May Webmasters Meeting Details:

Date:                                     Thursday, May 2nd

Time:                                    2:00 PM – 3:00 PM (30 minutes of extra time if needed)

Location:                             Graduate Student Center (211-A W. Cameron Ave.)

Presenter(s):                     Alison Campbell, Office 365 Program Manager with ITS

Presentation Topic:                      Office 365 Tools 2:  OneDrive and Teams

Office 365 is a suite of applications that are built with productivity and collaboration in mind. There are more than a dozen apps to choose from and it can be intimidating and time-consuming trying to figure out which ones might work for you. In this session we’ll talk about 2 applications and the tools within them that are geared towards helping you collaborate in a more productive and efficient way:

• Teams
• One Drive

Meeting Recap and Notes:

May 2019 Webmasters Meeting – Office 365 Tools 2: Productivity and Time Management

Meeting Information

• Date: 05/02/2019
• Time: 2:00
• Duration: 1 hour
• Location: Graduate Student Center
• Attendees: ~20
  • 2 First Timers

Presenter(s)

• Alison Campbell – 365 Program Manager with ITS

Notes – Presentation

• 2 Office 365 Apps
  • One Drive
  • Teams
• One Drive
  • Office 365 Cloud Storage Solution
  • Approved for Sensitive Data
  • Folders and individual files
  • Sub Menu
    • Many actions available for folders and files
• MS Teams
  • Browser vs. Desktop Client
    • Both work well
    • Personal preference which you use
  • Collaborative Work Space
  • Conversations
    • Features
      • Add attachments
      • Increase the size of text edit field
      • Emojis and
      • Meeting Invites
        • Will add to Outlook calendar
        • Will be Teams Meeting
  • Chat
    • Essentially skype for business features
    • Can be with 1 or more people
    • Can add additional people to a chat but it will start a new conversation with that individual
  • Files
    • Any file you attach will be put in the “Files” tab
    • 2 places to interact
      • Files Tab
      • Files Option on left menu
    • Provides you similar actions to One Drive
    • All Files
      • Can see various options
        • Recent
        • Which team
        • Items within a team
        • One Drive (available in teams)
  • Video and Audio Calls
    • Can initiate a call easily a call with an other person
    • Works with both
  • Message Options
    • Mark as read/unread
    • Edit
    • Delete
  • Screen Sharing
    • Can show your screen to others
  • Pinning People
    • Can pin people you interact with often
    • Can notify if someone is available
  • Teams Space
    • Duplicate chat feature but team-wide
    • Left navigation changes from people to teams
    • On a team, everything is shared
  • Team Channel
    • Way to organize information, not people’s permissions
    • Always a general channel by default
    • Recommend that you start in general and make more as you need them
    • Tabs
      • Conversation
      • Files
      • Notebook
  • Creating a team
    • Button at the bottom
    • Generally, choose “Staff Members” for the Team type
    • The name of a team is very important
    • You are creating an Office 365 group when you create the team
    • Good to have a naming schema for consistency
    • Will be labeled as “Private” so only members you decide can join
      • Public teams allow anyone at UNC to join
    • If a team has guests, the team will denote that
  • Managing a Team
    • Tabs
      • Members
      • Pending Requests
      • Channels
      • Settings
      • Apps
  • User Levels
    • Owner
      • Do anything in the space
      • Should only have at least 2 owners
    • Member
      • Can manage files and content
      • Can remove items
    • Guest
      • Can only add and edit items
  • Staff notebook
    • Essentially One Note
    • 3 sections
      • Collaboration Space
        • Where team members share notes
      • Content Library
        • Push out read-only information (ex: instructor syllabus)
      • Student Notebooks
        • Notebooks for individual members for the teams
        • Owners can see the contents
      • Can add a staff notebook for a team if it does not exist
  • New Tabs/Applications
    • If you run into an application that is not available, reach out to ITS as they verify the application before it is available
    • When it is available, it is for all of campus
  • If someone makes a mistake, how to go back to original version?
    • Open in SharePoint as it is how you open the group OneDrive space
    • Click on file options, version history
  • Meetings
    • Will pull in your Outlook calendar
    • Can join Zoom meetings with Teams
    • Can Schedule Meeting
      • Defaults to On-line meeting
      • Populates to the Outlook calendar for anyone added
  • Shifts
    • If you have shift workers or student workers, the app may help
    • Allows people to take time off and perform scheduling
  • Notification Icons
    • You will see icons for any activity in a team or chat
    • The icon shows a count for the activity
  • Activity Bell
    • The activity bell will show activity across teams and chats
  • @ mention
    • You can mention the entire team or just a single individual
  • Privacy
    • Can allow individuals to contact you if you are set to private
  • Size
    • Teams have 5TB of storage
    • Individuals have 5TB of storage
    • If you want more, ask ITS

Questions

• Is it syncing updates simultaneously?
  • It does sync simultaneously
• If you are editing the same sentence, how does that work?
  • Office 365 can register changes when editing at the same time
• What about One Drive for a group, is that through MS Teams?
  • Yes, but the MS teams interface seems easier
• Difference between SharePoint and Teams?
  • SharePoint is the underlying structure for teams
  • Alison thinks SharePoint is pretty heavy for most users
• Can you start multiple chats with the same person to organize?
  • No, a chat with another individual is singular
• If I switch over from Skype for Business to Teams, can we have cross-pollination between teams chat and Skype?
  • The two should work interchangeably
• When you add a file, can you remove the file at a later date?
  • You can remove or choose to stop sharing
• Are there chats that are outside of Teams?
  • Use the chat feature for individual communication
• If each Team creates a group, do you need to create the group first?
  • No necessarily, but creating a Team will add additional features
• Is there any way to filter channels for individuals?
  • Individuals can choose not to follow or see, but they will still be available to access
  • Can hide channel
• When you create a channel, are users notified?
  • No, but they will see it
• If an owner leaves, what happens?
  • The team becomes orphaned but ITS always has access
  • This is another argument why you want multiple owners
• If a file on One Drive is buried under multiple folders, if I share the file on the team what happens?
  • If you upload a file, you are giving your team permission to edit the file
  • It stays in its original saved location
• Bringing in People outside UNC?
  • For Teams or just OneDrive?
  • Can share folders, files with individuals, they need an Office 365 account
    • The Account is free
    • All permissions/features are the same for these individuals
• When people come on board, does a team automatically add the user?
  • No, you will need to add them
• If a user is added to a team, will they see the history
  • Yes, once you are on a team, you see its history
• When do you start a team vs. a channel?
  • Channels are ways to organize and segment interactions
  • You always get 1 channel on a team
• Does it save locally as well, if we were without internet, could we access it?
  • If you have the MS Sync client, yes, otherwise no
• If you share a document, can you have a notification remind them to view something?
  • Not at the moment