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Microsoft Teams, Guest Integration & Apps

MN-GRIN 12-1-21 Jeff Godderz Kris Schulze

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Welcome

Jeff Godderz, ECM Architect �Metropolitan Council�linkedin.com/in/jeffsgo

Kris Schulze, Experience IT Program Manager

MNIT Services

Twitter: @kris_schulze

linkedin.com/in/krisschulze

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Agenda

  • Refresh on Teams
  • Meeting or Guest Access in a Team?
  • Guest Access in Teams/OneDrive�/SharePoint
  • Meeting Recording & Transcript
  • App Integration
    • Microsoft 365 apps
    • 3rd party apps

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Microsoft Teams

Teams – the central hub for teamwork in Microsoft 365, bringing together the people, information and applications you use every day

Collaborate + Communicate Seamlessly

A single place for your teams to meet with easy access to applications they use to be productive in their roles.

The Files That Matter – In One Place

Built on SharePoint, Teams allows document versioning by storing and sharing files in the cloud.

All Your Tools In One Place

Use both Microsoft based and third-party solutions in a hub that centralizes your workflows and communications.

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Meetings with External Attendees

  • Use settings to control attendees and presenter experiences
  • In standard meetings chat access is removed for external people after the meeting ends
  • If a channel meeting, external users cannot access chat unless they are part of the Team
  • Files shared in a standard meeting are shared via OneDrive
  • Files shared in a channel meeting are stored in SharePoint and cannot be accessed by external user if they are not part of the team
  • Breakout rooms
    • Cannot be used if attending on Internet Explorer
    • Access to use the chat of the breakout lost after rooms close
    • Audio Conference Attendees cannot be put into breakouts

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Guest Access

  • Securing your guest experiences
  • Data Practices Request
    • The Met Council stance is that if a communication or content share occurs on our environments then it is our responsibility to provide the data associated with a request. We view other organizations responsibility to be the same.

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Meeting Recordings and Transcription

  • Meeting recordings are no longer automatically saved to Stream
    • Saved to OneDrive if a standard meeting and SharePoint if a channel meeting
  • Microsoft has plans to implement a 60-day deletion policy on all recorded meetings in �December 2021 but may be Quarter 1
    • This policy can be adjusted by system administrators but does come in automatically on.
  • Transcripts are currently stored in the Microsoft Teams “Sub-straight” and not reachable �via eDiscovory tools
  • Microsoft is planning on making a copy of the file and storing it in exchange for future discovery ability, in addition, they plan on putting the same deletion policy in place for transcription.
  • If someone on legal hold attends a recorded meeting, the legal hold function in M365 will not recognize this and follow the recorders retention policy.
  • The Met Council stance is meeting recordings are not considered official record of the meeting and NOT a substitute for meeting minutes as required by organizational policy and/or state or federal law.  Met Council will allow the deletion policy to take effect as planned by Microsoft.
  • We recommend engaging your legal team to obtain guidance on what should be in place for meeting recordings and transcripts.

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App Integration

  • Can be used in both chats and channels
  • Select Apps tab on left nav of Teams to see apps available at your organization
    • Microsoft Apps such as OneNote, Forms, Praise, Bookings, Lists, Shifts, Stream, Power BI
    • 3rd Party Apps such as Trello, Polly, not currently allowed at State of MN and are allowed at Met Council
  • Power Automate and Apps coming soon to state of MN and are available at Met Council
  • More from Microsoft about Apps and services (microsoft.com)

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Questions

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Thanks!

Jeff Godderz, jeffrey.godderz@metc.state.mn.us

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Kris Schulze, MNIT Services, Kris.Schulze@state.mn.us

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