[Start transcript]

[Instructor]

Microsoft Teams is a digital workspace for real-time collaboration with your media team. This means getting fast replies when someone has a question or having a conversation instead of back-and-forth emails. Teams help teams who are spread across different buildings or campuses. Who work with different portfolios and colleges or perhaps you are always on the move.

Hi and welcome to this video. The purpose of this video is to introduce Microsoft Teams and to go through some basic functionalities and how to use Microsoft Teams. The video is targeted at RMIT professional and academic staff with no or little experience with the application. Let's get started on Teams.

Teams is a part of Microsoft's Office 365 suite of applications. This means you can access Teams using your RMIT email and password login details. You can access the Teams in three different ways. Via the mobile application. You can download this on android and iOS devices. And it is super easy to use. Using the app lets you post or reply to a conversation or chat while you are on the go. This is really handy, especially if you are moving from campus to campus.

The second way you can access Microsoft Teams is via the Office 365 portal. Just type in office dot com into your browser and this will take you to the portal. On this landing page, you can see a list of recently used applications. And if you scroll down, you can see different documents that you've worked on recently. If you don't see Teams in this initial list, you can go ahead and click on explore all your apps.

The third and final way to access Microsoft Teams is by downloading the desktop app. You can download this from the Office 365 portal. We generally recommend using the desktop application, as it does provide a bit more functionality as well as ease of use.

For the purpose of this demonstration, I will be using the Microsoft Teams client. We will first go through the basic structure and the layout of Teams. On the top banner, you'll notice that there is a search bar. This is where you can search for files or conversations that you've been a part of or have been given access to. This is really handy and very similar to searching in your Outlook.

On the top right-hand corner, you'll either notice that there is a picture that you've previously uploaded or your initials. Clicking on that will bring open a new menu. This menu contains your status and this is tied to your Office 365 profile. Like the status in emails or Skype for Business. There's also a place where you can a status message. For example, if you are working from home, as well as go through any saved conversations that you've saved previously. More importantly, this is where you can access settings.

Settings will give you access to change the theme, as well as turn off the application, so it doesn't start when you turn on your computer. There is also a place where you can change your language. More importantly in the settings is where you can change your notifications. It is always really good to take a look at your notifications before you start using the application. In this menu, you can change the option, so that you don't get emails for every type of mention or message. For example, you may just want to see a banner when someone mentions you or just to show in the feed. For some of the lesser important notifications, you can turn these off completely.

On the left-hand side, you'll notice there are a few tabs. When you click on the activity tab, it will give you a feed of all the interactions when someone has reacted or messaged or maybe replied back to your post. If you want to filter this to something more meaningful, go ahead and click on the filter icon. Clicking on this will let you filter through things that you haven't read. Or, for example, things that you've been mentioned in.

The chat tab will give you access to instant messaging with individuals and with small groups. Chats are really good if you want to have one-on-one private conversations with either your manager or a colleague. You can also start small group chats in chat. This is great if you want to organise maybe a small gathering or maybe your daily lunches. However, as soon as you do need to collaborate, we recommend using a team.

The Teams tab will give you access to all the Teams you are a part of. I'll come back to this after I go through the tabs. The meetings tab will take you to the meeting functionality inside Teams. This is very similar to Skype for Business and the calendar in this acts like an Outlook calendar, bringing both your Outlook and Teams meetings together.

We have a files tab next and this will show you a list of all the files that you've recently accessed, as well as tiles for each team that you are a part of. Because RMIT does have an educational license, you'll notice that there is an assignment tab. For the purpose of this demonstration, we won't be covering this. If you do want to look for more options, it is always good to click on the ellipsis. This will provide you additional information that you may need. If you want more training materials after this video, go ahead and click on help and this will take you to articles about what's new in Teams, as well as Microsoft provided training material.

I'm going to go ahead and click on the teams tab. This is where you'll find you may do 80 to 90 percent of your work. Your teams tab is divided into all the teams that you've been a part of. Being added to a team is how you manage permissions inside this application. There is a hierarchy that is used in Teams with a team at the top with all the members. Channels underneath that, which may be broken up into specific topics or projects.

