How to use Microsoft Teams, a demo tutorial

Aug 24, 2023

How to use Microsoft Teams, a demo tutorial

Learn everything you need to know about using Microsoft Teams in 15 minutes. Aya Tange from Microsoft Teams walks through the end-to-end user experiences with a full demo tutorial: from chat and collaboration to online meetings and calling capabilities. If you’re in IT, we also cover the core set of admin controls for managing Microsoft Teams.

This show was recorded at Microsoft Ignite | The Tour in Amsterdam.

To learn more, check out: http://aka.ms/SuccessWithTeams

Have more questions, check out Aya’s Top 10 FAQ: http://aka.ms/TeamsTop10

If you are unfamiliar with Microsoft Mechanics, we are Microsofts’ official video series for IT. You can watch and share valuable content and demos of current and upcoming tech from the people who build it at #Microsoft.

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Content

1.636 -> If you're new to it, we're going to take a closer look

3.703 -> at how you can actually use it

5.486 -> as the hub for teamwork in Microsoft 365.

8.144 -> And we're also going to walk you through

9.976 -> the core experiences for group chat,

11.68 -> collaborate on files and hosting online meetings.

14.946 -> Plus, how you can customize your workspaces

17.816 -> with your favorite apps.

18.886 -> And if you're in IT,

20.076 -> we're also gonna demonstrate Microsoft Teams,

22.223 -> end-to-end admin and configuration controls.

24.906 -> Before we get started,

25.739 -> please give Aya Tange a warm welcome

27.666 -> from the Teams group.

28.618 -> (audience clapping)

29.716 -> - Thanks for having me on the show Jeremy.

32.133 -> - All right so, Microsoft is all about making sure that

35.016 -> we can be creative, build the best content,

37.466 -> really collaborate and be creative

39.266 -> with anybody that we work with

40.236 -> and do that all very securely.

42.216 -> Where does Teams play a role in all of that?

44.766 -> - Sure so just like you said,

46.376 -> Microsoft Teams is the hub for teamwork

48.536 -> that allows you to communicate and collaborate

50.526 -> in a single and secure location.

52.736 -> So you can really think about it as a four-in-one solution.

55.776 -> You have your messaging,

57.016 -> which is your rich, chat-based experience;

59.391 -> your online meetings, where you can always stay connected;

63.186 -> as well as, your calling capabilities

65.036 -> built on our worldwide network;

67.346 -> and you have your native integration

69.116 -> with the familiar Office apps.

71.626 -> And of course with all this comes

73.266 -> your enterprise-grade security to protect your data

76.426 -> as well as your compliance and security controls

79.106 -> that you'd expect with the Office 365 Suite.

82.566 -> And all of these experiences are built for the web browser

85.746 -> as well as in your apps.

87.426 -> So you can use all of your devices

89.256 -> running Windows, Mac, IOS and Android.

92.826 -> Also, recently, we extended the power of Teams

95.356 -> to industry-specific workflows.

97.216 -> That includes highly-regulated industries

99.446 -> such as health care

100.676 -> but also broader areas such as firstline workers.

103.786 -> And you can see here on the screen,

104.946 -> we have Shifts, which is our new schedule management tool.

108.223 -> - Right and we recently actually published a show

110.016 -> on firstline workers and those capabilities.

112.686 -> And you can check that out on Microsoft Mechanics.

115.156 -> But today, we really wanted to actually focus

117.696 -> on the office worker and kind of IT/admin experiences.

120.576 -> It's still relatively new.

121.516 -> I think a lot of people are probably looking at

123.616 -> and starting to adopt Teams right now.

125.524 -> But how do you use Teams in your day-to-day work?

128.346 -> - Sure so let me show you.

130.446 -> So here I am in my Microsoft Teams desktop app.

133.596 -> And you can see here in the left navigation bar,

135.566 -> we have activity, chat, teams,

138.976 -> meetings, calls and files.

141.426 -> And in the ellipses here,

142.646 -> we recently have the Shifts experience added.

145.576 -> So if you're interested in that,

146.656 -> I highly recommend you check that out.

147.876 -> - [Jeremy] That's what we saw earlier on the screen

149.126 -> with all the scheduling, yep.

