Mastering Microsoft Teams : End User Guide to Practical Usage, Collaboration, and Governance

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Table of Contents 5 About the Authors 13 About the Technical Reviewer 15 Introduction 16 Chapter 1: Introduction to Microsoft Teams 17 How to Use and Access Teams 20 Background: The Journey from Skype 21 What Is Included When Creating a Team 21 SharePoint and Teams 22 Using the SharePoint Site Collection Outside of Teams 24 Groups and Teams 25 OneDrive for Business and Teams 26 Summary 26 Chapter 2: Working in Teams 27 Teams 29 Creating a Team 29 Managing a Team 31 Editing a Team 31 Adding Team Members 32 Deleting a Team 33 Channels 34 Adding a Channel 35 Adding a Private Channel 36 Editing a Channel 37 Deleting a Channel 38 Restoring a Channel 39 Channel Email 39 Channel Link 41 Favoriting a Channel 42 Following a Channel 42 Managing Channels 43 Pinning a Channel 44 Tabs 45 Posts Tab 45 Files Tab 46 Uploading Files 47 Deleting Files 47 Downloading Files 47 Wiki Tab 48 Adding a Tab 49 Deleting a Tab 50 Connectors 51 Search 52 Using the Search Filter 54 Search for Messages Within Teams 54 Search for Teams and Channels 55 How to Use Search Modifiers 56 Quick Commands and the Command Bar 56 @commands 56 /commands 58 /activity 59 /dnd, /busy, /away, /available 59 /who 59 Tips 61 Keyboard Shortcuts 61 Ctrl+K (Adding a Link) 62 Summary 63 Chapter 3: Communicating in Teams 64 Notifications in Microsoft Teams 64 General Notification Settings 65 Channel, Conversations, and Chat Notifications 67 Notifications on Teams Mobile App 68 Channel Conversations 69 Mentioning a Team Member, Channel, or Team 71 Liking a Message 72 Saving a Conversation Message 72 Message Formatting Options 73 Additional Conversation Options 75 Using Emojis 75 GIFs 76 Stickers 77 Chat 78 When to Use Chat or Channel Conversation 79 To Send a Chat Message 79 Manage Chats 79 Chat Contacts 80 Searching for a Message 81 Voice Calls 81 Phone Calls 83 Call Settings 84 Video Calls 85 Answering Incoming Call 85 Audio Quality Matters 86 Choosing the Right Form of Communication 87 Summary 87 Chapter 4: Meetings in Teams 88 Private Meetings 88 Formal vs. Informal Meetings 89 Scheduling Private Meetings 89 Using the Scheduling Assistant 91 Meeting Options 92 Inviting Unauthenticated Guests to Meetings 94 Joining Private Meetings 96 The Pre-join Meeting Screen 97 Channel Meetings 98 Scheduling Channel Meetings 99 Meet Now Meetings 100 Breakout Rooms 101 Joining a Meeting by Audio Conference 103 Meeting Controls for Participants 103 Muting the Mic 104 Disabling Video 104 Screen Sharing 104 Giving Control of the Screen 106 Meeting Reactions 106 Raise Hand 107 Polls 107 More Actions 108 Hanging Up a Meeting 109 Meeting Controls for Organizers 109 Record a Meeting 109 Admitting Participants from the Lobby 110 Muting Participants 111 Pin and Spotlight 112 The Presenter and Attendee Roles 113 Removing Participants 113 Meeting Chat 114 Meeting Attendance Report 114 End a Meeting 114 Teams Live Events 115 Create a Teams Live Event 116 Teams in the Conference Room 118 Audio Quality Matters 119 Summary 119 Chapter 5: User Adoption in Teams 120 When to Use What for Collaboration 121 User Adoption Tips 122 Change Management 122 Define Your Vision 123 Management Buy-in 123 Communicate the Benefits 124 Identify the Right Team Owners 124 Ways Team Owners Can Engage Team Members 124 Teamwork Champions 125 Stop Duplication 126 Check in with Users 126 Let the Users Have Fun 126 Business Pilots 127 Training 129 Microsoft 365 Learning Pathways 130 Microsoft 365 Adoption Resources 131 Swag 132 Ongoing Monitoring and Improvement 132 Real-World Use Cases 135 Use Case 1: Coordinating a New Initiative 136 Use Case 2: Departmental Collaboration 136 Use Case 3: Managing IT Projects 137 Summary 138 Chapter 6: Governance 139 Creating Your Own Plan 139 Organizational Structure for Teams and Channels 140 Process for Creating and Managing Teams 143 Restricting Who Can Create Teams 143 Process for Creating Teams 145 Teams Creation Options 147 No Team Creation Process 147 Pros 147 Cons 147 Team Request Reviewed by Admin or Help Desk 147 Pros 148 Cons 148 Placing Teams Requestors in a Security Group 148 Pros 148 Cons 148 SharePoint Request List That Triggers a Flow 148 Pros 149 Cons 149 SharePoint Request List with PowerShell or Code 149 Pros 149 Cons 150 Determining If a New Team Should Be Created 150 Process for Creating and Managing Channels 151 Types of Channels 151 Public Channels 151 How Public Channels Can Be Used 151 Private Channels 151 Who Should Be Able to Create Private Channels? 