And finally, within each channel, you'll have conversations. Conversations is a bucket of interaction between colleagues regarding a specific topic. For example, an example of a conversation is this one, where you can see that a few people have replied back to an original post. Conversations are really handy, because it allows Microsoft Teams to collapse information that you don't need to see, as well as show you post that you haven't seen before.

To start a conversation, simply start typing in the message bar at the bottom of your screen. You can use at mentions by starting with the at symbol and typing in a specific person's name. In this scenario, I will be at mentioning Trevor. You can backspace remove any second names or last names. So, it looks more concise. You can also format this post by clicking on the A and the paintbrush icon. And this lets you add subjects and can be used for announcements, especially if you work in a really big team. Here, you can format by adding bullet points, quotations and links.

If you want to attach a file, go ahead and click on the paperclip icon. Clicking on that will give you several options on how to upload a document. I'm just going to upload a file from my computer. You'll see this will get uploaded at the bottom of the post. You can also personalise your conversation by adding an emoji or a GIF. But for the purpose of this, I'm just going to send this through. You can either press with the return key or click on the send button at the bottom right-hand corner.

You'll see that a conversation has gone to the bottom of the screen, as it is probably the most relevant to me at this point. By mousing over the conversation, you'll get a few options on different ways you can respond back. You can thumbs up if you agree to something, or maybe a sad face if you don't. Generally, we recommend if you want to respond back to a conversation, is to go and hit the reply key. By doing this, it allows teams to keep all the relevant interactions into one spot.

Clicking on the ellipsis when you mouse over the conversation will give you a few more options. For example, you can save the message, edit it, delete it, as well as some other cool features, such as translate. To open up a file, you can go ahead and click on it directly or click on the ellipsis if you want to open it up in a different way. If you are just going to make quick edits, you can open it in Teams or in PowerPoint online. If you want to format it or do any major changes, I recommend opening it in PowerPoint.

All the files uploaded in Teams is kept in the files tab at the top. Clicking on this will take you to the directory of all the files that are associated with a specific channel. You can create new files by clicking on new, as well as folders. You can upload, if you want to upload any documents from a computer. Or you can click on get link to share this with someone else. The good thing about files inside Teams, is that it caters to two kinds of personas in the organisation. We have the first persona who just wants to access the document that is relevant to them. And they can access their files using this interface.

The second persona is someone who is probably more technical and was to be able to utilise the full capabilities of SharePoint. For them, they can go ahead and click on open in SharePoint. This will give them access to the traditional SharePoint interface, where they can manage, access, sync the directory or connect it to other Office 365 applications.

The exciting thing about Teams, is that you can customise it to your team's experience. You'll notice at the top of this Teams I've got several different tabs. To add a tab, go ahead and click on the plus symbol at the top of the team. You'll notice that you'll get two rows of Microsoft supported applications, as well as many other rows of third-party applications. Some great ones to add to your Teams are OneNote, which lets you take notes collaboratively with your team. Forms allows you to create surveys, quizzes and polls, which then you can send to other members of the University. Planner, which is Microsoft's lightweight task managing system. As well as, for example, Power BI's that you are currently working on. Other really handy ones are Website. For example, if you are a library group, you can pin the library catalogue website. As well as Yammer if you are a group or a team that works closely with the community at the University.

In this example, I've created a notebook. And in this scenario, it lets me take notes for each individual meeting and allows that to be shared with the whole team quite seamlessly. I've also added a PowerPoint. And this lets me and my colleagues view and work on PowerPoints and collaborate quite easily. And finally, I've added a Planner. Once again, this is my Microsoft's version of a lightweight task management system. You can add cards quite easily by clicking on the plus symbol. You can set due dates and assign them to members of your team. You can also create buckets to manage these tasks by themes, as well as drag-and-drop functionality to bring tasks over. This also gives you an option to view the tasks you need to do using a chart or a scheduled view.