150.146 -> - [Aya] Exactly, but I typically start my day

152.386 -> in the activity feed and this is really where

154.156 -> I see all my information coming in from my teams.

157.146 -> But I like to use the filter button

158.656 -> to really triage the most important information.

161.376 -> And my favorite one is always looking at my app mentions.

164.266 -> And this is how I really create

165.356 -> my to-do list in the morning.

167.285 -> - [Jeremy] Right.

168.119 -> - [Aya} Then I can jump to chat.

169.426 -> And this is where I have my private one-on-one chats

172.156 -> as well as my group chats.

174.246 -> And to just keep myself organized,

176.146 -> I like to pin chats to the top

178.006 -> that I use on a regular basis

179.786 -> so that I can stay, you know, efficient

181.746 -> but I also have my recent chats right underneath.

185.226 -> Then I jump to Teams.

187.356 -> And this is really where

188.466 -> all the collaboration magic happens.

190.826 -> And you can see here,

191.659 -> I'm a part of a couple different teams.

193.332 -> I'm part of like the Contoso IT team.

195.956 -> And you can decide as an organization

198.066 -> whether you wanna have a team at a department level

201.066 -> or at a project level.

203.616 -> And every team has a set of channels.

206.056 -> And the way to think about channels

207.726 -> is really a shared workspace

209.336 -> where you can communicate and collaborate

211.456 -> in a single location about a particular topic.

214.506 -> So anything Teams upgrade-related will be in the

217.731 -> Teams Upgrade channel.

219.456 -> And so you can see here my Knowledge Share channel is bolded

222.676 -> and that means that there's new information in there

224.606 -> that I haven't read yet.

226.136 -> And if there are extra decorations,

227.866 -> that means if there's an important message

229.616 -> or if I'm app-mentioned,

230.976 -> you'll also see an app mark.

233.486 -> But, so let's jump into this upgrade channel here

235.566 -> and you can see that there are a lot

236.876 -> of rich conversations going on.

239.096 -> And you can see here every conversation has a reply button

242.916 -> so that you can have all of your,

244.656 -> you can thread all of your related messages together

247.116 -> so that you can easily stay on top of things.

250.166 -> And I can also like a message

252.226 -> as well as even save a message,

253.626 -> if I wanna go back to it at a later time.

256.446 -> But I also work with people all around the world.

259.096 -> So I've been working with Miriam here

261.236 -> and she's written back in German.

263.036 -> - [Jeremy] Oh yeah I speak German

264.406 -> so it sounds like she's pretty excited.

265.846 -> - Oh lucky you.

266.926 -> I don't speak German but now

268.726 -> with our in-line translation feature,

270.406 -> I can actually translate her German into English.

273.456 -> So now I know exactly what she's saying.

275.386 -> And I love this feature

276.416 -> 'cause now I can collaborate and communicate

278.616 -> with people all around the world,

279.926 -> even if we don't speak the same language.

281.946 -> - [Jeremy] Very cool and we support 44 different languages.

283.546 -> - We do which is really exciting.

286.112 -> So I also work with external partners and vendors a lot.

289.946 -> And so we wanna make sure that we can also include them

292.096 -> in our conversations.

293.456 -> And so now we can do that using Team Secure Guest Access.

296.883 -> And you can see here, Lee is clearly labeled as a guest.

300.706 -> So you can easily know who's a part of your organization

303.836 -> and who is not.

305.206 -> So if I want to compose a message,

307.276 -> I can use our rich-text editing options.

309.956 -> And here I can add a subject.

311.916 -> I can use bullet points,

313.766 -> as well as, make the message important,

316.766 -> even highlight things if I need to

318.966 -> and hyperlink text.

320.806 -> So these are capabilities that

322.026 -> we didn't have in the very beginning

324.076 -> but now we do and I use them on a regular basis.

327.886 -> I can also attach a file for someone to review.

332.102 -> And to humanize the conversation,

334.316 -> I like to use my emojis, my gifs,

338.126 -> and my stickers

339.506 -> to keep the workplace a little bit fun.

341.213 -> - Right, who doesn't love to use that.

342.508 -> - Oh of course.

343.706 -> - So why don't you talk about attachments

345.05 -> 'cause I think a lot of people

345.883 -> maybe come from the context of email.

