teams.

We can do that now in email and SharePoint files that are stored in maybe a document library. But now even in the context of chat, Teams will be able to detect that and obfuscate that effectively from the other side of the recipient as youre sending that kind of information. Right but really my daytoday management happens in the Microsoft Teams admin center. So this is really where I can manage all my aspects around Teams such as messaging, meetings and other orgwide settings. And so if you havent been to the admin center in awhile, weve added a bunch of new capabilities.

So from here I can check into Teams and I can see every single team that has been created in my tenet. I can edit an existing one where I can add team members or change channel settings. But I can also even create a brand new team from here.

Then I can jump into users here. And this is where I can see all of the users in my Teams tenet. I can also assign specific policies per user as well. Then Ill jump into meetings. And this is where I can define conference bridges as well as other meeting policies such as being able to record meetings and transcribe meetings.

Jeremy Makes sense, yeah. Aya I can also create my live event policies here as well. Then I can jump into messaging.

And this is where I can really define the chat experience someone will have. So I can decide if they can delete a message or if they can use giphys or memes or even be able to translate messages as well. And last but not least, the orgwide settings. This is where I can configure external access, guest access. But also if you are on the journey from moving from Skype for Business to Teams, we have definable coexistence modes.

So now we can really help you with your transition. Very cool so its great seeing all these controls and all the role that Teams plays in terms of making all these controls available to you and having all of that configurability. And all that basically in a really short time its lit up. Like Ive started following it since day one and this is a lot of stuff that you can do now. Thanks Aya for the comprehensive tour of Microsoft Teams.

But if Im just getting started, Im brand new to it, where do you recommend people go to learn more? Sure so first things first, if youre a Teams admin, make sure you actually enable it in your tenet. And if you need some resources, we have a onestop shop at aka.mssuccesswithteams. Great overview Aya. Ans also thanks for joining us.

Dont forget to stay tuned to Microsoft Mechanics for the latest tech updates across Microsoft. Thats all the time we have for this show. Well see you next time. upbeat music How to use Microsoft Teams, a demo tutorial 2019 audience clapping Hello everyone and welcome to Microsoft Mechanics Live.

Coming up, were gonna show a whole tour of Microsoft Teams. If youre new to it, were going to take a closer look at how you can actually use it as the hub for teamwork in Microsoft 365. And were also going to walk you through the core experiences for group chat, collaborate on files and hosting online meetings. Plus, how you can customize your workspaces with your favorite apps.

And if youre in IT, were also gonna demonstrate Microsoft Teams, endtoend admin and configuration controls. Before we get started, please give Aya Tange a warm welcome from the Teams group. audience clapping Thanks for having me on the show Jeremy. All right so, Microsoft is all about making sure that we can be creative, build the best content, really collaborate and be creative with anybody that we work with and do that all very securely.

Where does Teams play a role in all of that? Sure so just like you said, Microsoft Teams is the hub for teamwork that allows you to communicate and collaborate in a single and secure location. So you can really think about it as a fourinone solution.

You have your messaging, which is your rich, chatbased experience your online meetings, where you can always stay connected as well as, your calling capabilities built on our worldwide network and you have your native integration with the familiar Office apps. And of course with all this comes your enterprisegrade security to protect your data as well as your compliance and security controls that youd expect with the Office 365 Suite. And all of these experiences are built for the web browser as well as in your apps. So you can use all of your devices running Windows, Mac, IOS and Android. Also, recently, we extended the power of Teams to industryspecific workflows.

That includes highlyregulated industries such as health care but also broader areas such as firstline workers. And you can see here on the screen, we have Shifts, which is our new schedule management tool. Right and we recently actually published a show on firstline workers and those capabilities.

And you can check that out on Microsoft Mechanics. But today, we really wanted to actually focus on the office worker and kind of ITadmin experiences. Its still relatively new. I think a lot of people are probably looking at and starting to adopt Teams right now. But how do you use Teams in your daytoday work?

Sure so let me show you. So here I am in my Microsoft Teams desktop app. And you can see here in the left navigation bar, we have activity, chat, teams, meetings, calls and files. And in the ellipses here, we recently have the Shifts experience added. So if youre interested in that, I highly recommend you check that out.

Jeremy Thats what we saw earlier on the screen with all the scheduling, yep. Aya Exactly, but I typically start my day in the activity feed and this is really where I see all my information coming in from my teams. But I like to use the filter button to really triage the most important information. And my favorite one is always looking at my app mentions. And this is how I really create my todo list in the morning.

Jeremy Right. Aya Then I can jump to chat. And this is where I have my private oneonone chats as well as my group chats.

And to just keep myself organized, I like to pin chats to the top that I use on a regular basis so that I can stay, you know, efficient but I also have my recent chats right underneath. Then I jump to Teams. And this is really where all the collaboration magic happens.

And you can see here, Im a part of a couple different teams. Im part of like the Contoso IT team. And you can decide as an organization whether you wanna have a team at a department level or at a project level. And every team has a set of channels.

