On-Demand Webinar

Microsoft Teams 101: Learn how to maximize your remote productivity and collaboration

Be sure to watch this informative session introducing the Microsoft Teams platform, along with several tips & tricks on how MS Teams can improve your ability to collaborate and be more productive when working from home or in the office.

Be sure to watch our follow up session next – Microsoft Teams 102: A deeper dive into maximizing remote work collaboration and productivity.

Webinar Transcript

Tyler Sanders:
Good afternoon and welcome to our webinar. We have a great presentation prepared for you on the Microsoft Teams platform. For those of you not familiar with Teams, it’s a collaboration tool that provides the ability for people to work together in a common centralized place. We thought this very convenient to do in these work from home situation that we’re currently face with, because it provides you with a platform that’s useful for connecting people via chat, various conferencing methods along with great document collaboration. I will dive into all of this in today’s presentation.

Tyler Sanders:
Some quick housekeeping, we have all attendees in listen only mode, so your microphones are muted. We’ll open up the microphone to questions in the last 15 minutes and you can ask questions by raising your hand. Let me just share the screen here. There we go. You’ll also be able to ask questions using the chat window within the go to webinar section where it gives you the ability to ask questions. If anything comes up during the webinar, please just post them there and we’ll do our best to get to those questions during the topics that we’re going through.

Tyler Sanders:
The agenda for our webinar today, it’s comprised of a quick introduction to our company and to our presenting team. We’re then going to dive into a high level overview of the Microsoft Teams platform to give you a big overview of what the product’s capable of and then we’re going to dive into a technical demo, really getting into the things that we feel will be most relevant to get you started with Microsoft Teams. As I mentioned before, the last 15 minutes will be focused on just opening it up to questions and answers. One other thing worth mentioning is that there’s a handout section, you may already have downloaded our user guide for Microsoft Teams, but it is also available in the go to webinar platform, where you’ll see the Microsoft Teams users guide. Most of what we’re covering in today’s topic will follow along with that guide, so it’s a good takeaway from this.

Tyler Sanders:
Quick introduction to [Vertex 00:02:52] for those of you who aren’t familiar with us, we’re an IT manage service provider. We specialize in technology solutions and services for law firms. Really, our purpose, our why is delivering technology solutions and services to enable our clients to be better at what they do. We do this through innovative, secure and reliable systems with a positive approach to embrace technology. Our presenting team, myself Tyler Sanders. I’m the CEO and founder of Vertex and I’ll be the moderator for our webinar today. My background, I’ve been in the IT industry for the last 25 years and the last 12 years in the role of CEO of Vertex, which I founded in 2008.

Tyler Sanders:
We also have Neil Murray from Vertex. He’s one of our virtual chief information officers. His role at Vertex is working closely with our clients to help them reduce risk, better leverage technology and improve their efficiencies. Neil’s also been in the IT industry for over 25 years. He spent the latter part of his career heavily focused on IT security and risk mitigation. Neil will be presenting to you the high level overview of Microsoft Teams.

Tyler Sanders:
Last but not least, Hamed Sultani. He’s a technology alignment manager at Vertex and he works closely with our clients to improve the security, uptime and performance of their IT environments. Hamed has an extensive background also in IT security and extremely knowledgeable in all things IT. He’ll be doing the technical deep dive into the Microsoft Teams platform. So let’s get started and diving into what Microsoft Teams is. I’m going to open up with a quick hold to gauge the experience our audience has with Microsoft Teams. So you’ll see this pop up on your screen now. Please just pick whichever the closest representation to your experience with Microsoft Teams is and then we can get an idea of just the familiarity everybody has.

Tyler Sanders:
Okay. Just some final votes coming in. All right. Close that off no and show the results of that. So it looks… yes, so it’s kind of split between people that know very little about it and want to dive into it more, and some that have logged in and know the basics. So this is perfect, because we’ve geared the presentation really to teach you the basics of Microsoft Teams. Show you what it’s capable of give you some takeaways so you can start using the platform. So with that, I’ll hand the presentation now over to Neil and he can give you that high level overview.

Neil Murray:
Thanks Tyler, I’ll just wait for the screen to come over.

Tyler Sanders:
There we go. Sorry Neil, should have it now.

Neil Murray:
Yep, okay. Great. Got it now. You should see my screen now. Okay, thank you Tyler. So as Tyler mentioned, I’m just going to go through some very high level ideas of what Microsoft Teams is, and also where you might want to go with it. Why you might want to use this for yourself before Hamed dives into more of a hands on technical demonstration for you. So if we look at this first, go back here, Microsoft owns statement there, they talk about Microsoft Teams as being unified, communication and collaboration platform that combines persistent workplace chat, video meetings, file storage and application integration. So what does this really mean though?

Neil Murray:
So Microsoft, what they’ve done with Teams is they pulled in all their applications they do with Microsoft 365, most of our clients are on 365 at this point. So you’re familiar with a lot of these tools and applications that they provide and they tie it in with Teams into one central location. An example of that, they mention in their statement about persistent chat. So what this is is that this is a new platform for Microsoft. You might be familiar in the past with something like Slack, we’re you’re able to instantly communicate with each other. Type up a message and it pops up in someone else’s screen. What they’ve added to this where the word persistent kicks in, sometimes if you’re in web conference or such, there’s an ability to have a chat bar on the side. The thing is when that discussion or that video conference is done, that chat disappears, it’s gone.

