How to use Microsoft Teams, a demo tutorial (2019)

(audience clapping) – Hello everyone and welcometo Microsoft Mechanics Live.

Coming up, we're gonna show awhole tour of Microsoft Teams.

If you're new to it, we'regoing to take a closer look at how you can actually use it as the hub for teamwork in Microsoft 365.

And we're also going to walk you through the core experiences for group chat, collaborate on files andhosting online meetings.

Plus, how you cancustomize your workspaces with your favorite apps.

And if you're in IT, we're also gonnademonstrate Microsoft Teams, end-to-end admin andconfiguration controls.

Before we get started, please give Aya Tange a warm welcome from the Teams group.

(audience clapping) – Thanks for having me on the show Jeremy.

– All right so, Microsoft isall about making sure that we can be creative, build the best content, really collaborate and be creative with anybody that we work with and do that all very securely.

Where does Teams playa role in all of that? – Sure so just like you said, Microsoft Teams is the hub for teamwork that allows you tocommunicate and collaborate in a single and secure location.

So you can really think aboutit as a four-in-one solution.

You have your messaging, which is your rich, chat-based experience; your online meetings, whereyou can always stay connected; as well as, your calling capabilities built on our worldwide network; and you have your native integration with the familiar Office apps.

And of course with all this comes your enterprise-gradesecurity to protect your data as well as your complianceand security controls that you'd expect withthe Office 365 Suite.

And all of these experiencesare built for the web browser as well as in your apps.

So you can use all of your devices running Windows, Mac, IOS and Android.

Also, recently, weextended the power of Teams to industry-specific workflows.

That includes highly-regulated industries such as health care but also broader areassuch as firstline workers.

And you can see here on the screen, we have Shifts, which is ournew schedule management tool.

– Right and we recentlyactually published a show on firstline workersand those capabilities.

And you can check that outon Microsoft Mechanics.

But today, we reallywanted to actually focus on the office worker andkind of IT/admin experiences.

It's still relatively new.

I think a lot of peopleare probably looking at and starting to adopt Teams right now.

But how do you use Teamsin your day-to-day work? – Sure so let me show you.

So here I am in myMicrosoft Teams desktop app.

And you can see here inthe left navigation bar, we have activity, chat, teams, meetings, calls and files.

And in the ellipses here, we recently have theShifts experience added.

So if you're interested in that, I highly recommend you check that out.

– [Jeremy] That's what wesaw earlier on the screen with all the scheduling, yep.

– [Aya] Exactly, but Itypically start my day in the activity feedand this is really where I see all my informationcoming in from my teams.

But I like to use the filter button to really triage the mostimportant information.

And my favorite one is alwayslooking at my app mentions.

And this is how I really create my to-do list in the morning.

– [Jeremy] Right.

– [Aya} Then I can jump to chat.

And this is where I havemy private one-on-one chats as well as my group chats.

And to just keep myself organized, I like to pin chats to the top that I use on a regular basis so that I can stay, you know, efficient but I also have my recentchats right underneath.

Then I jump to Teams.

And this is really where all the collaboration magic happens.

And you can see here, I'm a part of a couple different teams.

I'm part of like the Contoso IT team.

And you can decide as an organization whether you wanna have ateam at a department level or at a project level.

And every team has a set of channels.

And the way to think about channels is really a shared workspace where you can communicate and collaborate in a single locationabout a particular topic.

So anything Teamsupgrade-related will be in the Teams Upgrade channel.

And so you can see here myKnowledge Share channel is bolded and that means that there'snew information in there that I haven't read yet.

And if there are extra decorations, that means if there's an important message or if I'm app-mentioned, you'll also see an app mark.

But, so let's jump intothis upgrade channel here and you can see that there are a lot of rich conversations going on.

And you can see here everyconversation has a reply button so that you can have all of your, you can thread all of yourrelated messages together so that you can easilystay on top of things.

And I can also like a message as well as even save a message, if I wanna go back to it at a later time.

But I also work with peopleall around the world.

So I've been working with Miriam here and she's written back in German.

– [Jeremy] Oh yeah I speak German so it sounds like she's pretty excited.

– Oh lucky you.

I don't speak German but now with our in-line translation feature, I can actually translateher German into English.

So now I know exactly what she's saying.

And I love this feature 'cause now I cancollaborate and communicate with people all around the world, even if we don't speak the same language.

– [Jeremy] Very cool and wesupport 44 different languages.

– We do which is really exciting.

So I also work with externalpartners and vendors a lot.

And so we wanna make surethat we can also include them in our conversations.

And so now we can do thatusing Team Secure Guest Access.

And you can see here, Lee isclearly labeled as a guest.