As you can see, these tabs can be customised and added to suit your Teams needs. When you are picking a tab, make sure you are picking one that will be relevant and will be useful for everyone in your team. Please note that while Teams does give you access to a lot more third-party applications, we have to emphasise that you have to make sure that these are supported by the University before you start using them. But if you already are, feel free to check them out.

Now that I've shown you how to have a conversation and add tabs to a team, I'll show you how to create a team. To create a team, go ahead and click on the join or create team at the bottom left-hand corner. Clicking on this will take you to a window where you will notice there may be some public teams, which you can join. But for the purpose of this, we're just going to go ahead and create a team. Clicking on create a team will give you four different templates. Once again, because RMIT does have an educational license, there are these three other options. However, so that you get a blank canvas, go ahead and click on anyone.

Now, that you've selected a template, go ahead and put in a team name. The team name should be specific enough, so that team members can find it within a list of Teams. But not too specific, so that you can't use it for future purposes. Put in a description. A description will allow you to think about the purpose of the team you are creating. And finally, choose whether you want the team to be private or public. If you want to be in control of who joins the team, go ahead and put it as private. Otherwise, if you want it more comfortable that everyone can join, put it on public.

Once you click next, it will go and create the team. The next step is to add members of your team. To add a member, go ahead and start typing their name. And this will search through the Office 365 profiles. I'm just going to add a few of my colleagues. You'll notice you can also add external users to your team. What we recommend though, when you do add externals to your team, is to make sure that you are not putting anything confidential into the team or documents that aren't relevant to that guest. And finally, make sure you remove them once they are no longer needed.

You'll notice once I've added some RMIT staff members or students, there will be a box that says member. Clicking on this box will drop down a menu which lets you add additional owners of that team. By default, you will be the only owner. In terms of governance and business continuity, we recommend having more than one owner and recommend around two or three other owners for your team. This is so that in case you are away or on leave, someone else is able to manage that team, either adding new members or removing old members.

Go ahead and click on close and Teams will take you to the general channel, which is created automatically. You'll notice that the Teams will be located on the most bottom on the list. And what you can do is just drag that up, so you have easy access to it. If you want to add more channels or change any settings for that specific team, go ahead and click on the ellipses next to the team name. Here it allows you to manage the team as well as change any settings. Add new channels, as well as add new members.

When you do choose to add a channel, make sure the channel is relevant and is needed. We generally recommend starting out with just the general channel. And when you realise that sometimes that too many conversations revolving around one specific topic is clogging up that channel, that may be a reason why you might create a new one. Channels are really good at separating specific topics of conversation, such as events, maybe areas of focus. Or maybe you want one just to manage the social side of your team, such as Game of Thrones spoilers.

Now that we've gone through Teams and channels, I'm going to go ahead and look at the next tab, the meetings tab. There are several different ways you can host meetings inside Team. This is very similar to Skype for Business. If you want to have a one-on-one video or audio chat, go into the chat tab, select the person you want to have the conversation or call with, and then click on the audio call or the video call buttons on the top right hand corner. If you want to call your whole team and it might be urgent, you'll notice that there is a meet now button on the bottom of the conversation box. Clicking on that will dial all the team members in the team. We generally recommend not doing this and scheduling meetings prior to when they are needed.

And the most conventional way is through the meetings tab. To schedule a meeting, you can click on the schedule a meeting butting on the top-- bottom left-hand corner. And clicking on that will bring up a window to book this. Enter a title. Select a location. And this is integrated with any rooms that are integrated to the Office 365 cloud. Select a channel to meet in. So, in Teams meeting, you can select a specific channel to meet in. And this will tell everyone who is part of the channel that they are invited to join. This is very similar to a distribution list inside Outlook. If you want to invite people individually, you can also do so in the invite people box.

Finally, select the time and date that you want the meeting to be. As well as type in any details. Once you are done, go ahead and click on schedule. Because we did tie this meeting to a channel, you'll notice that it also posts this into the channel. To join the meeting, go ahead and click on join or click on the meeting in this conversation. And this is where you can open up a chat to just chat with participants or to join the meeting.