152 Roles and Responsibilities 152 Decision Maker 152 Office 365 Administrator 153 Team Owner 153 Team Member 154 Feature Review 154 Organizational Settings 154 Email Integration 156 External Apps and Cloud Storage 157 Cloud Storage 157 Messaging 158 Calls and Meetings 159 External Users 161 Team-Level Settings 162 Member Permissions 162 Guest Permissions 163 Email Integration 164 Team and Channel Mentions 164 Using Tags in Teams 165 Team Templates 167 Memes, GIFs, and Stickers Settings 168 Summary 168 Chapter 7: Automating Business Processes in Teams 169 What Are Bots? 169 What Bots Can Do 171 Scheduling 172 Task Management 173 Polling 173 How to Add Bots 173 Using Power Automate with Teams 175 Teams Actions in Power Automate 175 Create a Channel 176 List Channels 177 List Teams 177 Post Message 178 Templates 178 Power Automate App in Teams 179 Using Power Apps with Teams 180 Pin Power Apps to the Left Menu in Teams 182 Summary 183 Chapter 8: Known Challenges and the Future 184 Challenges with Working in Teams 184 Editing Office Documents 185 Importing and Exporting Channels, Data, and Files 186 Having Channel-Only Members 186 Public Channels 186 Converting Private Channels to Public Channels 187 Read-Only Permissions 187 Duplicate Team Names 187 Deleting a Team Without Deleting the Group 188 Teams Can Have Performance Issues 189 Challenges with Communicating in Teams 190 Channel Email Addresses 190 Issues with Governing Teams 191 Team Deletion 191 Planned Road Map 191 User Feedback 193 Summary 194 Chapter 9: Teams for Education 195 Getting Started 195 Available Team Templates 196 Class Template 197 Selecting a Class Avatar 197 Working with Class Materials 198 Setting Up a Class Notebook 199 Working with Assignments 201 Creating an Assignment 201 Grading an Assignment 203 Hiding the Student’s Names from Assignments 205 Working with Quizzes 206 Create a Quiz 207 Assigning a Quiz 207 Grades 208 Professional Learning Community 210 Working with the PLC Notebook 210 Staff Template 211 Roles and Permissions 211 Staff Notebook 211 Other Template 212 Using Whiteboard During Meetings 212 Use Insights to Track Student Engagement 214 Gauge How Students Are Feeling with Reflect 215 Community and Training for Educators 216 Index 217 Do you need to learn how to use Microsoft Teams? Are you questioning how to drive user adoption, govern content, and manage access for your Teams deployment? Either way, the second edition of this bestseller is your one-stop-shop to learning everything you need to know to find success with Microsoft Teams. Microsoft's popular chat-based collaboration software has many rich features that enable teams to be more efficient, and save valuable time and resources. However, as with all software, there is a learning curve and pitfalls that should be avoided. Begin by learning the core components and use cases for Teams. From there, the authors guide you through ideas to create governance and adoption plans that make sense for your organization or customer. Wrap up with an understanding of features and services in progress, and a roadmap to the future of the product. What You Will Learn • Implement, use, and manage Microsoft Teams • Understand how Teams drives productivity and engagement by combining the functionality of Microsoft 365 Groups, SharePoint, OneDrive, Outlook, and other services in one location • Govern, explain, and use Teams in your organization • Use Teams in a structured way to reduce users' time spent in meetings • Know the pitfalls to avoid that may create challenges in your usage of Teams • Become familiar with the functionality and components of Teams via walk-throughs, including opportunities for automating business processes in Teams • See how educators and students can use Teams to improve remote learning This book is for anyone who wants to learn Microsoft Teams. To get the most out of the book, a basic understanding of Microsoft 365 and a subscription, including a Microsoft Teams license, is useful. Melissa Hubbard specializes in driving productivity, collaboration, and communication in the modern workplace. She is a former Microsoft MVP and early adopter of Microsoft Teams, with a background in project management and the implementation of collaboration and business process automation solutions. She is particularly passionate about the topic areas of user adoption, governance, and training. Matthew J. Bailey is a Microsoft MVP and Microsoft Certified Trainer (MCT) for Noteworthy Technology Training, specializing in SharePoint, Microsoft 365 (including Teams), Azure, and Power BI. He combines his business expertise and his technical knowledge to resolve corporate challenges. He is a highly regarded presenter, avid blogger, and author, most recently of The SharePoint Business Analyst Guide. D'arce Hess is a Microsoft MVP who