Microsoft Teams For Dummies

 
 
Standards Information Network (Verlag)
  • 2. Auflage
  • |
  • erschienen am 24. März 2021
  • |
  • 320 Seiten
 
E-Book | ePUB mit Adobe-DRM | Systemvoraussetzungen
978-1-119-78626-9 (ISBN)
 
Work seamlessly together with Microsoft Teams

It was only a matter of time before Microsoft 365 built an actual virtual office. And Microsoft Teams is it, rocketing from 13 to 75 million daily users in a single year. The new edition of Microsoft Teams For Dummies gives you an in-depth introductory tour through the latest version of the app, exploring the many different ways you can chat, call, meet, work remotely, and collaborate with others in real time-whether you're using it as an all-in-one tool for working from home or as an extension to your brick-and-mortar office. Available as a stand-alone app or as part of Microsoft 365, it allows you to work seamlessly with almost any other Microsoft app.

The friendly onboarding provided by this book takes you from the basics of file-sharing, organizing teams, and using video to must-have insights into less obvious functionality, such as posting the same message to multiple channels, muffling background noise (useful if you're working from home!), and choosing more than one feed to concentrate on when video-conferencing (allowing you to pay attention to the speaker and your team members at the same time). As well as clueing you in on how things work, you'll also find advice on the most effective ways of using them, with best-practices recommendations and tips on integrating Microsoft Teams into your existing workflows.



Set up the interface
Communicate on chat and video, inside and outside your org
Integrate Microsoft Teams with your other Office apps
Optimize your approach to meetings, working across large teams, and more!

Whether you're using Microsoft Teams for work, within your family, or for a collaborative hobby, you'll find everything you need to get everyone on the same page in the same virtual room.
2nd Revised edition
  • Englisch
  • USA
John Wiley & Sons Inc
  • Überarbeitete Ausgabe
  • Reflowable
  • 15,28 MB
978-1-119-78626-9 (9781119786269)

weitere Ausgaben werden ermittelt
Rosemarie Withee is a technology professional and the author of the latest editions of Office 365 For Dummies and Sharepoint For Dummies, as well as the first edition of Microsoft Teams For Dummies.
Introduction 1