And the way to think about channels is really a shared workspace where you can communicate and collaborate in a single location about a particular topic. So anything Teams upgraderelated will be in the Teams Upgrade channel. And so you can see here my Knowledge Share channel is bolded and that means that theres new information in there that I havent read yet.

And if there are extra decorations, that means if theres an important message or if Im appmentioned, youll also see an app mark. But, so lets jump into this upgrade channel here and you can see that there are a lot of rich conversations going on. And you can see here every conversation has a reply button so that you can have all of your, you can thread all of your related messages together so that you can easily stay on top of things.

And I can also like a message as well as even save a message, if I wanna go back to it at a later time. But I also work with people all around the world. So Ive been working with Miriam here and shes written back in German. Jeremy Oh yeah I speak German so it sounds like shes pretty excited. Oh lucky you.

I dont speak German but now with our inline translation feature, I can actually translate her German into English. So now I know exactly what shes saying. And I love this feature cause now I can collaborate and communicate with people all around the world, even if we dont speak the same language. Jeremy Very cool and we support 44 different languages. We do which is really exciting.

So I also work with external partners and vendors a lot. And so we wanna make sure that we can also include them in our conversations. And so now we can do that using Team Secure Guest Access. And you can see here, Lee is clearly labeled as a guest.

So you can easily know whos a part of your organization and who is not. So if I want to compose a message, I can use our richtext editing options. And here I can add a subject. I can use bullet points, as well as, make the message important, even highlight things if I need to and hyperlink text.

So these are capabilities that we didnt have in the very beginning but now we do and I use them on a regular basis. I can also attach a file for someone to review. And to humanize the conversation, I like to use my emojis, my gifs, and my stickers to keep the workplace a little bit fun.

Right, who doesnt love to use that. Oh of course. So why dont you talk about attachments cause I think a lot of people maybe come from the context of email.

Sure. How do attachments change then with Teams? Sure so when I attach something here, it actually uploads the file into my Teams File Repository which is easily accessible here at the top. And the back end here is actually using, is SharePoint.

So you have all of your rich protections as well as your collaboration benefits. And so here you can have, because were integrated with the Office 365 Suite, I can upload an Excel document or a PowerPoint deck and I can easily start collaborating with my teammates. But I do wanna point out one thing Jeremy is if I were to add a file, like I am here, if I were to add a file in my private chat, this actually still sits on my personal OneDrive for business. But if I were to upload that same file into my Teams, that would be added to my SharePoint here.

Okay and the cool thing is because were using SharePoint effectively as the thing that powers all the content management and all of the content services in Office 365 and Microsoft 365, now you get all of the audit, the controls, the compliance, things like data loss prevention, things like coauthoring and all that stuff lights up with SharePoint. So it really gives you that extra, maybe some of those extra capabilities right here from within the Teams context. And the nice thing is with all the way that youre using files and kind of storing files, even though we get all of that great benefit from IT and everybody here is in IT, the users dont actually see it. They dont know where the files are being stored.

They dont have to know that their files in a document library somewhere. Its actually just here in files or in the context of chat. So super seamless for the average person to just pick this up and start running. Exactly but its also important to make sure that our Teams stay in the flow and the context of their work.

And one way that were helping do that is by allowing people to actually customize their shared workspace. And you can do that now by pinning a file or adding a thirdparty app or service, so that you have your content in realtime updates really just a click away. Jeremy Its really great here to see Power BIs the dashboard but you can even get to planner and some other things. Aya Exactly so I love making sure that I stay uptodate with my IT spend. And just like you said with project management, I use my planner all the time.

So I have my todo list and my completed list. But its not just Microsoft applications, we can also click on the plus button here which adds our tabs. And I can add thirdparty app services and tools via our tabs connectors and bots. And if you havent checked out our App Store, I highly recommend you do so.

Jeremy Very cool. But why dont we keep moving down the navigation bar and talk about something important to everyone, meetings and your calendar. How does Teams help me there?

Sure, so Microsoft Teams has a complete meeting solution that supports sharing, article and audio conferencing. So now here you can see my daily view of all my meetings. I can also schedule a meeting from the platform as well as we just announced you can create a live event. And this now can hold up to 10, 000 participants and they can participate in realtime. So Jeremy, do you mind jumping into this exec review meeting here and we can show some extra capabilities that we have?

Yeah, lets do it. Its actually, here I can actually see that Ive got the meeting scheduled for me. I can see all the different attendees, chat with participants.

I can set up a textbased chat channel for those folks. Now if I go ahead and click join, the nice thing here and one of the things that I love about Teams is before I actually joined the meeting, it gives me this prejoin screen. So it saves me in terms of if I want to mute my microphone, if I want to turn my camera off, maybe I just woke up or something, maybe Im in a VTC room I wanna join with the audio turned off because its coming through. VTC audio and article system. And one of my favorite things now with Teams actually and we cant see it here cause its just the two of us but if a lot of people are prejoined into the call, itll say youre a bit late to the meeting, maybe, theres five different people already on, will mute your microphone by default.