348.325 -> - Sure.

349.158 -> - How do attachments change then with Teams?

350.566 -> - Sure so when I attach something here,

352.626 -> it actually uploads the file into my Teams File Repository

356.756 -> which is easily accessible here at the top.

359.366 -> And the back end here is actually using, is SharePoint.

362.946 -> So you have all of your rich protections

365.246 -> as well as your collaboration benefits.

367.596 -> And so here you can have,

369.186 -> because we're integrated with the Office 365 Suite,

371.946 -> I can upload an Excel document

373.976 -> or a PowerPoint deck

375.776 -> and I can easily start collaborating with my teammates.

379.766 -> But I do wanna point out one thing Jeremy

381.486 -> is if I were to add a file, like I am here,

385.156 -> if I were to add a file in my private chat,

387.766 -> this actually still sits

389.146 -> on my personal OneDrive for business.

391.146 -> But if I were to upload that same file into my Teams,

394.516 -> that would be added to my SharePoint here.

397.142 -> - Okay and the cool thing is because

399.216 -> we're using SharePoint effectively

400.77 -> as the thing that powers all the content management

404.536 -> and all of the content services

405.646 -> in Office 365 and Microsoft 365,

408.556 -> now you get all of the audit, the controls, the compliance,

412.666 -> things like data loss prevention,

414.316 -> things like co-authoring

415.276 -> and all that stuff lights up with SharePoint.

416.946 -> So it really gives you that extra,

419.896 -> maybe some of those extra capabilities right here

422.086 -> from within the Teams context.

423.266 -> And the nice thing is with all the way that

425.586 -> you're using files and kind of storing files,

428.026 -> even though we get all of that great benefit from IT

430.456 -> and everybody here is in IT,

432.076 -> the users don't actually see it.

433.276 -> They don't know where the files are being stored.

434.886 -> They don't have to know that

436.036 -> their file's in a document library somewhere.

438.226 -> It's actually just here in files or in the context of chat.

440.786 -> So super seamless for the average person

443.226 -> to just pick this up and start running.

444.966 -> - Exactly but it's also important to make sure that

447.996 -> our Teams stay in the flow and the context of their work.

451.126 -> And one way that we're helping do that

452.706 -> is by allowing people to actually customize

454.916 -> their shared workspace.

456.356 -> And you can do that now by pinning a file

458.666 -> or adding a third-party app or service,

460.881 -> so that you have your content in real-time updates

463.726 -> really just a click away.

465.361 -> - [Jeremy] It's really great here to see

466.427 -> Power BI's the dashboard

467.51 -> but you can even get to planner and some other things.

469.366 -> - [Aya] Exactly so I love making sure that

471.136 -> I stay up-to-date with my IT spend.

473.616 -> And just like you said with project management,

475.856 -> I use my planner all the time.

477.386 -> So I have my to-do list and my completed list.

480.286 -> But it's not just Microsoft applications,

482.316 -> we can also click on the plus button here

484.726 -> which adds our tabs.

486.146 -> And I can add third-party app services and tools

488.986 -> via our tabs connectors and bots.

491.766 -> And if you haven't checked out our App Store,

493.586 -> I highly recommend you do so.

495.406 -> - [Jeremy] Very cool.

496.239 -> But why don't we keep moving down the navigation bar

497.826 -> and talk about something important to everyone,

499.786 -> meetings and your calendar.

501.596 -> How does Teams help me there?

502.756 -> - Sure, so Microsoft Teams has a complete meeting solution

506.184 -> that supports sharing, video and audio conferencing.

510.476 -> So now here you can see my daily view of all my meetings.

514.036 -> I can also schedule a meeting from the platform

517.056 -> as well as we just announced you can create a live event.

520.766 -> And this now can hold up to 10,000 participants

523.856 -> and they can participate in real-time.

525.656 -> So Jeremy, do you mind jumping into

527.166 -> this exec review meeting here

528.576 -> and we can show some extra capabilities that we have?

530.816 -> - Yeah, let's do it.

531.649 -> It's actually, here I can actually see that

533.013 -> I've got the meeting scheduled for me.

535.626 -> I can see all the different attendees,

537.716 -> chat with participants.

