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)

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