Neil Murray:
With Microsoft Teams, any of these chats, communications you’re doing whether with individuals or with groups, it’s still there. The history’s there. You can go search back maybe a conversation that happened a month ago, you can still see those. They’re persistent and available all along. The other thing they’ve added to Teams is the ability to do file sharing and file storing. Where this ties into their existing platforms of Microsoft One Drive, Microsoft Share Point or file sharing, storage platforms they had in Office 365, they tie this into Microsoft Teams. What we’ll demonstrate later is how these files can be accessed by multiple people and even edit it in real time. So you can see as other people are editing these files. They integrate with multiple applications.

Neil Murray:
One of the things I wanted to highlight here, for example One note. At Vertex, we’ve been using One Note for project discussion and planning and research, we’ve used Microsoft One Note for a couple of years to store all this. It’s now accessible through Microsoft Teams and we can tag that to individual team groups. So I can go into group for one of our clients and I go and see all our One Notes that we’ve done over the years. I’ve also added another Microsoft icon here for Microsoft Planner. This is a project management tool. You can have access to this through Teams and also a demonstration here of third parties you can pull in. There’s hundreds of third party applications. I just put one in here you might be familiar with in Survey Monkey. There’s a tie in you can work with Survey Monkey right there within Teams. Okay?

Neil Murray:
The fourth thing that they’ve integrated that I wanted to highlight here, because it’s relevant for most of you probably today, is having voice and video meetings that you can do. This is that live collaboration. A lot of you are probably familiar with the name Skype over the years. Skype is actually getting retired by Microsoft in 2021. Teams is that platform that they’re going forward with. What I’m showing here too is the way it integrates with the exchange, online exchange server and your calendar. What’s critical to understand is when we show you the calendar function within Teams, this is actually a direct connection to your existing calendar within Office 365. So when you look at your calendar in Outlook on your phone, on your tablet where’ve, it’s the same calendar here. It’s not yet another calendar to manage, it’s all integrated. It’s the same calendar. So it’s all tied in very nicely.

Neil Murray:
So this is Microsoft’s way of tying everything together into one place. If we look at why would you want to use it? One of the big things again, with everyone working remotely, working from home these days, it ties everyone into together through one platform. What’s nice about it is you can use this, this is a web app and a lot of you, we’ve had this discussion with about running it as a web app versus an actual installed application. As long as you have internet access, you can get access to teams. You don’t need to connect through VPN. You don’t need any kind of remote access application. The web browser will download the web app and you can connected with teams, communicate with your teammates, with your employees and you can have video conferencing and everything like that.

Neil Murray:
The second thing, as I mentioned a lot in the last slide, it ties all the Microsoft Office tools together. One thing I can imagine is that in… when I’m working at Vertex these days, I’m living in Teams pretty much for everything. The only time I leave Teams really is going to something like email when I’m communicating with external clients. Internal communication and collaboration is all within Teams these days. Security is a big thing. I know a lot of you have reached out to us recently about concerns in the news about Zoom and Zoom’s security. Microsoft has been building their security for decades. Microsoft Teams ties into your active directory groups. Everything within Teams is locked down by who you give permission. You can create Teams that are open to everyone in the company, or you can lock them down to individuals and this is something we can work with you and show you how this works if you move into the Teams application. So security is a big focus for them.

Neil Murray:
One of the other big things here too is the ability to pinpoint external clients, externally contacts into your meetings. So I think I’ve had a few conference calls with a few of you over the last couple of weeks using teams where you’ve been able to connect through the Teams application. Even though this is our instance, you’ve had the ability to join a meeting with me and we can do a video conference, just audio conference. It doesn’t just have to be people internal to your business that you’re communicating with. There is an ability also to add a dial up number, but there is a cost to that, but free and included is the ability to hold web conferences online, okay?

Neil Murray:
So with that, that should give you a good understanding of what teams is at a high level. Why you might want to work with it and what I’ll do now, is I’m going to hand this over to Hamed, so Hamed can work with some hands on demonstrations for you. Hamed, I will pass this to you.

Hamed Sultani:
Okay.

Neil Murray:
[inaudible 00:13:14]

Tyler Sanders:
That’s great Neil. I was also going to mention… I think you did, but just to emphasize the fact that Microsoft Teams can also be an app on Android and iPhone. So that way, if you’re on the move, you’ve got the chat platform, you’ve got access to your documents so you can have it on a tablet. So everything moves with your device that you’re connected to at the time.

Neil Murray:
Good point, I’ve had multiple calls using my phone, my Android phone.

Tyler Sanders:
Yeah.

Hamed Sultani:
Okay perfect. So I’ll start with the live demo. So like Neil and Tyler mentioned, Microsoft Teams is a collaboration tool that provides your staff with the ability to work together, to share information from a common space. It’s features are divided into six tabs on the application. In this live demo, I’ll go through how to set up your teams within your organization and how to use each of it’s features. To begin, we’ll sign into Teams on the the web browser. We recommend Chrome. Using Teams on the web browser is a great option if your firm uses a shared environment like remote desktop or [inaudible 00:14:18] because it consumes very little resources. Teams is also available as a full application that you can install directly on your local computer, your desktops or laptop and I’ll show you where to go to get that.