specializes in the creation of custom portals and experiences in SharePoint, Microsoft Teams and Microsoft 365. As a UI/UX designer and developer, she uses industry and Microsoft best practices as a base for creating solutions that simplify processes, and drive user adoption and governance from the start. She has worked with Fortune 500 companies and has become a trusted partner to her clients in the industries of healthcare, pharmaceuticals, legal, travel and tourism, and entertainment. She loves to volunteer in the community and is the leader of the Rhode Island SharePoint & Microsoft 365 User Group. Mårten Hellebro is an Office Apps and Services MVP focused on Microsoft Teams and an expert in enterprise voice. As an infrastructure, migration, and user adoption lead, Mårten has extensive experience managing numerous Teams and Skype for Business implementation projects. He regularly speaks at Microsoft conferences and other events and he organizes one of the largest Microsoft Teams conference in the Nordics "Teamsdagen". He also runs the Microsoft Teams blog msteamsswe.se, and co-hosts the Teams podcast "Teamspodden" Do you need to learn how to use Microsoft Teams? Are you questioning how to drive user adoption, govern content, and manage access for your Teams deployment? Either way, the second edition of this bestseller is your one-stop-shop to learning everything you need to know to find success with Microsoft Teams. Microsoft's popular chat-based collaboration software has many rich features that enable teams to be more efficient, and save valuable time and resources. However, as with all software, there is a learning curve and pitfalls that should be avoided. Begin by learning the core components and use cases for Teams. From there, the authors guide you through ideas to create governance and adoption plans that make sense for your organization or customer. Wrap up with an understanding of features and services in progress, and a roadmap to the future of the product. What You Will Learn Implement, use, and manage Microsoft Teams Understand how Teams drives productivity and engagement by combining the functionality of Microsoft 365 Groups, SharePoint, OneDrive, Outlook, and other services in one location Govern, explain, and use Teams in your organization Use Teams in a structured way to reduce users' time spent in meetings Know the pitfalls to avoid that may create challenges in your usage of Teams Become familiar with the functionality and components of Teams via walk-throughs, including opportunities for automating business processes in Teams See how educators and students can use Teams to improve remote learning Be aware of business productivity in a remote world with Microsoft Viva Who This Book Is For Anyone who wants to learn Microsoft Teams. To get the most out of the book, a basic understanding of Microsoft 365 and a subscription, including a Microsoft Teams license, is useful. Do you need to learn how to use Microsoft Teams? Are you questioning how to drive user adoption, govern content, and manage access for your Teams deployment? Either way, the second edition of this bestseller is your one-stop-shop to learning everything you need to know to find success with Microsoft Teams. Microsoft's popular chat-based collaboration software has many rich features that enable teams to be more efficient, and save valuable time and resources. However, as with all software, there is a learning curve and pitfalls that should be avoided. Begin by learning the core components and use cases for Teams. From there, the authors guide you through ideas to create governance and adoption plans that make sense for your organization or customer. Wrap up with an understanding of features and services in progress, and a roadmap to the future of the product. What You Will Learn Implement, use, and manage Microsoft Teams Understand how Teams drives productivity and engagement by combining the functionality of Microsoft 365 Groups, SharePoint, OneDrive, Outlook, and other services in one location Govern, explain, and use Teams in your organization Use Teams in a structured way to reduce users' time spent in meetings Know the pitfalls to avoid that may create challenges in your usage of Teams Become familiar with the functionality and components of Teams via walk-throughs, including opportunities for automating business processes in Teams See how educators and students can use Teams to improve remote learning Be aware of business productivity in a remote world with Microsoft Viva This book is for anyone who wants to learn Microsoft Teams. To get the most out of the book, a basic understanding of Office 365 and a subscription, including a Microsoft Teams license, is useful