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
- Features
- 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)
- Can see various options
- 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
- Tabs
- 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
- Owner
- 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
- Collaboration Space
- 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
- Browser vs. Desktop Client
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