538.806 -> I can set up a text-based chat channel for those folks.

542.846 -> Now if I go ahead and click join,

544.106 -> the nice thing here and one of the things

545.476 -> that I love about Teams

546.356 -> is before I actually joined the meeting,

548.736 -> it gives me this pre-join screen.

550.916 -> So it saves me in terms of if I want to mute my microphone,

553.636 -> if I want to turn my camera off,

554.926 -> maybe I just woke up or something,

557.146 -> maybe I'm in a VTC room

558.716 -> I wanna join with the audio turned off

560.576 -> because it's coming through.

562.286 -> VTC audio and video system.

564.606 -> And one of my favorite things now with Teams actually

567.453 -> and we can't see it here 'cause it's just the two of us

569.726 -> but if a lot of people are pre-joined into the call,

572.026 -> it'll say you're a bit late to the meeting, maybe,

573.976 -> there's five different people already on,

575.966 -> will mute your microphone by default.

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

579.736 -> So when I join that meeting,

582.226 -> I'm gonna go ahead and mute my microphone.

583.806 -> So I joined that meeting.

585.146 -> I can see that Aya's in the meeting.

587.056 -> There she is.

588.132 -> Now we can see on the two different screens.

590.186 -> We have me on the left, Aya on the right,

592.876 -> on my right, opposite if you're watching from that angle.

596.306 -> And I'm gonna go ahead and show what I can do also

598.356 -> from a content sharing perspective.

600.236 -> So here I can share my desktop if I wanna do that.

602.966 -> I can share also individual windows

605.091 -> using remote app capabilities

607.216 -> just to show the window itself.

608.676 -> And then even PowerPoint files

610.816 -> because these are a part of my most recently used documents,

613.226 -> they're surfaced right here.

614.806 -> And that way I can actually use Teams's native integration

617.936 -> with PowerPoint online to actually present that file.

621.306 -> And if I want, I can allow people to even fast forward

623.326 -> through that content.

624.416 -> It's really an efficient way to do remote presentations.

627.146 -> - So we also added the ability to record your meetings.

630.086 -> And this is really helpful if someone misses the meeting

632.306 -> or you wanna go back and review it.

634.656 -> I can also blur my background here

637.106 -> and remove distractions behind me

638.906 -> so that I can stay focused in on the meeting.

641.336 -> And I use this all the time

642.666 -> whether I'm at a airport or if I'm at a cafe

645.746 -> or even working from home.

647.086 -> So I use this on a regular basis.

648.71 -> - Sounds good, let's look into one.

651.346 -> You can actually do some things

653.076 -> in terms of using the captions

654.473 -> and actually search through that content, right?

656.276 -> - Totally, so you can see here that

657.836 -> we recorded this Teams roll-out planning meeting

660.026 -> and now I can click into it

661.406 -> and watch the meeting in its entirety.

663.391 -> But sometimes I don't have time

665.126 -> or I really wanna focus on a specific part of the meeting.

667.886 -> And now with our transcription services,

669.646 -> powered by Microsoft Stream,

671.496 -> I can turn on captioning on

672.916 -> and see exactly what's being said.

674.916 -> But I can also search for specific keywords.

677.076 -> In this case, I'm interested in guess access.

679.296 -> So now I can actually click into this

681.406 -> and the meeting recording will jump to that specific point

684.186 -> and now I can pay attention right from here,

686.426 -> make sure I have all the information and action items.

688.97 -> - And it's really great if you weren't in that meeting

691.186 -> or maybe late to that meeting

692.606 -> and somebody mentioned your name

693.513 -> and you wanna search for your name for example.

695.866 -> Really, really cool stuff to be able to search the captions

698.086 -> and find exactly that point in the meeting.

700.076 -> So can you tell us a bit more beyond kind of the meetings,

704.416 -> what else we can do with Teams?

706.306 -> - Sure so we also, if you have PSTN calling

709.356 -> integrated into your Microsoft Teams configuration,

713.376 -> you now have all of your call controls here;

715.736 -> as well as, your phone number, you have your speed dial,

718.546 -> your favorites, as well as all of your contacts,

721.246 -> your call history and your voicemail.

724.166 -> - Nice so switching gears though

725.776 -> in terms of all the IT folks that are in the room.

