Office 365 Training Course Activity Guide -- Microsoft Teams

This Activity Guide is a partner document to use during and after the face-to-face OneDrive and Teams training courses. It is split into three parts:

Office 365 Training Course Activity Guide - Overview
Office 365 Training Course Activity Guide - OneDrive for Business
Office 365 Training Course Activity Guide - Microsoft Teams (current document)

Office 365 Training Course Activity Guide - Microsoft Teams

Learning Objectives

  • Access Teams
  • Create a Team
  • Use Mentions
  • Create a channel in a Team
  • Add a file as a tab
  • Use the Search Feature

What is Microsoft Teams

Teams is where people can actively connect and collaborate in real time to get things done. Have a conversation right where the work is happening, whether co-authoring a document, having a meeting, or working together in other apps and services. Teams is the place to have informal chats, quickly collaborate on a project, and share and edit team files.

What to Expect from This Training

  • The activities below will be hands on working within Teams Online.
  • Because Office 365 is a cross platform product, there are downloadable applications for many of the functions. You will be provided with examples of these capabilities, but will not be given hands on activity.
  • Where appropriate this activity guide will have links to Knowledge Base articles for information on items that we were unable to work directly with in the training.

Overview

Below is an overview of the different parts of Teams. We will go through this live without the clutter of the descriptions boxes, but wanted to include a "big picture" view for documentation if it's needed after the training.


Activity 1 -- Create a Team

More information on the best practices that we will be discussing throughout the training are available in the Technology Services Knowledge Base.

TIP:
We are working with Microsoft to simplify the Teams creation process. This new process will be live in the coming weeks and will walk you through the creation via questions about your use.
  1. If you have not done so already, navigate to Office 365 by going to office.loyola.edu and click on the Teams icon.
  2. Consider a use case you may have for a Team. From what you know so far, just from the overview, what are some of your ideas? Let's chat about them. (I'll call on someone if no one raises their hand!)
  3. If you have identified a Team that you would like to create, consider the name for it. Shorter is better. You can also create a simple test site if you're more comfortable with that, but please name it, Last Name Test, e.g. McMahon Test.
  4. Locate the "Join or Create Team" button in the top right-hand corner
  5. On the next screen choose the "Create Team" option by clicking the button.
  6. Teams was originally created with the K-12 education environment in mind, so unless you are planning on using Teams as your Learning Management System (e.g. instead of Moodle), the “Anyone" Team will suffice on this next screen.
  7. The next screen is where you will enter your Team name, an optional description, and set the privacy to private or public. We recommend that you choose "private" unless there is a reason for everyone in the community to access the Team. There are two options at the bottom that will allow you to convert an Outlook Group to a Team, or to use an existing Team as a template. These will come in handy as you solidify your use of Teams and need to create new Teams.
  8. You will have the opportunity to add users to your Team at this point, but you can also skip and do it at another point. Go ahead and select Skip for this training.

That's it, your Team is created! Let's take a minute to reflect on the overview image at the beginning of this section of the training.


Activity 2 -- Adding Members

Adding members is a flexible process and can be managed at any point in the creation/management of your Team.

TIP:
We recommend that Team Owners look at their membership at least once a year to validate that membership is up to date.
We recommend that each Team have at least two owners to help with management and to help with impact of access due to attrition.
  1. If you haven’t done so already, navigate to the Team you wish to add members to.
  2. To the right of the title of your Team, click on the ellipsis to access the action menu. Select “Add Member”.
  3. A search window will appear. Search for the person sitting next to you, and Teams will locate their account. When you select their name from the list of options, it will populate and the Add button will become active. Click Add.
  4. Their name will appear under the search box, with an option to grant them Owner rights. Select the appropriate access (member access is fine for this training). At this point you can continue to add members, or you can close out of the window.

Activity 3 -- Create a New Channel

What's the difference between a Team and a Channel? Teams are about higher level projects/ideas/departments. Channels are about smaller chunks of information pertaining to the larger Team. For example, we have a Team for all of Technology Services active projects that are divided out by Channels. If content pertains to two Channels, it can be posted in the files of one Channel but linked into a conversation in another.

  1. Let’s go back to the use case you considered in Activity 1. What are some possible groups that would make sense for your Team? Come up with as many Channels as you think are relevant (only 1 is ok at this point). If you can't think of a real-life example, go ahead and just name your Channel "Test Channel". We will go through the steps to delete a Channel later so it can be removed.
  2. Make sure that you're in your Team, and that you see the name of your Team plus the "General" Channel (all Teams come with the "general" Channel, and unfortunately the name can't be changed at this time.) Click on the ellipses next to the name of your Team and select "Add Channel".
  3. On this next screen you will name your Channel. Pay attention to the option "Automatically show this channel in every one's channel list". You will want to check this box. As Channel lists grow, if you don't check this, it will appear behind a break, and will be more difficult to find.
  4. Your Channel has been created, if you look to the left navigation menu you will now see it.