Before you join the meeting call, you have an option of turning on or off your camera or muting or unmuting microphone. It is always good practice, especially if you are having a meeting while you are on the go, to just mute your microphone before you join the room. Or if you are working at home and have a busy-- or have a busy background, you can turn your camera on and blur the background.

Once you join the meeting, you're able to share your screen like you would in Skype for Business, as well as chat if you don't have a microphone. You can join the conversation on the top right-hand corner by clicking on the chat window. And this will give you too, a conversation thread that is linked to that specific channel. If you want to add anyone to the call, you can go ahead and click on the add participants button. Or if you want to change any of your settings, you can click on the settings cog. At any point, if you want to take any meeting notes, there is a meeting notes button, which is quite handy and linked to your OneNote. This lets you take notes which then can be seen after the meeting. Any conversations that someone has added or to access the notes will come up in a conversation previously where you joined the conversation.

Well, that concludes our training today. If you do require some extra resources, we have a work life page under services and tools, IT services and support, Office 365 and Yammer and Teams. Here you will find a link to access both applications, some links to some quick user guides, as well as FAQs on the platform. And if you do need additional assistance, we do have a Yammer group called Microsoft Teams and adopters. Feel free to post something in this group and one of our very helpful champions will be able to assist.

I hope you have a great day, and thanks for joining me for this session.

[End transcript]

 

[Start transcript]

VISUAL: RMIT University logo.

TEXT ON SCREEN: Take it to Teams.

[Instructor]

Microsoft Teams is a digital workspace for real-time collaboration with your media team. This means getting fast replies when someone has a question or having a conversation instead of back-and-forth emails. Teams help teams who are spread across different buildings or campuses. Who work with different portfolios and colleges or perhaps you are always on the move.

VISUAL: Browser window showing Office 365 home page displaying available apps and recommended documents.

Hi and welcome to this video. The purpose of this video is to introduce Microsoft Teams and to go through some basic functionalities and how to use Microsoft Teams. The video is targeted at RMIT professional and academic staff with no or little experience with the application. Let's get started on Teams.

Teams is a part of Microsoft's Office 365 suite of applications. This means you can access Teams using your RMIT email and password login details. You can access the Teams in three different ways. Via the mobile application. You can download this on android and iOS devices. And it is super easy to use. Using the app lets you post or reply to a conversation or chat while you are on the go. This is really handy, especially if you are moving from campus to campus.

The second way you can access Microsoft Teams is via the Office 365 portal. Just type in office dot com into your browser and this will take you to the portal.

VISUAL: Mouse moves over apps.

On this landing page, you can see a list of recently used applications.

VISUAL: Page scrolls down and then back up.

And if you scroll down, you can see different documents that you've worked on recently.

VISUAL: Mouse hovers over the Teams app and then the 'Explore all your apps' link is clicked.

If you don't see Teams in this initial list, you can go ahead and click on explore all your apps.

VISUAL: Teams dashboard appears which is broken into three columns: first column is a left-hand side menu; second column is the Teams list; and the third column in the stage area where conversations appear. There is also a header bar at the top with a search field and account menu items.

The third and final way to access Microsoft Teams is by downloading the desktop app. You can download this from the Office 365 portal. We generally recommend using the desktop application, as it does provide a bit more functionality as well as ease of use.

For the purpose of this demonstration, I will be using the Microsoft Teams client. We will first go through the basic structure and the layout of Teams.

VISUAL: Mouse hovers over the search field.

On the top banner, you'll notice that there is a search bar. This is where you can search for files or conversations that you've been a part of or have been given access to. This is really handy and very similar to searching in your Outlook.

VISUAL: Mouse hovers over the account icon, which is a picture of a man, in the header bar.

On the top right-hand corner, you'll either notice that there is a picture that you've previously uploaded or your initials.

VISUAL: Mouse clicks on the account icon and a menu appears over the page showing the staff member's name and picture, available status, and options for set status message, saved, settings, zoom, keyboard shortcuts, about, check for updates, download the mobile app and sign out.