728.876 -> What kinds of controls do we have for the folks that

731.246 -> are managing or implementing and rolling out

733.896 -> Microsoft Teams right now?

735.206 -> - Sure so Microsoft Teams can be managed

737.386 -> the same familiar way in which you manage

739.086 -> the rest of your Office 365 apps.

741.328 -> And don't fret, for the security officers out there,

744.006 -> the same controls that you are using

745.726 -> in the security and compliance center,

747.816 -> also apply to Teams.

749.306 -> So, for example, let's say you have

751.017 -> a data loss prevention policies for your files.

754.326 -> We now just announced that

755.666 -> you can create data loss prevention policies

757.646 -> for your private chats

759.586 -> as well as your channel conversations.

761.736 -> So we wanna make sure we protect your information

764.261 -> in all instances.

765.286 -> - Right and so if you're new to data loss prevention,

766.946 -> what you can see here, this is a credit card number

769.996 -> that basically DLP or data loss prevention policies detect

773.932 -> right while you're actually chatting that

776.046 -> information within Teams.

777.246 -> We can do that now in email and SharePoint files

780.236 -> that are stored in maybe a document library.

782.286 -> But now even in the context of chat,

783.776 -> Teams will be able to detect that

785.426 -> and obfuscate that effectively

786.826 -> from the other side of the recipient

788.363 -> as you're sending that kind of information.

790.456 -> - Right but really my day-to-day management

793.046 -> happens in the Microsoft Teams admin center.

795.556 -> So this is really where I can manage all my aspects

798.006 -> around Teams such as messaging, meetings

800.386 -> and other org-wide settings.

802.186 -> And so if you haven't been to the admin center in awhile,

804.166 -> we've added a bunch of new capabilities.

806.326 -> So from here I can check into Teams

808.786 -> and I can see every single team

810.376 -> that has been created in my tenet.

812.396 -> I can edit an existing one where I can add team members

815.406 -> or change channel settings.

817.026 -> But I can also even create a brand new team from here.

820.366 -> Then I can jump into users here.

822.326 -> And this is where I can see all of the users

824.946 -> in my Teams tenet.

826.736 -> I can also assign specific policies per user as well.

831.426 -> Then I'll jump into meetings.

833.086 -> And this is where I can define conference bridges

835.526 -> as well as other meeting policies

837.376 -> such as being able to record meetings

840.006 -> and transcribe meetings.

841.314 -> - [Jeremy] Makes sense, yeah.

842.147 -> - [Aya] I can also create my live event

843.286 -> policies here as well.

845.436 -> Then I can jump into messaging.

847.066 -> And this is where I can really define

848.636 -> the chat experience someone will have.

850.956 -> So I can decide if they can delete a message

852.836 -> or if they can use giphys or memes

855.336 -> or even be able to translate messages as well.

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

861.246 -> This is where I can configure external access, guest access.

865.406 -> But also if you are on the journey

867.796 -> from moving from Skype for Business to Teams,

870.436 -> we have definable co-existence modes.

872.946 -> So now we can really help you with your transition.

876.196 -> - Very cool so it's great seeing all these controls

878.196 -> and all the role that Teams plays

880.116 -> in terms of making all these controls available to you

883.333 -> and having all of that configurability.

886.056 -> And all that basically in a really short time it's lit up.

889.386 -> Like I've started following it since day one

891.316 -> and this is a lot of stuff that you can do now.

893.246 -> Thanks Aya for the comprehensive tour of Microsoft Teams.

896.23 -> But if I'm just getting started,

897.566 -> I'm brand new to it,

898.399 -> where do you recommend people go to learn more?

900.336 -> - Sure so first things first, if you're a Teams admin,

903.486 -> make sure you actually enable it in your tenet.

906.039 -> And if you need some resources,

907.866 -> we have a one-stop shop at aka.ms/successwithteams.

912.686 -> - Great overview Aya.

913.519 -> Ans also thanks for joining us.

914.636 -> Don't forget to stay tuned to Microsoft Mechanics

916.436 -> for the latest tech updates across Microsoft.

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

920.356 -> We'll see you next time.

921.615 -> (upbeat music)

Source: https://www.youtube.com/watch?v=CH2seLS5Wb0