How to use Microsoft Teams, a demo tutorial (2019)

How to use Microsoft Teams, a demo tutorial (2019)

(audience clapping) – Hello everyone and welcome
to Microsoft Mechanics Live. Coming up, we’re gonna show a
whole tour of Microsoft Teams. If you’re new to it, we’re
going to take a closer look at how you can actually use it as the hub for teamwork in Microsoft 365. And we’re 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 you’re in IT, we’re also gonna
demonstrate Microsoft Teams, end-to-end 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 four-in-one solution. You have your messaging, which is your rich, chat-based 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 enterprise-grade
security to protect your data as well as your compliance
and security controls that you’d 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 industry-specific workflows. That includes highly-regulated 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 IT/admin experiences. It’s 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 day-to-day 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 you’re interested in that, I highly recommend you check that out. – [Jeremy] That’s 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 to-do list in the morning. – [Jeremy] Right. – [Aya} Then I can jump to chat. And this is where I have
my private one-on-one 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, I’m a part of a couple different teams. I’m 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
upgrade-related will be in the Teams Upgrade channel. And so you can see here my
Knowledge Share channel is bolded and that means that there’s
new information in there that I haven’t read yet. And if there are extra decorations, that means if there’s an important message or if I’m app-mentioned, you’ll also see an app mark. But, so let’s 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 I’ve been working with Miriam here and she’s written back in German. – [Jeremy] Oh yeah I speak German so it sounds like she’s pretty excited. – Oh lucky you. I don’t speak German but now with our in-line translation feature, I can actually translate
her German into English. So now I know exactly what she’s saying. And I love this feature ’cause now I can
collaborate and communicate with people all around the world, even if we don’t 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 who’s
a part of your organization and who is not. So if I want to compose a message, I can use our rich-text 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 didn’t 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 doesn’t love to use that. – Oh of course. – So why don’t 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 we’re 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 we’re 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 co-authoring 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 you’re 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 don’t actually see it. They don’t know where the
files are being stored. They don’t have to know that their file’s in a document
library somewhere. It’s 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 it’s also
important to make sure that our Teams stay in the flow
and the context of their work. And one way that we’re 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 third-party app or service, so that you have your
content in real-time updates really just a click away. – [Jeremy] It’s really great here to see Power BI’s the dashboard but you can even get to
planner and some other things. – [Aya] Exactly so I love making sure that I stay up-to-date with my IT spend. And just like you said
with project management, I use my planner all the time. So I have my to-do list
and my completed list. But it’s not just Microsoft applications, we can also click on the plus button here which adds our tabs. And I can add third-party
app services and tools via our tabs connectors and bots. And if you haven’t
checked out our App Store, I highly recommend you do so. – [Jeremy] Very cool. But why don’t 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, video
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 real-time. So Jeremy, do you mind jumping into this exec review meeting here and we can show some extra
capabilities that we have? – Yeah, let’s do it. It’s actually, here I
can actually see that I’ve got the meeting scheduled for me. I can see all the different attendees, chat with participants. I can set up a text-based
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 pre-join 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 I’m in a VTC room I wanna join with the audio turned off because it’s coming through. VTC audio and video system. And one of my favorite things
now with Teams actually and we can’t see it here
’cause it’s just the two of us but if a lot of people are
pre-joined into the call, it’ll say you’re a bit
late to the meeting, maybe, there’s five different people already on, will mute your microphone by default. So I’m gonna go ahead and click join now. So when I join that meeting, I’m gonna go ahead and mute my microphone. So I joined that meeting. I can see that Aya’s 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 you’re
watching from that angle. And I’m 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, they’re surfaced right here. And that way I can actually
use Teams’s 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. It’s 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 I’m at a airport
or if I’m at a cafe or even working from home. So I use this on a regular basis. – Sounds good, let’s 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
roll-out planning meeting and now I can click into it and watch the meeting in its entirety. But sometimes I don’t 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 what’s being said. But I can also search
for specific keywords. In this case, I’m
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 it’s really great if
you weren’t 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 don’t 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, let’s 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 you’re
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 you’re 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 you’re sending that
kind of information. – Right but really my
day-to-day 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 org-wide settings. And so if you haven’t been to
the admin center in awhile, we’ve 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 I’ll 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 org-wide 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 co-existence modes. So now we can really help
you with your transition. – Very cool so it’s 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 it’s lit up. Like I’ve 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 I’m just getting started, I’m brand new to it, where do you recommend
people go to learn more? – Sure so first things first,
if you’re a Teams admin, make sure you actually
enable it in your tenet. And if you need some resources, we have a one-stop shop at – Great overview Aya. Ans also thanks for joining us. Don’t forget to stay tuned
to Microsoft Mechanics for the latest tech
updates across Microsoft. That’s all the time we have for this show. We’ll see you next time. (upbeat music)

Danny Hutson

23 thoughts on “How to use Microsoft Teams, a demo tutorial (2019)

  1. Teams can be archived and if only Channels could be archived. We work on various monthly items (subjects) such as a monthly news magazine and when one is complete, we would live to be able to archive that Channel only

  2. I love Teams. Just waiting for the Private Channels to be released. PLEASE get that working or at least post an update…

  3. Superb how to video 😍 love this video as it defintly [gives|gave] us more [ideas|things to think about] for our own channel

  4. For the love of all this is good in the Universe…please make it easier to retrieve Chat threads from many months ago. Using the search bar at the top is not very efficient…it tends to retrieve just one Chat item and not the surrounding thread…and when you are searching by date range you are left helpless.

  5. file management on teams is still a pain especially for users who are trying to move a whole bunch of their files in and out of teams site. This is critical tasks especially for those who's just into using teams.

  6. Such a great tool for education… Unfortunately it doesn't work with two tenants (faculty tenant and students tenant)

  7. is it better to have it in Cloud or download on PC? I want to be able to access it from different devices, but I need to be able to share documents that are not created in Office 365, but also Office 2010. Possible?

  8. the language translator is so cool..We really need it for Spanish out here in California…it's our second language, we should know we have help…

  9. Could you allow cooperation with people from the same company (domain) but not connected to MS Exchange? I can cooperate with clients but can't add my own team. :/

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