Clicking on that will bring open a new menu.

VISUAL: Mouse hovers over the available status and a sub menu appears with a list of status options.

This menu contains your status, and this is tied to your Office 365 profile. Like the status in emails or Skype for Business.

VISUAL: Mouse hovers over the set status message menu item. Then mouse hovers over saved menu item.

There's also a place where you can a status message. For example, if you are working from home, as well as go through any saved conversations that you've saved previously.

VISUAL: Mouse clicks on the settings menu item.

More importantly, this is where you can access settings.

VISUAL: An overlay window appears which has two columns: the left column has a list of setting menu items; and the right column displays the options for each setting menu item once it is selected. The General menu item appears by default and the right-side column displays sections for theme, application and language.

Settings will give you access to change the theme, as well as turn off the application, so it doesn't start when you turn on your computer. There is also a place where you can change your language.

VISUAL: Mouse clicks on the Notifications menu item and the right-side column displays sections for mentions, messages, other and meetings.

More importantly in the settings is where you can change your notifications. It is always really good to take a look at your notifications before you start using the application.

VISUAL: Mouse clicks on the personal mentions drop down box in the mentions section. The drop-down box lists banner and email, banner and only show in feed and the mouse hovers over each of these options.

In this menu, you can change the option, so that you don't get emails for every type of mention or message. For example, you may just want to see a banner when someone mentions you or just to show in the feed.

VISUAL: Mouse clicks on the chat messages drop down box in the messages section. The drop-down box lists banner and email, banner and off and the mouse hovers over each of these options.

For some of the lesser important notifications, you can turn these off completely.

VISUAL: Mouse closes the settings window and the Teams dashboard appears. Mouse hovers over the first column in the dashboard with the left-hand side menu. The activity menu item is selected by default. Mouse hovers over the second column which displays the feed.

On the left-hand side, you'll notice there are a few tabs. When you click on the activity tab, it will give you a feed of all the interactions when someone has reacted or messaged or maybe replied back to your post.

VISUAL: Mouse hovers over the filter icon on the top right side of the feed section.

If you want to filter this to something more meaningful, go ahead and click on the filter icon.

VISUAL: Mouse clicks on the filter icon which opens a sub menu listing options for filtering: unread, mentions, replies, following, reactions, missed call, voicemail, apps and trending.

Clicking on this will let you filter through things that you haven't read. Or, for example, things that you've been mentioned in.

VISUAL: Mouse selects the chat menu item from the left-hand side menu in the first column of the dashboard and the second column of the dashboard displays the recent list of people. The first person in the list is selected by default and the conversation with the person appears in the third column of the dashboard.

The chat tab will give you access to instant messaging with individuals and with small groups. Chats are really good if you want to have one-on-one private conversations with either your manager or a colleague. You can also start small group chats in chat. This is great if you want to organise maybe a small gathering or maybe your daily lunches. However, as soon as you do need to collaborate, we recommend using a team.

VISUAL: Mouse selects the teams menu item from the left-hand side menu in the first column of the dashboard and the second column of the dashboard displays a list of your teams. The 'where am I' in the list is selected by default and the conversations for that team appears in the third column of the dashboard.

The Teams tab will give you access to all the Teams you are a part of. I'll come back to this after I go through the tabs.

VISUAL: Mouse selects the meetings menu item from the left-hand side menu in the first column of the dashboard and the second column of the dashboard displays day calendar broken into times. The third column of the dashboard displays a calendar icon and the text "you don't have any scheduled meetings".

The meetings tab will take you to the meeting functionality inside Teams. This is very similar to Skype for Business and the calendar in this acts like an Outlook calendar, bringing both your Outlook and Teams meetings together.

VISUAL: Mouse selects the files menu item from the left-hand side menu in the first column of the dashboard and the second column of the dashboard displays a list of recent, Microsoft Teams, downloads and cloud storage for OneDrive and Google Drive. The recent item in the list is selected by default and a list of recent files appears in the third column of the dashboard.