About This Book 1

Foolish Assumptions 2

Icons Used in This Book 2

Beyond the Book 3

Where to Go from Here 3

Part 1: Getting Started with Microsoft Teams 5

Chapter 1: Getting Up and Running with Microsoft Teams 7

Wrapping Your Head Around Microsoft Teams 8

Getting Familiar with Teams Terminology 10

Getting Started with the Teams App 11

Getting Teams for free 11

Getting Teams through Microsoft 365 14

Chapter 2: Navigating Microsoft Teams 17

Downloading, Installing, and Opening Teams 17

Taking a Quick Spin Around Teams 22

Activity 22

Chat 23

Teams 23

Calendar 24

Calls 24

Files 26

Using Teams Across Many Devices and Platforms 26

Using Teams to Organize Your Life 27

Chapter 3: Starting Your First Team and Managing Settings 29

Creating a New Team 29

Inviting People to Your Team 35

Managing Your Team Settings 37

Managing User Settings 40

General 42

Privacy 43

Notifications 43

Devices 44

Permissions 44

Calls 44

Part 2: Exploring Chat, Teams, Channels, and Apps 45

Chapter 4: Staying Connected to Others with Channels and Chat 47

Instant Messaging in Teams 48

Sending Messages in Channels 49

Creating a New Channel 51

Configuring a Channel 54

Adding Moderators 57

Moving from a Channel to a Chat 58

Starting a private chat 59

Adding multiple people to a chat 60

Giving a chat a title 61

Pinning a chat to the top of the list 62

Sending More than Text When Chatting 62

Adding emojis, GIFs, and stickers 63

Adding a file 64

Reacting to chat messages 66

Chapter 5: Extending Teams with Apps, Bots, and Connectors 67

Discovering Apps Already Installed 68

The Files tab 68

The Wiki tab 69

Browsing and Adding Apps 70

Exploring Popular Apps 74

Popular apps from Microsoft 74

Popular apps from third-party companies 78

Integrating Teams with Microsoft Power Platform 80

Power BI 81

Power Apps 81

Power Automate 82

Power Virtual Agents 82

Setting Permissions for Apps 83

Getting Chatty with Bots 84

Chapter 6: Unshackling Yourself with the Teams Mobile App 85

Installing the Teams Mobile App 86

Installing on iOS 86

Installing on Android 86

Finding Your Way Around the Teams Mobile App 89

Tapping Your Way through Teams 92

Interacting with messages 93

Getting used to navigation 94

Organizing Your Home Life 95

Using the mobile app for chatting 96

Using the mobile app for calling 97

Sharing files with contacts or groups 98

Planning events 99

Sharing your location 100

Chapter 7: Working with People Outside Your Organization 103

Understanding How Teams Works with People Outside Your Organization 104

Working with Guest Users 105

Enabling guest access 105

Configuring guest settings 106

Inviting guests to the team 108

Understanding the guest user experience 112

Setting permissions for guest users at the team level 112

Interacting with External Users 114

Chapter 8: Taming the Noise and Staying Focused 117

Embracing the Activity Feed 118

Hiding and Showing Teams and Channels 119

Filtering by Team or Channel 121

Changing the Order of Teams in Your List 122

Muting Channels to Decrease Notifications 122

Tracking Important Activity with Custom Notifications 124

Searching for Past Conversations 124

Getting Creative with Search and Hashtags 125

Part 3: Staying in Sync with Meetings and Conferencing 127

Chapter 9: Working Remotely: Embracing Teams to Make Meetings Better 129

Getting Up to Speed with Teams Meetings 130

Viewing Your Calendar in Teams 131

Creating a New Meeting and Inviting People 132

Joining an Existing Meeting 136

Using Teams for Conference Calls 137

Connecting with Video 138

Breaking Out into Breakout Rooms 141

Getting Together with Together Mode 146

Enabling Together Mode 147

Using Together Mode in your meetings 147

What Are Live Events? 148

Chapter 10: Bringing Teams into the Physical World 151

Discovering How Teams is More Than Software 152

Going Hands Free with Teams 153

Getting Visual with Cameras 154

Using Desktop Phones for Teams 155

Turning a Conference Room into a Teams Room 156

Part 4: Taking Communication to the Next Level with Voice 159

Chapter 11: Making and Receiving Calls 161

Making Phone Calls in Teams 161

Calling another Teams user 162

Finding the Calls dashboard 163

Receiving a Call in Teams 165

Using Teams with Phone Numbers 165

Adding Phone Numbers to Teams 167

Obtaining a license and dial plan 167

Signing up for a new phone number 169

Assigning a phone number to a Teams user 172

Bringing an existing phone number to Teams 173

Unassigning or changing the phone number assigned to a user 175

Setting Up a Teams Phone 176

Chapter 12: Letting Teams Be Your Personal Operator 177

Setting Up Audio Devices in Teams 178

Customizing How You Receive Calls 181

Restricting Calls with Do Not Disturb 182

Delegating Access to Others 183

Digging into Modern Voicemail 185

Understanding Phone Number Types 187

Taking calls in an orderly fashion with call queues 188

Routing callers with auto attendants 190

Part 5: Becoming a Microsoft Teams Administrator 193

Chapter 13: Getting to Know the Teams Admin Center 195

Finding and Signing In to the Teams Admin Center 196

Getting Familiar with the Teams Admin Center 198

Adding New Users to Microsoft 365 and Teams 202

Managing Teams Users 204

Chapter 14: Digging into Teams Administration 207

Configuring Teams 208

Making Configuration Changes for Meetings 209

Conference bridges 210

Meeting policies 210

Meeting settings 211

Live events policies 211

Live events settings 212

Adjusting Settings for the Entire Organization 212

Identifying Locations of Offices and Buildings 213

Adding Default Teams Apps 214

Setting Policies for Chat and Channels 217

Managing Devices for Your Organization 218

Part 6: Molding Teams to Fit Your Unique Organization 219