So you can easily know who'sa part of your organization and who is not.

So if I want to compose a message, I can use our rich-text editing options.

And here I can add a subject.

I can use bullet points, as well as, make the message important, even highlight things if I need to and hyperlink text.

So these are capabilities that we didn't have in the very beginning but now we do and I usethem on a regular basis.

I can also attach a filefor someone to review.

And to humanize the conversation, I like to use my emojis, my gifs, and my stickers to keep the workplace a little bit fun.

– Right, who doesn't love to use that.

– Oh of course.

– So why don't you talk about attachments 'cause I think a lot of people maybe come from the context of email.

– Sure.

– How do attachmentschange then with Teams? – Sure so when I attach something here, it actually uploads the fileinto my Teams File Repository which is easily accessiblehere at the top.

And the back end here isactually using, is SharePoint.

So you have all of your rich protections as well as your collaboration benefits.

And so here you can have, because we're integratedwith the Office 365 Suite, I can upload an Excel document or a PowerPoint deck and I can easily startcollaborating with my teammates.

But I do wanna point out one thing Jeremy is if I were to add afile, like I am here, if I were to add a filein my private chat, this actually still sits on my personal OneDrive for business.

But if I were to upload thatsame file into my Teams, that would be added to my SharePoint here.

– Okay and the cool thing is because we're using SharePoint effectively as the thing that powersall the content management and all of the content services in Office 365 and Microsoft 365, now you get all of the audit, the controls, the compliance, things like data loss prevention, things like co-authoring and all that stuff lightsup with SharePoint.

So it really gives you that extra, maybe some of those extracapabilities right here from within the Teams context.

And the nice thing iswith all the way that you're using files andkind of storing files, even though we get all ofthat great benefit from IT and everybody here is in IT, the users don't actually see it.

They don't know where thefiles are being stored.

They don't have to know that their file's in a documentlibrary somewhere.

It's actually just here infiles or in the context of chat.

So super seamless for the average person to just pick this up and start running.

– Exactly but it's alsoimportant to make sure that our Teams stay in the flowand the context of their work.

And one way that we're helping do that is by allowing peopleto actually customize their shared workspace.

And you can do that now by pinning a file or adding a third-party app or service, so that you have yourcontent in real-time updates really just a click away.

– [Jeremy] It's really great here to see Power BI's the dashboard but you can even get toplanner and some other things.

– [Aya] Exactly so I love making sure that I stay up-to-date with my IT spend.

And just like you saidwith project management, I use my planner all the time.

So I have my to-do listand my completed list.

But it's not just Microsoft applications, we can also click on the plus button here which adds our tabs.

And I can add third-partyapp services and tools via our tabs connectors and bots.

And if you haven'tchecked out our App Store, I highly recommend you do so.

– [Jeremy] Very cool.

But why don't we keep movingdown the navigation bar and talk about somethingimportant to everyone, meetings and your calendar.

How does Teams help me there? – Sure, so Microsoft Teams hasa complete meeting solution that supports sharing, videoand audio conferencing.

So now here you can see mydaily view of all my meetings.

I can also schedule ameeting from the platform as well as we just announcedyou can create a live event.

And this now can hold upto 10, 000 participants and they can participate in real-time.

So Jeremy, do you mind jumping into this exec review meeting here and we can show some extracapabilities that we have? – Yeah, let's do it.

It's actually, here Ican actually see that I've got the meeting scheduled for me.

I can see all the different attendees, chat with participants.

I can set up a text-basedchat channel for those folks.

Now if I go ahead and click join, the nice thing here and one of the things that I love about Teams is before I actually joined the meeting, it gives me this pre-join screen.

So it saves me in terms of ifI want to mute my microphone, if I want to turn my camera off, maybe I just woke up or something, maybe I'm in a VTC room I wanna join with the audio turned off because it's coming through.

VTC audio and video system.

And one of my favorite thingsnow with Teams actually and we can't see it here'cause it's just the two of us but if a lot of people arepre-joined into the call, it'll say you're a bitlate to the meeting, maybe, there's five different people already on, will mute your microphone by default.

So I'm gonna go ahead and click join now.

So when I join that meeting, I'm gonna go ahead and mute my microphone.

So I joined that meeting.

I can see that Aya's in the meeting.

There she is.

Now we can see on thetwo different screens.

We have me on the left, Aya on the right, on my right, opposite if you'rewatching from that angle.

And I'm gonna go ahead andshow what I can do also from a content sharing perspective.

So here I can share mydesktop if I wanna do that.

I can share also individual windows using remote app capabilities just to show the window itself.

