
Mastering Microsoft Teams
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Mastering Microsoft Teams: Creating a Hub for Successful Teamwork in Office 365 shows readers how to communicate intelligently and effectively within Microsoft's powerful Office 365. This book covers all the topics required for a full and comprehensive understanding of collaborating within the Microsoft suite of software, including:
* Architecture
* Implementing Teams
* Teams and Channels
* Chats, Calls and Meetings
* Extending Teams with Custom Apps
* Conferencing
* Security and Compliance
* Best Practices for Organizational Success
Written for IT administrators, managers, supervisors, and team members who participate or want to participate in a Microsoft Teams environment, Mastering Microsoft Teams introduces readers to the architecture and structure of the software before showing, in a straightforward and simple way, how to optimize the collaboration experience.
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Persons
Christina Wheeler is a Microsoft® MVP and is a Director of Innovation at Core BTS. She's also a technical trainer specializing in Power Platform, Business Intelligence, Modern Workplace, SharePoint, and Microsoft® Teams®. Christina has over 15 years of experience in the industry and is a sought-after speaker at technical conferences and workshops around the world.
Johnny Lopez is a Microsoft® MVP, Microsoft® Certified Trainer, and a Principal Consultant on the Core BTS Modern Workplace team. He is a passionate evangelist who delivers his professional experiences, technical expertise, and real-world Microsoft® 365 content services and Power Platform experience to the technology communities. Johnny has been working in the SharePoint community for the last 10+ years.
Content
Introduction xv
Chapter 1 Getting to Know Microsoft Teams 1
Overview of Microsoft Teams 1
Key Benefits of Microsoft Teams 2
Teams for Work 3
Teams for Home 10
Teams for Education 11
Microsoft Teams Collaboration and Acknowledgment 17
Environmental Readiness and User Adoption 18
Teams Adoption 18
Teams Architecture 21
Teams and Microsoft 365 21
The Bottom Line 22
Chapter 2 Teams, Channels, Chats, and Apps 25
Overview of Teams, Channels, Chats, and Apps 25
Teams and Channels 25
Chats 33
Teams Apps 37
Best Practices 40
Team Membership and Roles 41
Creating and Managing Teams 42
Org-wide
Teams 43
Team Settings 45
Best Practices 56
Working with Channels 59
Creating Channels 59
Channel Moderation 59
Sending Messages in a Channel 60
Sending Announcements in a Channel 60
Cross-Post a Channel Conversation 63
Best Practices 63
Teams Templates 66
User Presence in Microsoft Teams 70
Status Duration Setting 70
The Bottom Line 72
Chapter 3 Meetings and Conferencing 73
Overview of Meetings and Conferencing 73
Meetings and Conferencing Prerequisites 74
Meetings in Teams 74
Private Meetings vs. Channel Meetings 74
Scheduling a Meeting 78
Joining a Meeting 83
Using Video in Microsoft Teams 87
Recording a Meeting 91
Meeting Notes 93
Meeting Etiquette and Tips 94
Calls in Teams 95
Turn a Chat into a Call 95
Adding Additional People to Call Started from Chat 96
See Your Call History 97
Recommendations and Tips 98
Live Events 98
Event Group Roles 98
Live Event Permissions 100
Scheduling 101
Production 101
Streaming Platform 102
Enterprise Content Delivery Network 103
Attendee Experience 103
Live Event Usage Report 103
Webinars 103
Breakout Rooms 104
Audio Conferencing 105
What Is Audio Conferencing? 105
Conferencing Bridges and Phone Numbers 105
The Bottom Line 105
Chapter 4 Extending Teams with Apps 107
Teams App Platform 107
Core Workloads and Extensible Platform 107
Types of Apps in Microsoft Teams 108
Understanding Apps in Teams 109
Teams App Capabilities 109
Apps Scope 117
Personal Apps 117
Microsoft Apps 117
Third-Party
Apps 118
Extending with Custom Apps 121
Teams App Templates 121
Power Platform (Low/No Code) 133
Microsoft Teams App Development Platform 146
The Bottom Line 147
Chapter 5 Administering Teams 149
Teams Administrator Roles 149
Teams Admin Center 150
Teams Menu 150
Teams Policies 154
Update Policies 157
Teams Templates 157
Template Policies 159
Meetings Menu 160
Conference Bridges 161
Meeting Policies 161
Meeting Settings 166
Live Events 168
Messaging Policies Menu 169
Users Menu 171
Guest Access and External Access 171
Teams Settings 172
Teams Apps Menu 176
Manage Apps 176
Permission Policies 177
Setup Policies 180
Customize Store 181