Hamed Sultani:
So on the screen here, we’ll go to products.office.com. We’ll go to products here and we’ll go to Microsoft Teams, and we’ll click on download app and then we can download the entire application from here. Like Tyler was mentioning, it is also available on the iPhone platform and also on Android, so you can get those as well from your application store. To log into Teams on the web browser, we’ll go to teams.microsoft.com and login with our Office 365 email address and password, so I’ll go ahead and do that now. Teams@vertexcorp.ca. Put in my password. For this account, I have also enabled multi factor identification to provide an additional layer of security, which is what you’re seeing on the screen now. I’m getting a prompt on my phone to allow this login attempt, which I’ll enable… which I’ll allow now. If your firm is using Teams, we highly recommend enabling this feature and you can reach out to us to schedule a time to get the set up and configured for everybody at your firm. Next, we will click on use web app instead and we’re logged in.

Hamed Sultani:
You can see on the left hand side, the six core components. You have activity, chat, teams, calendar, calls and files. We’ll begin with chat app, so I’ll click into the chat application now. So here, you can start a one on one chat with anybody in your organization, or a group chat. I’ll demonstrate how you can do both of these. First, we’ll start with a one on one chat with Tyler. So I will go ahead and click the new chat button up here. Next, I will type in the person who I want to chat, so I’ll do Tyler here and we’ll just chat. Hello Tyler, and Tyler can reply back and it works as… just like how WhatsApp works, or any other application like a chat.

Hamed Sultani:
The second thing that we can do… here we go, we have Tyler coming in. The next thing we can do is create a group chat with more than one person, so we will click on the new chat again, and this time we’ll add Tyler and we’ll add Neil. So I’ve already created this chat and it already came up here for me. We have some history going back and forth. The next feature I want to show is using the @ option. The @ mention, you can @ mention somebody directly. You can use this feature to get somebody’s attention or assign tasks or steps for particular person. It will change how the message looks and send the user both a banner pop up, and an activity notification. So I will demonstrate that now. So we go @ and then we can either let the pop up come, it will let us choose who we want to @. So we’ll go Tyler and we’ll say, “How is the webinar going?” This is called @ mention. So as you can see, Tyler’s highlighted and on Tyler’s end, what he can see is both a banner pop up come up for him, and also an activity notification. So far so good, perfect.

Hamed Sultani:
Now, the next feature I want to introduce is message deliver option. You can send a chat message and mark it as important, which will send it with an exclamation mark and prompt both a banner pop up, and a activity notification, so I’ll show how you can do that. The exclamation mark is right here, and then choose important. Then, we can type whatever we like. “This is very important.” On Tyler’s end, he will see a different notification than a normal one. A normal one would look something like this, while an important which be much more highlighted and easier to see.

Hamed Sultani:
Next, I’ll demonstrate how you can send an urgent notification. Urgent notification will send a notification every two minutes for 20 minutes until that person opens up the notification. So we’ll do that for Tyler. “This is urgent.” If Tyler or Neil does not open this message, they will receive a message every two minutes for up to 20 minutes. The next feature that is quite handy is the pin option. It allows you to separate your chats, channels and teams based on how important it is to you. When you pin anything, you get separated into a category called pinned and will appear first on the list to make it easier to find. So I already have Neil and Tyler pinned. I’ll just add Tyler as a one on one chat to pin. By clicking on the three buttons here for more option, and then pin, and now we can see under the pinned, we have both Neil and Tyler and we have a Tyler that’s just a one on one chat. So it’s easier to find when you do have multiple… when you have a lot of people that you’re chatting back and forth with.

Hamed Sultani:
From the chat menu, you can also start and audio or video call. I will start one with Tyler to demonstrate a few more features that are available in that environment. So the option for video is right here and the option for an audio only is right here. So we’ll do a video with Tyler. Okay. It’s calling Tyler now. And here we go, we have Tyler. So the middle button… the middle console, this area is called the console and you can manage a few settings here. The first one being you can record a meeting that’s happening, so you can refer back to it at a later point. You can also on the full desktop version, you have the option of blurring, which is what Tyler’s doing right now. So if you are in your office, you can blur the background to just give yourself more privacy in a meeting. So right now, Tyler’s in the beach, right now he’s blurred. So there’s a lot of options that are available in here that can be a little fun to play around with.

Hamed Sultani:
The next option that we have is share. Sharing is a very important feature that’s built into Teams where you can actually share your full desktop during a presentation, or an application. So if I can get Tyler to share something with me, maybe share his desktop or share an application and then we can see how that will look on my end. No pressure Tyler. There we go. So Tyler shared his screen with me and this can be very handy tool to have when you’re doing any type of presentation or a demo. You can actually share your screen with the other people that are in the one on one, or it could be a group chat or a meeting and really, just use it as a way to present. You can also present PowerPoints this way as well. So I will end this call now. Thank you Tyler. We’ll jump onto the next tab here.

Hamed Sultani:
The next tab that we’ll talk about is teams. It’s just under chat here. So teams, it can be thought of as a grouping of people. We recommend you have a team created for each of your departments to begin with. On the screen, we have lawyers, associates, office managers and HR team. These can be obviously different depending on the departments that you have at your firm, or at your company. So to demonstrate how you can create a new team grouping, I will create one and I’ll show how that can be done. So at the bottom of the screen here, we have join or create a team. So I will click on that. Next, I will click on create team. We will build a team from scratch and you have two options.