We have a files tab next and this will show you a list of all the files that you've recently accessed, as well as tiles for each team that you are a part of.

VISUAL: Mouse hovers over the assignment menu item from the left-hand side menu in the first column of the dashboard.

Because RMIT does have an educational license, you'll notice that there is an assignment tab. For the purpose of this demonstration, we won't be covering this.

VISUAL: Mouse selects the ellipses menu item from the left-hand side menu in the first column of the dashboard and a sub menu appears with sub menu items for help, shifts, who and more apps.

If you do want to look for more options, it is always good to click on the ellipsis. This will provide you additional information that you may need.

VISUAL: Mouse selects the help menu item from the left-hand side menu in the first column of the dashboard and a sub menu appears with sub menu items for topics, training, what's new, suggest a feature, report a problem and ask the community.

If you want more training materials after this video, go ahead and click on help and this will take you to articles about what's new in Teams, as well as Microsoft provided training material.

VISUAL: Mouse selects the teams menu item from the left-hand side menu in the first column of the dashboard and the second column of the dashboard displays a list of your teams. The 'where am I' in the list is selected by default and the conversations for that team appears in the third column of the dashboard.

I'm going to go ahead and click on the teams tab. This is where you'll find you may do 80 to 90 percent of your work.

VISUAL: Mouse hovers over the teams listed in the second column of the dashboard.

Your teams tab is divided into all the teams that you've been a part of. Being added to a team is how you manage permissions inside this application. There is a hierarchy that is used in Teams with a team at the top with all the members. Channels underneath that, which may be broken up into specific topics or projects.

VISUAL: Mouse selects the general channel within the Marketing Team team and the third column of the dashboard displays the conversations for that channel.

And finally, within each channel, you'll have conversations. Conversations is a bucket of interaction between colleagues regarding a specific topic.

VISUAL: Mouse scrolls to the top of the page in the third column of the dashboard and hovers over the "3 replies from you and Trevor" link underneath a post.

For example, an example of a conversation is this one, where you can see that a few people have replied back to an original post.

VISUAL: Mouse toggles clicking on the "3 replies from you and Trevor" link and the post expands to display all of the replies and then collapses again.

Conversations are really handy, because it allows Microsoft Teams to collapse information that you don't need to see, as well as show you post that you haven't seen before.

VISUAL: The mouse clicks in the new conversation field at the bottom of the third column of the dashboard.

To start a conversation, simply start typing in the message bar at the bottom of your screen.

VISUAL: The instructor starts typing "Hi" and the "@" symbol, which brings up a suggestion pop-up window with a list of suggested members.

You can use at mentions by starting with the at symbol and typing in a specific person's name.

VISUAL: The instructor selects Trevor McGuire from the suggested list. The instructor types the message "can you please review this document?"

In this scenario, I will be at mentioning Trevor. You can backspace remove any second names or last names. So, it looks more concise.

VISUAL: Mouse hovers over and then selects the first icon, A, that appears underneath the new conversation field. The new conversation field expands to show a WYSIWYG editor.

You can also format this post by clicking on the A and the paintbrush icon. And this lets you add subjects and can be used for announcements, especially if you work in a really big team.

VISUAL: Mouse hovers over the formatting icons within the WYSIWYG editor.

Here, you can format by adding bullet points, quotations and links.

VISUAL: Mouse selects the paperclip icon from the bottom left side of the WYSIWYG editor which brings up a sub menu listing recent, browse Teams and channels, OneDrive, Google Drive and upload from my computer options.

If you want to attach a file, go ahead and click on the paperclip icon. Clicking on that will give you several options on how to upload a document.

VISUAL: Mouse selects the 'upload from my computer' option and the Windows explorer window opens showing quick access links on the left-hand side navigation and a list of files on the right-hand side. Mouse selects the 'Yammer vs Teams' PowerPoint file and clicks 'Open'.

I'm just going to upload a file from my computer.