Analytics & Reports Menu 187
The Bottom Line 188
Chapter 6 Security, Compliance, and Governance 191
Security 191
Identity Models and Authentication 191
Multi-Factor Authentication 192
Safe Links 192
Compliance and Governance 195
Information Retention 196
Information Barriers 197
Retention Policies 198
Retention Policies for Microsoft Teams 199
Communication Compliance 200
Communication Compliance in Microsoft Teams 201
Policy-Based Recording for Calls and Meetings 204
Sensitivity Labels 205
Data Loss Prevention 212
Privacy and Microsoft Teams 218
Data Location in Microsoft Teams 218
The Bottom Line 219
Appendix A Accessing Teams 221
Microsoft Teams App 221
Browser Client 221
Desktop Client 225
Mobile Client 230
Appendix B The Bottom Line 235
Chapter 1: Getting to Know Microsoft Teams 235
Chapter 2: Teams, Channels, Chats, and Apps 236
Chapter 3: Meetings and Conferencing 237
Chapter 4: Extending Teams with Apps 239
Chapter 5: Administering Teams 239
Chapter 6: Security, Compliance, and Governance 240
Index 241
Chapter 1
Getting to Know Microsoft Teams
Microsoft Teams has become a hot topic these days, especially with how our world changed in the year of 2020. We went from many people working on-site at their jobs to the entire world changing how they work due to COVID-19. When I first started writing this book, the world we live in looked entirely different. People were not working from home like they are today. Organizations have been forced to shift their way of thinking and change how their employees' work. With so many people now working remotely, many organizations are transitioning to Teams.
IN THIS CHAPTER, YOU WILL LEARN THE FOLLOWING
- Overview and benefits of Microsoft Teams
- Environmental readiness and driving user adoption
- Teams architecture
Overview of Microsoft Teams
Teams is a hub used for teamwork in Microsoft 365 where (if enabled) people inside and outside your organization can meet, chat, and collaborate in real time all in one place. Teamwork is an important aspect of the modern workplace and is a key element of enabling digital transformation within organizations. Whether from a mobile device, tablet (see Figure 1.1), or computer, you can easily run Teams no matter the platform.
FIGURE 1.1 Examples of Microsoft Teams on devices
Key Benefits of Microsoft Teams
Teams has many feature benefits:
- Hub for collaboration and teamwork in a modern workplace: Organizations and teams across the globe are moving from working in offices to working remotely or adopting a hybrid workplace. Teams provides the ability to keep teams connected while users work apart by making Teams available globally.
- Meeting experience: Host online meetings as a 1:1 meeting, with a team (see Figure 1.2), or stream live events for up to 10,000 people with consistent experiences across platforms.
FIGURE 1.2 Teams meeting with group
You can take your meetings a step further with together mode. Together mode is a meeting feature that uses AI segmentation technology to digitally place participants in a shared background. This experience makes it feel like you are sitting in the same room with everyone else in the meeting or class (see Figure 1.3). Together mode helps make meetings more engaging by helping you focus on other people's facial expressions and body language. It's also great for meetings where multiple people will speak during brainstorming sessions and roundtables.
FIGURE 1.3 Teams meeting together mode
- Instant messaging: Connect instantly by using instant messaging one-on-one or with a group.
- Calling: With Teams calling you can implement Direct Routing and Calling Plans using Microsoft phone systems.
- Devices: Connect Teams through devices such as headsets, speakerphones, desk phones, room systems, conference phones, and certified Teams web cams.
- Apps and workflows: Teams is an extensible platform that allows you to integrate all types of apps within Teams. You can customize workspaces with tabs, connectors, and bots, as well as integrate your apps and automate workflows to fit your needs using Teams.
- Distance learning: Since in-person conferences have been shifted to online-only due to COVID-19, many have been using Teams to host their events. Smaller conferences have used the regular meetings feature while larger conferences have been using the Live Events feature for running sessions.
For higher education, virtual classrooms can be created with Teams, which empower teachers to teach and students to learn virtually.