Hamed Sultani:
The private option is if you want to restrict who can have access to that and the public, once created, anybody in you company, in your organization can join. So I will for this demonstration, I will create a public teams grouping and we’ll name it party planning team. We have the option of giving a description to make it easy for people to find what this team is about, this grouping and click on create. Nice work, we’re done. We’ll skip here and our teams grouping is created here.

Tyler Sanders:
Just to emphasize a point that Hamed made there too. Even though you are setting the team channel to public, that is just public within your own organization. So it’s not public, announced out on the web or anything like that. It’s just to make it available to all people within your organization.

Hamed Sultani:
That’s right. Thank you Tyler. Next, I will demonstrate how you can join a team that’s created. So clicking on join here and you can search for a team here. It could be public or private, so I will go and search for webinar that I created at Vertex and we’ll just join. I’ve added that. So it does show me underneath that it is public to your organization team. Like I mentioned before, team is a way to group people in your organization together. On the other hand, channels are where the actual work gets done. Where you will hold your meetings, have your conversation, work on files together. Channels can be dedicated to specific topics. It can be projects, it can be tasks, cases, or just a common area to get everybody’s lunch order right. I will show how you can create a channel under the party planning team that we just created, and we’ll create a summer company party channel.

Hamed Sultani:
So we’ll click on the more option here. Click on add channel and we’ll give it a name. We’ll call it summer company party. You can give it a description, it is optional and again here on the privacy, we have two options. We can do it as standard, which is accessible to everybody on your team, in your organization or private, which allows you to restrict it to only a certain number of people in your company. If it is standard, this option will pop up and it will automatically add the channel to everybody that has access to that team. So we’ll click on that and we’ll click add. There we go, we have the summer company party that we can start planning everything here. We can chat. We can attach. We can send funny emojis if you like. There’s a lot of options here. You can also do voice and chat messaging right here through meetings.

Hamed Sultani:
The next tab that I’ll jump into is calendar. So I will click on calendars on the left hand side. I’ll give it a few minutes to load. So like Tyler and Neil were mentioning, your teams calendar’s directly integrated into both your Outlook calendar, your phone calendar, everything that touches your Office 365 will have this Teams calendar integrated into it. So it’s not a separate calendar, it’s all one calendar, which makes it a lot easier to manage. I will demonstrate that here. So this is my Teams account and as you can see, the same exact Teams invites, meetings are showing up in both places. Just like how you would in your Outlook calendar, you can actually just double click directly in here and RSVP to any meeting. So I will RSVP to this, and that’s it. I’m not going to join this meeting when it happens. I think it’s already passed, but just as a demonstration.

Hamed Sultani:
The next… so there are two types of meetings you can initiate in Teams. You can do instant meeting, which is called meet now here, or you could do new meetings which are scheduled meetings that will automatically send out invite to everybody to attend at a later date. So I’ll demonstrate a meet now. So for any instant meetings that happen, you have the option of giving it a title. So we can do webinar meeting and you have the option here of doing a video call or an audio, so we’ll take video out for this demonstration and we’ll just leave it as an audio. This option here for devices, you can choose how you want… if you have an external speaker, or microphone, or camera plugged in that you want to use in besides your built in laptop camera, you have the option of choosing those specific devices directly from here. We’ll click on join.

Hamed Sultani:
Now, we are greeted with the same exact console, so we can do the same thing by sharing our screen, or blurring the background, or recording, just like how I showed with the one on one chat. But here, we also have the option to invite somebody. So we can invite both Tyler and you can see that it’s calling Tyler now and Neil. Just calling both of them right now, so we’ll just wait until they accept. There we go, Tyler is on. Perfect. And we have Neil as well. So I’ll hang up. Thank you guys.

Hamed Sultani:
The next option that we have here for meetings is new meeting. So we’ll click on new meeting and this is a scheduled meeting, so we can schedule this at a later date that everybody can join into a webinar meeting, or whatever it might be. So webinar meeting. You have the option here of having both required attendees and option, just like how you would with Outlook. So we’ll add Neil and we’ll add Tyler. We have here the option to give it a specific date, so we can choose an exact date or choose one that suggested. So with the suggested, the way this works is that it… actually in the background Teams looks at both Neil’s calendar and Tyler’s calendar and my calendar, and it gives us some suggestion of dates or times where we’re all free at that time. So I will choose 5 P.M. and we have the option of if we want this meeting to be repeated at a daily, weekly, monthly, yearly or just as a one time off.

Hamed Sultani:
We also have the option of associating this meeting to a particular channel. So we will choose a party planning committee and we’ll choose summer party, and this will keep track of all the meetings that we had. The duration, the time, just so later on if we want to get a specific number of hours that we spent on this, it will all be summarized in that channel. We could give it a location if we like and a description. We can click on send. So this will automatically send the webinar invite to everybody and they can start adding and accepting.

Hamed Sultani:
The next question everybody might have is how can I join a meeting? When a scheduled meeting starts, you will receive a prompt at the bottom of your screen just like how you would with a chat you can click on to join. Otherwise, you can go into your calendar and click on a meeting, and click on join. So for example, I could go into my calendar and click on this meeting and click on join, and this will automatically start the dialogue for how I want to start the meeting and that’s how you would join a meeting.

Tyler Sanders:
Hamed, can I pause for a sec? There’s a question and wanted you just to show a couple other things. So one question came in about adding perhaps a group of people rather than doing it individually. So if you wanted to set up and internal regular meeting for instance with perhaps a distribution group, or a preset group. Does Teams have the ability to do that?