VISUAL: A loading bar appears at the bottom of the WYSIWYG editor for the 'Yammer vs Teams' PowerPoint file. A dialogue window appears with the message "this file already exists" with options to cancel, keep both or replace. Mouse selects keep both and the PowerPoint file continues uploading.

You'll see this will get uploaded at the bottom of the post.

VISUAL: Mouse first selects the emoji icon from the bottom left side of the WYSIWYG editor which brings up a sub menu displaying a series of emoji icons and then selects the GIF icon which brings up a sub menu displaying a series of GIF's.

You can also personalise your conversation by adding an emoji or a GIF.

VISUAL: Mouse selects the send icon from the bottom right side of the WYSIWYG editor and the stage displays the new conversation.

But for the purpose of this, I'm just going to send this through. You can either press with the return key or click on the send button at the bottom right-hand corner.

You'll see that a conversation has gone to the bottom of the screen, as it is probably the most relevant to me at this point.

VISUAL: As mouse hovers over the new conversation, a series of emojis appear on the top right side of the conversation section.

By mousing over the conversation, you'll get a few options on different ways you can respond back.

VISUAL: Mouse selects the thumbs up icon and then selects the sad face icon.

You can thumbs up if you agree to something, or maybe a sad face if you don't.

VISUAL: Mouse selects the reply link at the bottom of the conversation section.

Generally, we recommend if you want to respond back to a conversation, is to go and hit the reply key.

VISUAL: Instructor clicks in the reply field and adds a message.

By doing this, it allows teams to keep all the relevant interactions into one spot.

VISUAL: Mouse clicks on the ellipses found at the end of the emoji icons from the top right side of the conversation section which brings up a sub menu displaying options for save this message, edit, delete, mark as unread, copy link, translate and immersive reader.

Clicking on the ellipsis when you mouse over the conversation will give you a few more options. For example, you can save the message, edit it, delete it, as well as some other cool features, such as translate.

VISUAL: Mouse hovers over the 'Yammer vs Teams' PowerPoint file in the new conversation and selects the ellipses from the file. This opens a sub menu displaying options for edit in Teams, open in PowerPoint, open in PowerPoint online, download, get link and make this a tab.

To open up a file, you can go ahead and click on it directly or click on the ellipsis if you want to open it up in a different way. If you are just going to make quick edits, you can open it in Teams or in PowerPoint online. If you want to format it or do any major changes, I recommend opening it in PowerPoint.

VISUAL: Mouse hovers over the files tab located above the conversation threads on the main stage.

All the files uploaded in Teams is kept in the files tab at the top.

VISUAL: Mouse selects the files tab which displays a list of files for the general channel.

Clicking on this will take you to the directory of all the files that are associated with a specific channel.

VISUAL: Mouse selects 'new' from the list of sub menu options underneath the 'General' channel heading on the stage. This brings up a sub menu with options for folder, Word document, Excel spreadsheet and PowerPoint presentation.

You can create new files by clicking on new, as well as folders.

VISUAL: Mouse selects 'upload' from the list of sub menu options underneath the 'General' channel heading on the stage. This brings up the Windows explorer window showing quick access links on the left-hand side navigation and a list of files on the right-hand side.

You can upload, if you want to upload any documents from a computer.

VISUAL: Mouse hovers over 'get link' from the list of sub menu options underneath the 'General' channel heading on the stage.

Or you can click on get link to share this with someone else. The good thing about files inside Teams, is that it caters to two kinds of personas in the organisation. We have the first persona who just wants to access the document that is relevant to them. And they can access their files using this interface.

VISUAL: Mouse hovers over 'open in SharePoint' from the list of sub menu options underneath the 'General' channel heading on the stage.

The second persona is someone who is probably more technical and was to be able to utilise the full capabilities of SharePoint.

VISUAL: Mouse selects 'open in SharePoint' from the list of sub menu options underneath the 'General' channel heading on the stage which opens a new browser window displaying the RMIT SharePoint dashboard.

For them, they can go ahead and click on open in SharePoint.