And then even PowerPoint files because these are a part of mymost recently used documents, they're surfaced right here.

And that way I can actuallyuse Teams's native integration with PowerPoint online toactually present that file.

And if I want, I can allowpeople to even fast forward through that content.

It's really an efficient wayto do remote presentations.

– So we also added the abilityto record your meetings.

And this is really helpfulif someone misses the meeting or you wanna go back and review it.

I can also blur my background here and remove distractions behind me so that I can stayfocused in on the meeting.

And I use this all the time whether I'm at a airportor if I'm at a cafe or even working from home.

So I use this on a regular basis.

– Sounds good, let's look into one.

You can actually do some things in terms of using the captions and actually search throughthat content, right? – Totally, so you can see here that we recorded this Teamsroll-out planning meeting and now I can click into it and watch the meeting in its entirety.

But sometimes I don't have time or I really wanna focus on aspecific part of the meeting.

And now with our transcription services, powered by Microsoft Stream, I can turn on captioning on and see exactly what's being said.

But I can also searchfor specific keywords.

In this case, I'minterested in guess access.

So now I can actually click into this and the meeting recording willjump to that specific point and now I can payattention right from here, make sure I have all theinformation and action items.

– And it's really great ifyou weren't in that meeting or maybe late to that meeting and somebody mentioned your name and you wanna search foryour name for example.

Really, really cool stuff tobe able to search the captions and find exactly thatpoint in the meeting.

So can you tell us a bit morebeyond kind of the meetings, what else we can do with Teams? – Sure so we also, ifyou have PSTN calling integrated into yourMicrosoft Teams configuration, you now have all ofyour call controls here; as well as, your phone number, you have your speed dial, your favorites, as wellas all of your contacts, your call history and your voicemail.

– Nice so switching gears though in terms of all the ITfolks that are in the room.

What kinds of controls dowe have for the folks that are managing orimplementing and rolling out Microsoft Teams right now? – Sure so Microsoft Teams can be managed the same familiar way in which you manage the rest of your Office 365 apps.

And don't fret, for thesecurity officers out there, the same controls that you are using in the security and compliance center, also apply to Teams.

So, for example, let's say you have a data loss preventionpolicies for your files.

We now just announced that you can create dataloss prevention policies for your private chats as well as your channel conversations.

So we wanna make sure weprotect your information in all instances.

– Right and so if you'renew to data loss prevention, what you can see here, thisis a credit card number that basically DLP or dataloss prevention policies detect right while you're actually chatting that information within Teams.

We can do that now inemail and SharePoint files that are stored in maybea document library.

But now even in the context of chat, Teams will be able to detect that and obfuscate that effectively from the other side of the recipient as you're sending thatkind of information.

– Right but really myday-to-day management happens in the MicrosoftTeams admin center.

So this is really where Ican manage all my aspects around Teams such as messaging, meetings and other org-wide settings.

And so if you haven't been tothe admin center in awhile, we've added a bunch of new capabilities.

So from here I can check into Teams and I can see every single team that has been created in my tenet.

I can edit an existing onewhere I can add team members or change channel settings.

But I can also even createa brand new team from here.

Then I can jump into users here.

And this is where I cansee all of the users in my Teams tenet.

I can also assign specificpolicies per user as well.

Then I'll jump into meetings.

And this is where I candefine conference bridges as well as other meeting policies such as being able to record meetings and transcribe meetings.

– [Jeremy] Makes sense, yeah.

– [Aya] I can also create my live event policies here as well.

Then I can jump into messaging.

And this is where I can really define the chat experience someone will have.

So I can decide if theycan delete a message or if they can use giphys or memes or even be able totranslate messages as well.

And last but not least, the org-wide settings.

This is where I can configureexternal access, guest access.

But also if you are on the journey from moving from Skypefor Business to Teams, we have definable co-existence modes.

So now we can really helpyou with your transition.

– Very cool so it's greatseeing all these controls and all the role that Teams plays in terms of making all thesecontrols available to you and having all of that configurability.

And all that basically in areally short time it's lit up.

Like I've startedfollowing it since day one and this is a lot ofstuff that you can do now.

Thanks Aya for the comprehensivetour of Microsoft Teams.

But if I'm just getting started, I'm brand new to it, where do you recommendpeople go to learn more? – Sure so first things first, if you're a Teams admin, make sure you actuallyenable it in your tenet.

And if you need some resources, we have a one-stop shop ataka.

ms/successwithteams.

– Great overview Aya.

Ans also thanks for joining us.

Don't forget to stay tunedto Microsoft Mechanics for the latest techupdates across Microsoft.

That's all the time we have for this show.

We'll see you next time.

(upbeat music).