Hamed Sultani:
Distribution groups, it’s something that I don’t believe it supports, but it does support multiple people. So you can put in multiple people in the actual meeting. Both in the instant meeting and also for the scheduled meeting. So we can add anybody that we like, can be multiple people, but I do not believe that it supports distribution groups.

Tyler Sanders:
What if you do it from within [crosstalk 00:32:44]

Hamed Sultani:
However you can… you can go around that by initiating it from a [inaudible 00:32:57] Sorry Tyler, go ahead.

Tyler Sanders:
I think your audio was breaking up. I was wondering if you initiated from Outlook [crosstalk 00:33:11] create a team meeting. So if you create the meeting [crosstalk 00:33:17] distribution from Outlook.

Hamed Sultani:
Okay. Yes. I think Tyler, your voice is dropping off again.

Tyler Sanders:
I’m going to try it again, can you hear me now?

Hamed Sultani:
Sure. Yeah, I can hear.

Tyler Sanders:
Okay. I was… maybe you can demonstrate creating it from Outlook, creating a Teams meeting from within Outlook and setting it as Teams.

Hamed Sultani:
Okay.

Tyler Sanders:
So you’re in Outlook now, right?

Hamed Sultani:
Let me… I am in Outlook. I will create a new team meeting. Let me drag this back off the main screen here. There we go. Okay. We’ll give it a title, webinar. Required and from here, we can actually choose a distribution group. We can… do you see a distribution group here Tyler?

Tyler Sanders:
Yeah.

Hamed Sultani:
One that we use?

Tyler Sanders:
Do service desk for instance.

Hamed Sultani:
Service desk, here we go. Service, service, service desk. Here we go. Okay. So that’s perfect and then we can just send this off. We can choose a date and time and then send it off. So we’ll send this anyway.

Tyler Sanders:
Yeah, what we found in our use of Teams meetings is it is a lot better to initiate it from Outlook if you’re using external recipients, because it will pull the addresses from either you address book, or from cached address entries, and then you can also use those distribution groups like Hamed just demonstrated. So-

Hamed Sultani:
That’s right.

Tyler Sanders:
You’ll have the button… if you have Teams as part of your subscription with Office 365, then you’ll have the button to create a new teams meeting and be able to do it from within Outlook.

Hamed Sultani:
That’s right. Just like how I was talking about before, if you do create it with an Outlook, or if you’re in Outlook, if a meeting does come up, you have the option of clicking directly join online and that will open either if you have the Teams desktop or if you’re using it online, the option to just start the meeting right away. So I will close out of this and here’s the icon for new teams meeting. Okay. So the next tab that we’ll jump into is called… is named calls. Here, you have all the history of the calls you’ve mad, your contacts, you can also create speed dials and grouping of contacts. So here I’ve shown a service desk, which is a grouping on itself. C level staff’s a grouping and you can add and subtract members. For example, I’ll add… somebody who’s missing from here, Nadine. Here we go, Nadine is now part of the service desk group that we can make calls directly to.

Hamed Sultani:
The other option that you have is directly making calls, just like we did in chats and meeting. You can actually call people from this dialogue as well, so we can put Tyler and choose to either make an audio or video call. Another feature that Microsoft supports is conference bridging. Like Neil was mentioning before, it’s an add on feature that costs $5.10 per month per user, and Microsoft can provide you with a number that people could call in to join your meeting. Instead of using the Teams application. If you are interested in this feature, there is some additional configuration that needs to be done in the back hand to set this up. Once it is enabled, all team meetings you create will include a conference bridge number that people can use to attend your meetings by calling in. So I’ll show you how that would look when the meeting invites are sent to people.

Hamed Sultani:
So let me zoom in here. So we can see that there’s a toll number that will be part of the meeting invite. Any unique conference bridge which will change every time for every meeting that’s started. So those are-

Tyler Sanders:
There is the ability also to have toll free numbers and you buy… I think it’s sold as just blocks of minutes from Microsoft. So you provide a monthly allowance of how much toll free dialing you want to use and it will just deduct it as credits from your account.

Hamed Sultani:
That’s right.

Tyler Sanders:
By default, what Teams will do if you don’t have that add on feature is the expectation is all meetings will be done online by computer session, or through the app on a phone. That will go you still the ability to do video conferencing, still give you the ability to have voice calls, but just not an actual dial in number, so it has to be initiated from within either the web version of Teams, the application of Teams, or the mobile version of Teams. So when we’re sending meetings out to people that we don’t know if they have Teams or not, we have it set so that they get a dial in number and have that option.

Hamed Sultani:
That’s right. Thank you Tyler. The next feature that I think is the most… for me, it’s the most useful feature in Teams is sharing files and collaborating on files with your team. So I will demonstrate how that will work. So we’ll go into Teams. We’ll go into lawyers here. We’ll go to case 101, and here we have the option of files tap, right at the top here. Here, we can upload any document, so we can go click on upload file and I’ll just upload webinar presentation here. It’s going to put that into a folder that anybody that’s part of the lawyers can access. So you can share files back and forth really easily this way.