Chapter 15: Using Teams in Small and Medium-Sized Organizations 221

Focusing on the Internet 222

Understanding How Teams Fits Your Organization 223

Keeping it simple (1 or 2 people) 224

Taking your organization to the next level (2 to 25 people) 226

Growing large (25 to 250 people) 227

Chapter 16: Unleashing Features Designed for Large Enterprises 229

Managing Large Numbers of Teams 230

Archiving a team 232

Deleting a team 235

Bringing in the Network Engineers 235

Dividing and Conquering with Fine-Tuned Admin Roles 237

Creating a Policy to Retain or Delete Content 238

Exploring Enterprise Voice Features 240

Reporting and Analytics 241

Upgrading from Skype for Business to Teams 243

Getting Help from the Experts 243

Chapter 17: Learning How Teams Embraces Industry-Specific Needs 245

Getting the Most from Teams for Education 246

Creating a team from a class list 246

Using Insights to assess student engagement 247

Using FlipGrid 248

Using Teams in Government Agencies 249

Leveraging Teams for Consulting and Service-Based Companies 250

Empowering Healthcare Providers 250

Modernizing Retail Stores 251

Tapping into Teams for Firstline Workers 252

Part 7: The Part of Tens 255

Chapter 18: Ten Tips for Better Teams Meetings 257

Chatting During a Meeting 257

Capturing a Meeting with a Recording 258

Keeping Noise Under Control with Mute 260

Blurring Your Background 261

Taking Notes 263

Using a Whiteboard 265

Sharing Your Screen 267

Taking Control of Someone Else's Screen 268

Organizing Teams to Fit Your Meeting Needs 269

Using Teams While a Meeting is in Progress 269

Chapter 19: Ten Teams Apps Worth Discovering 271

Microsoft Office 271

Task Management 272

Design 273

Customer Service 274

Development 275

Education 276

Social Media 277

Survey 277

Marketing 278

Miscellaneous 278

Chapter 20: Ten Ways to Learn More About Teams 281

Get Information Directly from Microsoft 281

Enroll in an Online Class 283

Keep Up with Experts 284

Attend User Groups and Meetups 285

Get Certified 286

Subscribe to the Microsoft Teams Podcast 286

Attend the Microsoft Ignite Conference 287

Get Updates in Your Inbox 288

Discover the Microsoft Teams Roadmap 289

Continue Learning with Rosemarie (Your Author) 290

Index 293

Chapter 1

Getting Up and Running with Microsoft Teams


IN THIS CHAPTER

Gaining a general understanding of Teams

Getting familiar with basic Teams terminology

Finding Microsoft Teams on the Internet

Figuring out where to sign up and sign in

I admit that when I first heard about Microsoft Teams, I was not very impressed. The market was already filled with chat programs. Microsoft even purchased the most popular one, Skype! So why did Microsoft decide to create more software that was redundant? Well, that was a few years ago, and since then, I have experienced firsthand the vision Microsoft had for Teams, what it has become, and why it has surpassed SharePoint as the fastest growing product in Microsoft's history.

In this chapter, you see what makes Teams so special. First, you take a quick spin around the Teams interface and learn some of the basic Teams terminology. Then, you get up and running with the Teams app in a quick tutorial that helps you find the Teams app online. After that you find out how to sign up and sign in. Let's get Team-ing!

Wrapping Your Head Around Microsoft Teams


Microsoft Teams is a relative newcomer to the world of business communication software. It was first announced in 2017, and when I first heard about it, I wasn't sure what to make of it. I had been using Skype to chat with friends and family for years, and I had used Lync (later rebranded Skype for Business) for business communications. Since its announcement, Teams has been integrated with just about every product Microsoft offers and has swallowed all the features that used to make Skype for Business so great. You can make phone calls, chat, conduct meetings, share your screen, and have video calls, just to name a few of the features Teams offers.

Microsoft Teams as a communications platform, replacing Skype for Business, is nice, but that is not what has made it the fastest growing product in Microsoft history. What makes Teams so special is that Microsoft has invested heavily to make it the face and entry point to almost all other Office services. For example, I am writing this book using Microsoft Word, but I am doing so from within the Teams app, as shown in Figure 1-1.

FIGURE 1-1: Using Microsoft Word from within Teams.

In addition to integrating with Microsoft Office, Teams also integrates with many third-party applications, as shown in Figure 1-2.

FIGURE 1-2: Some of the apps that integrate with Teams.

To be fair, the big competitor to Teams called Slack (https://slack.com), is also racing to integrate other software and be the primary business tool you use for communications and productivity. Slack had a head start - hitting the market in 2013 - and became incredibly popular very quickly. However, Microsoft had a big advantage in that so many people already used Office products, so when Microsoft integrated Office with Teams, it was an easy move for users to start using Teams. In fact, in 2020 it was announced that there are more active users of Teams now than Slack. That is a big milestone!

Don't get me wrong; I still use Slack in my consulting business, since some of my clients only use Slack and don't use Teams. In fact, I use other apps, too, such as Google Workspace (https://workspace.google.com) and Zoom (https://zoom.us). Zoom has become extremely popular for video calling especially for groups. However, Zoom is focused on video calling and lacks the integrated capabilities needed to do effective remote work and collaboration.

