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Microsoft Teams, SharePoint and OneDrive

MN-GRIN 10-28-21 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

Part 1 - October

Overview
Intro to Teams
Content & Collaboration Management
Learn more

Part 2 – November

Guest access, Meetings, App Integration

Part 3 – December

Compliance, Records Management

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Why Teams?

Start with a business reason why
Need to enable people to successfully leverage Teams in order to provide continuity of government
Enable our organizations to work in a hybrid, remote world

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Intro to Teams

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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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Stay connected with cross platform experience

Pick up where you left off across desktop, mobile or web browser across multiple platforms including Windows, iOS and Android.

Desktop

Mobile

Web

iPhone

Android

iPad

OS X 10.10+

Windows

Edge

Chrome

SAY: Engage in a consistent experience with Teams across multiple device platforms.

Anything about whether data is downloaded to personal devices when using mobile app?

DO:

Download the Teams app on the customer’s mobile device
Demo Activity

Filter

Demo Chat

New chat
How to mute
How to hide
How to mark read/unread
How to call/meet now
How to add a file & photos
How to view files

Demo Teams

How to see all teams
How to see information in channels

Conversations, files

How to post a conversation
How to upload a picture or file
How to manage teams
How to create new team

Demo Meetings

How to view your calendar
How to view meeting details
How to join a meeting
How to create a new meeting

Demo Calls

How to view call history
How to make a new call

Demo Settings

Set status
Create status message
Control notifications

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Communicate through chat and meetings

Collaborate and communicate across geographies, languages, and organizations

SAY: Teams is many things but one of which is a communication tool.

SAY and DEMO:

Activity area
Teams Sites

Conversation’s

Teams meetings – virtual meeting space that is scheduled in advance. *If scheduling with external users it is important to understand if the customer has enabled conference line numbers. If not, an external user will have to join via the “Join Teams Meeting Link” sent to their email.
Teams meetings within channels – meet specifically with members of a channel. Your meeting will post to the channel as well as meeting notes and the recording (if recorded)
Meet Now – Instantly video or voice call an individual or group of people. You can invite individuals to a meet now either through the meetings area on the left-hand pane or a chat.
Live Meeting – used for large groups of people – anyone with the link can join a live meeting

Calls – You have the availability to voice call individuals in the customer’s organization (voice calls happen over the internet so you will need an internet connection to conduct a call). You can call 1 person or a group of people. Calls can be made from the calls area on the left-hand pane or from a chat.

Meeting Chat – Chat that happens inside a specific meeting.. This chat creates it’s own chat so you can stay connected when the meeting is not in session. If the meeting is reoccurring the chat will stay persistent for the life of the meeting occurrence. The name of the chat will also mimic the name of the meeting.
Personal Chat – You and one other person. Use personal chats to communicate with one another. Chat stays persistent and doesn’t go away. This allows you to be able to upload documents to a chat for easy collaboration. Teams chats files are not stored in SharePoint but instead One Drive for Business.
Group Chat – Used by a group of individuals. This has the functionality of a private chat. You can add or remove someone from a group chat at any time. If you choose to add someone you will have the option to choose what chat history they will be able to see.

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File Collaboration in the Cloud

Teams makes teamwork easy. Coauthor and share files with popular Microsoft 365 apps like Word, Excel, PowerPoint, OneNote, and SharePoint.

SAY: Teams sites are backed by Share Point sites therefore information uploaded is in the cloud! When a document is uploaded to a Team’s channel everyone in the channel has access to the document. This document will live in 1 of 2 places:

DO:

Demo files area on the left-hand pane (as shown in the picture)
Demo files tab in the channel

SAY: The files are on the left-hand pane will show you what files you have access to across your Team’s sites.

The files tab in a specific channel will show you what files live in that channel.

SAY: Because a document is Teams is stored in the cloud you now have the ability to collaborate with your teammates. We call this “co-authoring”. You can also to “chat” and “meet now” within the document. Because chat is persistent it will remain in the document for the life of the document.

DO:

Demo files and co-authoring

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Demo

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File Collaboration in the Cloud

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Teams, SharePoint & OneDrive�Collaboration

OneDrive is for MY files and SharePoint or Teams is for OUR files
Can always view your Team files in SharePoint
Know where your files are –SharePoint if uploaded in a Channel and OneDrive if uploaded to Chat
Monitor OneDrive to see what is shared with you and what you’ve shared with others
Recordings are saved to SharePoint for Channel meetings and OneDrive for scheduled non-channel meetings

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Managing Collaboration

OneDrive �(My Content)

Co-authoring file collaboration

Teams �(Our Content)

Channels and private channels
Posts and reply to posts
Co-authoring file collaboration
Add additional resources as needed

SharePoint �(Everyone's Content)

Co-authoring file collaboration
Information sharing/broadcasting

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Demo

OneDrive
SharePoint
Teams

File Sharing (Internal and External)

Web apps
Sync Client
Co-authoring

OneDrive

Desktop Client
Web App
Posts

Teams

Online
Intranet

SharePoint

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Learn more

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Microsoft resources for end users

Welcome to Teams! 2-minute video intro to Teams
Do it on Teams - https://www.microsoft.com/DoItOnTeams

Quick start guide
Video training

Microsoft Teams help center website
Teams Interactive Demo - 5-min tutorial
Help within application
Accessibility support for Teams

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Non-Microsoft Learning Resources & User Groups

MN M365 User Group Monthly Events & Admin Days
jumpto365 Blog - Office 365 Guidance & Training by Matt Wade
Microsoft 365 Government Community Call | AvePoint monthly discussions focused on Government
Public Sector Blog - Microsoft Tech Community

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Learning Pathways for State of MN employees

Learning Pathways for state employees https://mn365.sharepoint.com/sites/MNIT-TechToolkit/ OR Learn Icon on left navigation in Teams

Microsoft instructor-led training
Microsoft 365 office hours
Online tutorials
News posts & updates

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Join the State of MN Champions Team

Any State of MN employee, from beginner to pro, are invited to join MNIT_Teams_Champions
Find learning resources, tutorials and getting started information
Share tips, ask & answer questions
Hear about learning opportunities

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Met Council: METNET

Open METNET
Select Councilwide Services > Enterprise Content Management > Collaboration Tools > Microsoft Teams

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Met Council: METNET

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Thanks!

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

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

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Bonus: Teams Tips

Information Technology for Minnesota Government | mn.gov/mnit

23

10/18/2021

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Chat

Use private chats for 1-1 or 1-few
For ad-hoc conversations
Add someone to chat with option to see history
Name private chat groups
Files uploaded in private chat are saved in OneDrive
Meeting Chats for scheduled, non-channel meetings

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Create a team

Caution! Public (entire tenant) vs. Private Teams
Build teams gradually – think about what you need and who should be added
Channels should be thought of as topics or workstreams, workgroup, or project
Before creating Teams – check out Teams and channels for team owners

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Channel Posts

Use Like (thumbs up) for “got it” or “okay” or “saw the message”
@mention to get attention
Use subject lines and message editing when starting new conversations (Use the “A” Format icon)
Don’t mix up your Start a conversation with Reply to a conversation

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Files

OneDrive is for MY files and SharePoint or Teams is for OUR files
Can always view your Team files in SharePoint
Know where your files are –SharePoint if uploaded in a Channel and OneDrive if uploaded to Chat
Monitor OneDrive to see what is shared with you and what you’ve shared with others
Recordings are saved to SharePoint for Channel meetings and OneDrive for scheduled non-channel meetings