Hamed Sultani:
The next thing I want to show is how to collaborate on the same document together. There’s something that we use quite often at Vertex, and it’s done by just creating a new… it could be a Word document, Excel, PowerPoint. These are currently what it supports. So I already have a Word document that’s created. So I will go ahead and click on this, and I’ll both Neil and Tyler jump in on the same document and we’ll edit the document at the same time. I’ll show how some of the cool features that it has. So I can see already that Neil at the top here has already joined in. He’s already making some edits, and I will also “This is my edit.” And then Tyler will be joining in, in a few seconds to start adding to this document as well.

Hamed Sultani:
The other really cool feature that it has is even though we’re editing this document, we also have the option of continuing to chat. So there we go, we have Tyler that just joined in. So he’s also editing this document. We have the option of starting a conversation within… while we are editing the document as well, just so we can talk back and forth with each other and send any extra documents to each other, send emojis if you like. We have a lot of cool things here. So we’ll type… and “How is editing going guys?” So that’s a really cool feature. It’s a very powerful feature. It’s all built in. You won’t have to leave Teams. It’s all built into Teams, so as soon as you open up Word, everybody can start hopping on and editing to document at the same time.

Hamed Sultani:
Of course, you can always lock it down as well, just so people can review the documents or have it setup as editing as well. So we will close out of this, thank you guys. Yep, very slick indeed.

Tyler Sanders:
One other point… sorry Hamed, can you just jump back into that document?

Hamed Sultani:
Sure. I will.

Tyler Sanders:
There is the ability to also… so as you see in the demo here, we’re editing the Word document from within Teams. There’s also the ability to open it up in the online version of Word, or the ability to open it up in your local version of Word. Same thing with Excel, same thing with PowerPoint-

Hamed Sultani:
That’s right.

Tyler Sanders:
Sometimes within Excel, there’s limited functionality within Teams and modifying when you’re going into deep formulas within a spreadsheet. So you can pull that document out into the Excel application and it’s dynamically saving it while you’re working on it, and you can have multiple people working on that the same way also.

Hamed Sultani:
That’s right. So I will demonstrate how everybody can do that as well, so you can just hover over the document here. Show actions, click on open and you should have the option to open it online, open it in Word, which means just opening it as the actual desktop application, or just editing it like we were in Teams directly. The final tab that we see on the left hand side here, it’s a really great feature. I will click into it. It’s a good feature because it will summarize all the files that you have shared with others and people have shared with you. Once everybody starts using this using Teams, you’re going to have a lot of documents that are shared back and forth, and it’s a good place to come and search for any documents that you want to review again, that might be a little bit difficult to go back into a Team find. So that’s a really good feature that they’ve added into Teams.

Hamed Sultani:
So we have one last tab left to introduce and that’s activity. So I will click on that. So activity is a summary of all the @ mentions. When somebody likes your post, when somebody replies to a thread that you started, the activity feed helps you stay on top of all your notifications. So as we can see here, we have the @ mentions. So Neil has @ mentioned me for something specific, there’s some missed calls. There’s some replies. There’s a like, somebody has liked my post. If you step away from your desk and you want to come back, as soon as… the first thing you should do is when you come back is just click on activity and that will give a summary of everything that you’ve missed since you were away from your desk.

Hamed Sultani:
Teams also allows you to manage how you receive your notifications, so notifications can be banners at the bottom of your screen here, or it could be an email notification that’s sent to you. So I’ll show you how you can change and modify that, so you can click on the button right here. Click on settings, notifications, and here you have all the options to change how you want to receive messages. How to receive your @ mentions, etc., and you have the option of changing it, either leaving it as banner, only showing feed, banner and email. One important notification is how you’re set up to receive your sound notification. By default, it’s set to trigger on all sound notifications, so that includes chat, channel, activity feed notification. If you prefer to limit the calls, mentions and chat, you can also do that by going in here. Default as all, you can choose to have it as calls, mentions or chats.

Hamed Sultani:
You also have the same customization within Teams channels, so you can go into a team channel and configure how you want to receive that notification. So those are all the notifications you can change.

Tyler Sanders:
Hamed [crosstalk 00:45:54] I was just going to ask you if you can just show how to upload a file into for instance, a channel like case 101. So not necessarily creating from within Teams, but adding a file into that channel.

Hamed Sultani:
Yeah, absolutely so do you mean just to create a file from here?

Tyler Sanders:
[crosstalk 00:46:12] upload just to show [inaudible 00:46:17] No, just the upload feed here.

Hamed Sultani:
Just the upload, okay. So file, we’ll click on upload, files and then we can upload whatever that we like. So I will create a document here and we will upload this here. It’s really as easy as that, and here’s that new bit map image. You also have that same option by going into attachments here, upload from my computer and go ahead and upload whatever that you like from there. Teams also has a global search option that you can use to search for messages, people or files. So I’ll show you how to do that, so it’s right at the top here, this large text box. So we can search for a person, we can search for new and all of the… immediately goes into finds Neil and opens up the chat dialogue.

Hamed Sultani:
The next… the last thing that I want to introduce is Microsoft has a great library of training material, both videos and how to’s that you can use to access their library of videos and how to’s that can help you find something that you’re not comfortable with in Teams. So this is how you would access it, so just at the bottom here, training, help training and here’s their full library. So you have everything from how to send the chat and share a file, what is Microsoft Team? There’s a lot of great features here and of course, if you don’t find anything here, your answer directly here, you can always contact us for additional how to’s, or how to do something that might not be in here. So that was a quick demonstration…

Tyler Sanders:
[crosstalk 00:48:12] the help, just highlight that so they can see also where to search the help files for something specific.