So Im gonna go ahead and click join now. So when I join that meeting, Im gonna go ahead and mute my microphone. So I joined that meeting.

I can see that Ayas in the meeting. There she is. Now we can see on the two different screens. We have me on the left, Aya on the right, on my right, opposite if youre watching from that angle.

And Im gonna go ahead and show what I can do also from a content sharing perspective. So here I can share my desktop if I wanna do that. I can share also individual windows using remote app capabilities just to show the window itself. And then even PowerPoint files because these are a part of my most recently used documents, theyre surfaced right here. And that way I can actually use Teamss native integration with PowerPoint online to actually present that file.

And if I want, I can allow people to even fast forward through that content. Its really an efficient way to do remote presentations. So we also added the ability to record your meetings.

And this is really helpful if someone misses the meeting or you wanna go back and review it. I can also blur my background here and remove distractions behind me so that I can stay focused in on the meeting. And I use this all the time whether Im at a airport or if Im at a cafe or even working from home. So I use this on a regular basis. Sounds good, lets look into one.

You can actually do some things in terms of using the captions and actually search through that content, right? Totally, so you can see here that we recorded this Teams rollout planning meeting and now I can click into it and watch the meeting in its entirety. But sometimes I dont have time or I really wanna focus on a specific part of the meeting. And now with our transcription services, powered by Microsoft Stream, I can turn on captioning on and see exactly whats being said. But I can also search for specific keywords.

In this case, Im interested in guess access. So now I can actually click into this and the meeting recording will jump to that specific point and now I can pay attention right from here, make sure I have all the information and action items. And its really great if you werent in that meeting or maybe late to that meeting and somebody mentioned your name and you wanna search for your name for example.

Really, really cool stuff to be able to search the captions and find exactly that point in the meeting. So can you tell us a bit more beyond kind of the meetings, what else we can do with Teams? Sure so we also, if you have PSTN calling integrated into your Microsoft Teams configuration, you now have all of your call controls here as well as, your phone number, you have your speed dial, your favorites, as well as all of your contacts, your call history and your voicemail. Nice so switching gears though in terms of all the IT folks that are in the room.

What kinds of controls do we have for the folks that are managing or implementing and rolling out Microsoft Teams right now? Sure so Microsoft Teams can be managed the same familiar way in which you manage the rest of your Office 365 apps. And dont fret, for the security officers out there, the same controls that you are using in the security and compliance center, also apply to Teams. So, for example, lets say you have a data loss prevention policies for your files.

We now just announced that you can create data loss prevention policies for your private chats as well as your channel conversations. So we wanna make sure we protect your information in all instances. Right and so if youre new to data loss prevention, what you can see here, this is a credit card number that basically DLP or data loss prevention policies detect right while youre actually chatting that information within Teams.

We can do that now in email and SharePoint files that are stored in maybe a document library. But now even in the context of chat, Teams will be able to detect that and obfuscate that effectively from the other side of the recipient as youre sending that kind of information. Right but really my daytoday management happens in the Microsoft Teams admin center. So this is really where I can manage all my aspects around Teams such as messaging, meetings and other orgwide settings.

And so if you havent been to the admin center in awhile, weve added a bunch of new capabilities. So from here I can check into Teams and I can see every single team that has been created in my tenet. I can edit an existing one where I can add team members or change channel settings. But I can also even create a brand new team from here.

Then I can jump into users here. And this is where I can see all of the users in my Teams tenet. I can also assign specific policies per user as well.

Then Ill jump into meetings. And this is where I can define conference bridges as well as other meeting policies such as being able to record meetings and transcribe meetings. Jeremy Makes sense, yeah. Aya I can also create my live event policies here as well. Then I can jump into messaging.

And this is where I can really define the chat experience someone will have. So I can decide if they can delete a message or if they can use giphys or memes or even be able to translate messages as well. And last but not least, the orgwide settings.

This is where I can configure external access, guest access. But also if you are on the journey from moving from Skype for Business to Teams, we have definable coexistence modes. So now we can really help you with your transition.

Very cool so its great seeing all these controls and all the role that Teams plays in terms of making all these controls available to you and having all of that configurability. And all that basically in a really short time its lit up. Like Ive started following it since day one and this is a lot of stuff that you can do now. Thanks Aya for the comprehensive tour of Microsoft Teams. But if Im just getting started, Im brand new to it, where do you recommend people go to learn more?

Sure so first things first, if youre a Teams admin, make sure you actually enable it in your tenet. And if you need some resources, we have a onestop shop at aka.mssuccesswithteams. Great overview Aya.

Ans also thanks for joining us. Dont forget to stay tuned to Microsoft Mechanics for the latest tech updates across Microsoft. Thats all the time we have for this show. Well see you next time. upbeat musicp

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