Activity 4 -- Upload or create a file

The Files tab that shows by default in all Channels is a central location for files. Just like OneDrive you can create Word documents directly in Teams, and you can also upload files and folders into Teams as well.

TIPS:
These files can be edited live with other Team members.
You can use mentions when collaborating asynchronously to notify someone of an update or to request feedback, they will be notified in the Activity section of Teams the next time they log in.
It is a good idea to get buy in on an organization structure for files before you begin adding files to your Channels, this will help to prevent folder sprawl.
All Teams start with a "General" channel. Think of the "General" Channel as the main channel and your space for documents that impact every Team member.
  1. Navigate to the Files tab of your newly created Team.
  2. Click on the New menu and select Word document.
  3. When you give your file a name, the Create button will activate. Name your file and select Create.
  4. Your Word document will open. Select the Edit button in the top right of the file (if the Edit button is not there, select Close, and click on your file again to reopen).
  5. Add content to your Word document. Write a sentence about your last vacation, or another interest you would feel comfortable sharing.

Activity 5 -- Real Time Editing and @ Mentions

Real time collaboration on documents and having a central location for content is the real power behind Teams.

TIP:
As your department or project groups begin to use Teams more, you will find the need for email will begin to diminish. This creates a historical archive of content for your group and will allow for any new members to get caught up easily on activities.
  1. Someone sitting near you should have added you as a member to their Team. Determine which Team you wish to work in. If you need to navigate out of your Team to your partners, go ahead and select “Close” on the file you have open.
  2. You should now see the left menu, and a link to “All Teams”. Click that link.
  3. Locate your partner’s Team and select it.
  4. Determine which Channel your partner created their file in and select that Channel, and then select the Files tab.
  5. Open the file and click on the Edit button.
  6. Both partners, add some content to the file at the same time. Notice that the file shows you who is editing it, and you will see each other’s edits real time.
  7. Now click on the Start Conversation button. A section will appear on the right side of your window. You can start a conversation about the file. If you use the @ symbol and then type Team member’s name Teams will populate the person’s name and will notify them that they were mentioned in a file conversation. Practice this with your partner.
  • Conversations vs. Comments – in the edit view of a file in Teams, there is a button towards the top called Comments. This works like the Comments feature in the Word application. If you make an edit in the online version, you can highlight the change and put a Comment to draw attention to the location. You cannot use @ mentions in Comments. This is a feature much more along the lines of what is available in Track Changes.
  • You will notice that when you do the @ mention, it will create a new post on the Conversations tab of the Team. This is for easier navigation. You can also use an @ mention in the Conversations tab directly.

Activity 6 -- Add a Files Tab

Tabs are a great way to allow for quick access to content that is utilized often in your Team, or to utilize the functionality of other apps that are available from Microsoft.

TIP:
For security reasons we are limiting the number of applications that are available for adding into Teams. These will be limited by Microsoft created apps as well as apps that we have contractual partnerships with. If you begin to use Teams more and find a need for an app that is not currently available, you can submit a request to have an app reviewed for addition to our site.
  1. If you are still in the edit view of a file, go ahead and close out the file so that you have a view of the tabs in your Team. If you were working in your partner’s Team, go ahead and navigate back to the Team you have ownership of.
  2. Select the + sign to the right of Team Notebook.
  3. A new window will pop up. For this training locate the Word application icon and select it. If you don’t see it as an option, in the search box search for Word.
  4. The Files for your Team will appear in a new window. Locate the file you created earlier in the training and click on it. In the Name field, go ahead and enter the file name for the file you created earlier in the training.
  5. Click Save. You will be taken to the new Tab.

Activity 8 -- Search

As mentioned earlier, one of the benefits to using Teams is having a central repository of content related to the various work projects you are actively working on. If you have content that you know exists but you can’t remember which Channel it was saved in, or even which Team, you can use the Search functionality.

TIPS:
Search breaks the hits down by Messages, People and Files.
You can also use the \ or @ to find a list of commands you can enter in the search box, to find details on new functionality available within Teams.
  1. Locate the Search box at the top of your Teams window. Search the name of the file you created earlier in this training.
  2. Explore the hits that you receive under the different tabs on the left panel showing search results.
  3. Now, enter a Colleagues name in the search box. The results will look a little different. Locate the “organization” tab and explore the information provided.  

Activity 9 -- Delete a Channel

If you would like to delete the Channel you created in today’s training, or if you have a need to delete a Channel in the future, you can do so easily.

  • Navigate to the Team where the Channel resides.
  • Click on the ellipsis to the right of the Channel name and select Delete This Channel.