Hamed Sultani:
Yep, so the help option is just right here, the search bar. Search and they could type in whatever that they might not be certain about, so chat and here, they would have all of the ways that you can use the chat option. For example, how to hide a chat. So that was a quick demonstration of the six core features of Teams. I will pass it on to Tyler for final question and answer.

Neil Murray:
One thing I want to quickly throw in there too… thanks Hamed, one thing I didn’t mention when I was going over where you might want to work with Teams and such. I mentioned a few times that it ties everything in from Office 365 together to one place, so what’s key here is that you do have to subscribe to Office 365 to get to this. While I know the majority of our clients and people listening probably are on Office 365 at some point, if you’re not subscribed to Office 365, we can help you evaluate that and look into that, and that’s how you get access to Microsoft Teams.

Tyler Sanders:
Most subscriptions do include Microsoft Teams as part that subscription. There’s only a couple of the very low end ones that don’t, but you do need-

Neil Murray:
I got the chart on my screen if you want me to show that.

Tyler Sanders:
Great. I’ll hand it over to you.

Neil Murray:
Okay, so I think you should be able to see my screen now. So majority of our clients are probably running Business Premium, and you’ll see at the bottom, anytime you do a look on what platforms Microsoft 365 offers, you want to see the Teams logo down at the bottom where it says services included. So some of you would be on Business Premium, for example has it. If you’re looking at just a regular business level, you see does not have it. I know some of our clients are also on E3. When I click through here, you’ll see E3 also does include Teams as one of their platforms. So this is what you want to look for if you’re looking at evaluating different platforms for Office 365.

Tyler Sanders:
[crosstalk 00:50:38] go back to the previous one Neil, because you’ll see even in the basic email only, I think it’s $6 and something a month that is [crosstalk 00:50:49] that it does include Teams with that, so that’s pretty much an entry level package that includes the email hosting, and you also get to Teams and One Drive and SharePoint and those are the back end file repositories basically where Teams is putting those files that you create or upload into it.

Neil Murray:
Right, and that one just doesn’t cover the ability to install Office, Word, Excel and such locally, but there is an online web version that is included. So that’s something that you can reach out to myself or Mark, or whoever your virtual CIL is. We can talk with you to go through what would be right for you if you’re not already a client [crosstalk 00:51:33] Office 365.

Tyler Sanders:
Okay, so we’re done to the last just under 10 minutes. We can open up to questions. If anybody has something specific they’re curious about with Teams that they… either a question or something that you want us to demo or dive more into, it’s open now. Okay. So one question here, can you upload emails into channels?

Hamed Sultani:
Emails into channels? I can demonstrate that. I don’t think I’ve ever ran into a situation where I’ve needed to do it, but let me check. Let me try to send myself an email.

Tyler Sanders:
You want to share your screen? I’ll flip it over to you.

Hamed Sultani:
Yeah, I have some sensitive information, so I will just show one part of my screen when I’m ready. One second. So we’ll go to… just put everything in music. Can you guys see my screen?

Tyler Sanders:
Let’s see, it’s not… yeah, it’s coming up now.

Hamed Sultani:
Okay perfect. So here, I have dragged out test@msg, which is an email test message that I just created. So we will try to upload this here. Let’s see if it will accept that type of attachment and it does. Perfect. There we go. Yes, it does send messages as well. You can upload messages.

Tyler Sanders:
And you can do it to the file section also right too?

Hamed Sultani:
Yep, same one. It’s one in the same. So whatever you do in the main channel will also be in the files tab as well. So we can see test@msg is right here.

Tyler Sanders:
Hamed, can you quickly also demonstrate how to just delete a file-

Hamed Sultani:
Sure.

Tyler Sanders:
Or delete chat activity.

Hamed Sultani:
Oh yes, sure. So I will go to chat and I will delete the last thing here that you sent. Neil, that’s Neil. Oh, that’s got to be me. So test late… I can go into the three dots here and then I can just delete. So now what it says is the message has been deleted. Although it moves the record of what you wrote, but there’s still a record that a message was deleted and I do have the option to undo here. You also have the option to-

Tyler Sanders:
I was going to ask if you could just show again how to initiate multiple people working on a document.

Hamed Sultani:
Oh yes, absolutely. So we’ll go to Teams, then we’ll go to case 101 where we were working and then files, and then we will click into test.doc. So we’ll click into that and now we can… we give it a few seconds to actually load and now, anybody can go in and do the exact same steps that I did. Anybody in your firm and they’ll have access to start editing this file. So we’ll do test one, two, three and then Neil and Tyler can hop in, or whoever else in your organization and start editing this document. So there we go, we have Neil editing and that’s about it.

Tyler Sanders:
Yes. So what you’re probably not seeing through the webinar is Neil is going through the exact same steps on his side of things. So he’s going-

Neil Murray:
That’s right.

Tyler Sanders:
Into that channel. He’s opening up the documents which is… all it takes is multiple people opening the same document at the same time, and you can interactively work on it. Also, even if you’re not working on it at the same time, it will stamp when multiple people work on it who made changes to it. Getting a few questions just about understanding video conferencing and meetings and people that don’t have a subscription to Microsoft Teams. The answer to that is you can send out meeting invites to people that aren’t subscribed to Microsoft Teams. You can do video conferencing. You can have the dial in number. You can have phone conferencing. It gives the ability for them to join anonymously without a Microsoft Teams account. So when they click on that meeting option and click the link to either go into a video call or just do a voice call on it, there is the option to not have to log in and just join anonymously.