Microsoft Teams is becoming the one app to rule them all in the Microsoft world. It has become the entry point for Office applications as well as other non-Microsoft software. This is the reason it has grown so quickly. If you are using Microsoft 365, you may find yourself using the integrated services through Teams instead of trying to remember how to use them independently.

TEAMS IN THE TIME OF COVID-19


In 2020, a global pandemic changed the way many people around the world work, communicate, and collaborate. Governments around the world introduced stay-at-home orders, and those workers who could work remotely were told to do so. Although working from home is not a new concept, the COVID-19 pandemic forced the arrangement on almost everyone seemingly overnight. Most organizations did not have a remote-work policy in place; pre-pandemic, managers often dealt with the issue on a case-to-case basis. However, that all changed when the pandemic hit. Any job that could be done remotely became remote-only, and workers immediately adapted to it.

Microsoft Teams and other virtual collaboration tools helped with that transition by helping to maintain resiliency in team dynamics. The pivot from working together in-person to working together in a virtual fashion was made easier. Like many others, my routine went from attending many in-person meetings to attending all virtual meetings. I found that I rarely thought about where the other person was physically located anymore. Once these tools are embraced, anyone can work from any location with the only requirement being a stable Internet connection.

Getting Familiar with Teams Terminology


Just like every other software program out there, Microsoft Teams has its own set of words. But the good news is that the list is short! Whew. Throughout this book you will explore the concepts of Teams in detail, and keeping the terminology in Teams straight can be a challenge. For example, you will eventually find yourself inviting one of your teammates to your Teams team. Or asking what Teams team your coworker is talking about. Once you get used to it, the terminology will seem normal.

To get a jump on the terms, here are some quick definitions:

  • Teams: Use the term Teams (uppercased) to refer to the product itself.
  • Team: A team (lowercased) is a group of users. You can specify settings for teams and have multiple teams within Microsoft Teams. For example, you might want to create a team for accounting, a team for legal, and another team for external contacts.
  • Channel: A channel is a group chat within a team. A team can have multiple group chats with the idea being that you can create a chat for different topics.
  • Thread: A thread is a specific topic of discussion within a channel. For example, one person might start a new thread in the channel and then others can reply to that thread. You can have multiple threads going in a channel at the same time.
  • External/guest user: An external or guest user is a user that is not part of your organization. For example, you might be a consultant and need to communicate with the company's accountant. You can invite that person as a guest user to your team.

There are, of course, many more terms that you will become familiar with as you continue on your Teams journey, but these are the basic terms to get you started. Once you get familiar with the relationship between Teams, a team, a channel, and a thread, you have all the knowledge you need to dive in further and get productive.

Getting Started with the Teams App


Now that you have an idea of what makes Microsoft Teams a useful tool for online collaboration and communication and got a glimpse at some of the Teams terminology, it's time to dive in and take a look at the app for yourself.

Microsoft Teams is available either as a free, stand-alone app that you can download from the Internet, or as part of a bundle of software, such as Microsoft 365. The free, no-commitment version of Teams offers such features as unlimited messages and search capabilities, 10GB of shared storage across the app, and audio and video calls between members.

The more robust version of Teams is available through a subscription to Microsoft 365 and provides all of those features as well as a whole host of others, including 1TB of storage per organization, Exchange email hosting, access to OneDrive, SharePoint, and other Microsoft 365 services, enhanced security features, and 24/7 phone and web support among other administrative tools. A snapshot of the various Teams versions is shown in Figure 1-3. More details can be found at www.microsoft.com/en-us/microsoft-teams/compare-microsoft-teams-options.

Getting Teams for free


You can sign up for Teams for free without buying the Microsoft 365 bundle. You won't get all the integrations and benefits Microsoft 365 provides, but you will get Teams.

FIGURE 1-3: Teams comes in many different flavors depending on your needs.

To sign up for the free version of Microsoft Teams, follow these steps:

  1. Open your favorite web browser and go to https://products.office.com/microsoft-teams.
  2. Click the Sign Up For Free button.
  3. Enter your email address and either sign in with your existing Microsoft account or create a new one.

    If this is the first time you are using a Microsoft service, you will be asked to verify your email address. A code will be sent to your email address and you will be asked to enter that code.

    Once you verify your...

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