- Frontline workers: Many organizations that have frontline workers have been empowering their shift workers through using Teams.
- Healthcare: Healthcare workers can also be empowered to securely collaborate and communicate by helping clinicians and administrators perform their jobs more successfully with Teams.
- Education: Build collaborative classrooms, manage remote learning, enable a secure online classroom, on-demand webinars, and facilitate distance learning.
- Security and compliance: Teams comes with enterprise-grade security integrated with the Microsoft 365 Security and Compliance Center and Azure Active Directory. Teams safeguards your privacy by design by offering advanced security and compliance capabilities so you can collaborate without compromising security and privacy.
Teams for Work
Teamwork is an important aspect of a modern workplace and is a key element for enabling digital transformation within organizations. Teams brings together tools and communication methods that can fit the needs of a diverse workforce.
FRONTLINE WORKERS
Teams has been helping organizations digitally transform their frontline workers by creating a single hub for teamwork that provides a deeper connection across your organization (see Figure 1.4).
FIGURE 1.4 Microsoft Teams for frontline workers
Walkie Talkie App in Microsoft Teams
Another way to equip frontline workers is with the Walkie Talkie app in Teams (see Figure 1.5). This app allows your frontline workers to communicate securely with a familiar push-to-talk (PTT) experience without the need to carry bulky radios. Walkie Talkie works anywhere with Wi-Fi or cellular connectivity.
Shifts for Microsoft Teams
Shifts in Teams is a schedule management tool that provides the ability to create, update, and manage schedules for team members backed by tools such as AMiON, BlueYonder, and Kronos.
Shifts features include:
- Schedules: Create a schedule from scratch or import an existing schedule from Excel. A Shifts schedule displays days and team members (see Figure 1.6) and if you are an owner of multiple teams, you can manage different Shifts schedules easily by toggling between schedules.
- Day Notes: Add notes to share day reminders and important news.
- Groups: Name a group by a job function or location to keep groups organized then add people to the groups.
- Shifts: Choose a slot to assign a shift. Create a shift from scratch or copy from an existing one. Add activities such as training or a specific task. You can also add open shifts to a schedule that anyone can request. If needing to review shift coverage, you can easily view the schedule by people or shift type.
- Requests: Review requests for time-off, swap shifts, or offers.
- Time Clock: Turning this feature on enables team members to clock in and out of a shift easily with a mobile device (see Figure 1.7). Enable location detection to ensure team members clock in from a designated work site.
FIGURE 1.5 Teams Walkie Talkie
FIGURE 1.6 Teams Schedules
- Share: As you edit a schedule, the changes will be saved automatically but your team only sees the updates when you share it out.
- Export or Copy: You can export a schedule to Excel and if you need to reuse a Shifts schedule, you can copy it to the date range you want.
FIGURE 1.7 Teams Schedule Clock in
Tasks by Planner and To Do
Simplify the task management process with Tasks in Teams. The Tasks by Planner and To Do app in Teams is a feature that brings together your individual tasks from Planner and tasks from Microsoft To Do so you can more efficiently cross them off your list (see Figure 1.8).
FIGURE 1.8 Tasks by Planner and To Do
If your organization wants to streamline tasks for frontline workers, Tasks include capabilities that enable you to target, publish, and track tasks at a scale. Task publishing allows your organization to publish task lists targeted to specific locations (teams) across your entire organization to define and share a work plan to be completed at the locations. For example, anyone on the publishing team can create task lists and publish them to specific teams. Publishing can be done through the desktop or easily from a tablet or mobile device (see Figure 1.9). Managers of the recipients can review the published task lists and assign individual tasks to their team members (see Figure 1.10).
FIGURE 1.9 Publishing tasks on a desktop
FIGURE 1.10 Assigning team members
The Tasks by Planner and To Do app also has a feature that allows you to display tasks and information associated with them in rows and columns called a List view (see Figure 1.11).
FIGURE 1.11 List view
NOTE Microsoft Teams provides a way for technology to unlock a new future for frontline workers. To read a study Microsoft published on how technology can provide a way to empower frontline workers, please visit www.microsoft.com/en-us/worklab/work-trend-index/technologyunlocks-a-new-future-for-frontline.
HEALTHCARE
Teams provides the...
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