Hamed Sultani:
That’s right.

Neil Murray:
If you want to see what that looks like from the client side, or the external side, feel free to send one of us an email and we can do a quick demonstration of that one on one.

Tyler Sanders:
A question just about how the chat data is accessible and visible throughout the organization. So it really gets back to understanding the structure of setting up teams and setting up channels. So a team is really an organization of a group of people within your company, and you can then… so you can have… a great example is like what Hamed set up. You can have lawyers, partners, associates, add office administrators and then set permissions there on who was part of that group. Think of it almost like an email distribution group where you’re adding people that are members of that group, but you can even get more granular and you can drill in a channel, can be part of lawyers, but you only give two of the lawyers out of al the lawyers in that channel access… in that team rather, access to that channel. Then everything is private to that specific channel.

Tyler Sanders:
You can also… if you’re doing one on one chats, it’s only visible to the individual you’re chatting with and yourself. So you can do group… you can initiate a chat outside of a team, outside of a channel just with an individual and that’s completely outside of any visibility to others.

Hamed Sultani:
That’s right and also, the difference between a private channel and a public channel, you can tell that this one here has a padlock, which means that this is a private channel that not everybody has access to. The way that you would actually manage that is just going to manage channels and you can add exactly want to give access to. For example, this one, only Neil has access to and I can add people and remove people as I see fit.

Tyler Sanders:
Another great question that came in here Hamed, and maybe you can-

Neil Murray:
Hamed, if you go back to the individual chat, one of the things that-

Hamed Sultani:
Sure.

Tyler Sanders:
Did you have something there Neil that you wanted Hamed to show?

Hamed Sultani:
I think you cutoff Neil.

Neil Murray:
That’s fine. [inaudible 00:59:36] go ahead Ty.

Tyler Sanders:
Oh okay. Questions came in about just where are the documents being stored. So when we show creating documents an we show uploading documents, where do those get stored and-

Neil Murray:
So individual files are stored in what’s called One Drive, Microsoft One Drive and also, anything that’s part of Teams get stored actually in SharePoint. So there’s two technologies that… so over here, we can see open in SharePoint. So that’s where they’re being stored and managed. There are two different places, so anything personal is being stored in One Drive. Anything that’s group managed, for example, anything that we add to a channel is stored in SharePoint, which are both part of Office 365. Does that answer the question Tyler?

Tyler Sanders:
Yep, it does. I think you navigated into One Drive there, right? [crosstalk 01:00:32] to SharePoint, or I guess SharePoint is more the back end side [inaudible 01:00:39] visible.

Neil Murray:
It’s a lot more of the backend, but you can access SharePoint as well just to access the files. It’s the exact same thing as you would here. You just have to click on open in SharePoint, which would open in and let you log into SharePoint. Here are the same exact document, just presented in SharePoint as opposed to Teams. So anything you do in Teams is automatically shared in SharePoint. So here are the exact same files in here, and we can upload and download and create new files directly here as well. SharePoint is actually what gives the ability to do… to perform those modification where everybody can log into test account for example, like me, you and Neil were and start editing. SharePoint does a lot of the backend functionality there.

Tyler Sanders:
Yeah, you can also see on the toolbar that there’s the option for copy link, which is a powerful tool also that allows you to just share documents internally, or there’s even the ability to share them externally and just giving the link rather than actually emailing back and forth documents, and there’s some security parameters that can be set around those files that you’re sharing. Very important when you’re doing that externally where you can set a specific recipient, so it only will go to that recipient and they’ll only have access to be able to open it. You can set passwords on the file share, you can set… so that when they get the link, they also have to have the password to open it, and you can set expiration dates also where it will purge the files on a certain expiration date, so they don’t just stay there indefinitely.

Tyler Sanders:
I think most of… even the basic plans, every user that has a license gets one terabyte of One Drive/SharePoint storage. So [inaudible 01:02:32] amount of storage that everybody gets and that can be expanded over time if needed.

Neil Murray:
That’s right. Like Tyler was mentioning, here’s how you would share a link. So you can copy the link directly, or you can have it sent as an email. So you can specify who you want people in Vertex, people with existing access, specific person, click apply and then put in the person’s email address and that’s how you would share a directly to a document. You can also click on here, copy link and then just copy and paste and send it as either a Teams, a chat message, or send it as a email directly.

Tyler Sanders:
Great. I think we got through everybody’s questions. If not, feel free to reach out to us directly. Happy to take this offline, answer any questions, dive into more of the features or specifics that you want to learn more about and we’ll probably set up to do another webinar that’s more of a deep dive into other features. When you close off the go to webinar, you will get asked if there’s specific things you’d like to learn more about. A quick question will pop up there. So if you give us feedback on other features, things that you’d like to learn more about, we can either address those directly, or we can set it as content for a Microsoft Teams 102 type of webinar.

Tyler Sanders:
So with that, I guess we’ll sign off. Thank you very much everyone for attending. Hopefully you’ve learned a lot more about Microsoft Teams and see the power that it has, especially in this remote workforce and we’re here to help offer assistance however we can to get you going with it. So thank you very much.