VISUAL: Mouse appears to click on the 'following' link from the top right-hand side of the SharePoint dashboard where two new links appear: next steps and 5 members. The mouse hovers over the sync menu item which is at the top of the SharePoint stage.

This will give them access to the traditional SharePoint interface, where they can manage, access, sync the directory or connect it to other Office 365 applications.

VISUAL: The instructor returns to the Teams dashboard and hovers over the PowerPoint and Planner tabs at the top of the stage.

The exciting thing about Teams, is that you can customise it to your team's experience. You'll notice at the top of this Teams I've got several different tabs.

VISUAL: Mouse selects the plus symbol, which is the last item after the tabs at the top of the stage. This displays a pop-up window with an array of app icons.

To add a tab, go ahead and click on the plus symbol at the top of the team. You'll notice that you'll get two rows of Microsoft supported applications, as well as many other rows of third-party applications.

VISUAL: Mouse hovers over the OneNote app icon.

Some great ones to add to your Teams are OneNote, which lets you take notes collaboratively with your team.

VISUAL: Mouse hovers over the Forms app icon.

Forms allows you to create surveys, quizzes and polls, which then you can send to other members of the University.

VISUAL: Mouse hovers over the Planner app icon.

Planner, which is Microsoft's lightweight task managing system.

VISUAL: Mouse hovers over the Power BI app icon.

As well as, for example, Power BI's that you are currently working on.

VISUAL: Mouse hovers over the Website app icon.

Other really handy ones are Website. For example, if you are a library group, you can pin the library catalogue website.

VISUAL: Mouse hovers over the Yammer app icon.

As well as Yammer if you are a group or a team that works closely with the community at the University.

VISUAL: Mouse closes the app pop-up window and then selects the 'marketing project notebook' tab from the top of the stage which then loads OneNote Online onto the stage.

In this example, I've created a notebook.

VISUAL: Mouse selects the right arrow icon from the top right-hand corner of OneNote Online which expands and displays two columns to the left showing a section pane and a page pane.

And in this scenario, it lets me take notes for each individual meeting and allows that to be shared with the whole team quite seamlessly.

VISUAL: Mouse selects the 'PowerPoint' tab from the top of the stage which then loads the 'Yammer vs Teams' PowerPoint file.

I've also added a PowerPoint. And this lets me and my colleagues view and work on PowerPoints and collaborate quite easily.

VISUAL: Mouse selects the 'Planner' tab from the top of the stage which then loads the Planner displaying an interface with sections for invites, venue management and catering.

And finally, I've added a Planner. Once again, this is my Microsoft's version of a lightweight task management system.

VISUAL: Mouse clicks into the invites section which expands to display a box with a field to add a task and options to set a due date and assign.

You can add cards quite easily by clicking on the plus symbol.

VISUAL: Instructor types "invites" into the add a task field, then clicks on the assign link which brings up a sub menu displaying a list of unassigned team members. A member is selected, and their name is now moved above the unassigned list under a label of 'assigned'. The add task button is then selected which then displays the "invites" task at the bottom of the box.

You can set due dates and assign them to members of your team.

VISUAL: Mouse hovers over the right side of the stage to the catering section which has three catering tasks already created. Mouse clicks and drags the top most catering task box and drags it to the venue management section in the centre of the stage.

You can also create buckets to manage these tasks by themes, as well as drag-and-drop functionality to bring tasks over.

VISUAL: Mouse selects charts from the sub menu of the Planner tab which displays charts within sections for status and bucket. The previous tasks are also grouped together on the far-right side of the stage. The mouse then selects schedule from the sub menu of the Planner tab which displays a calendar with a monthly view of June 2019.

This also gives you an option to view the tasks you need to do using a chart or a scheduled view.

VISUAL: Mouse hovers over the tabs from the top of the stage.

As you can see, these tabs can be customised and added to suit your Teams needs.

VISUAL: Mouse selects the plus symbol, which is the last item after the tabs at the top of the stage. This displays a pop-up window with an array of app icons.

When you are picking a tab, make sure you are picking one that will be relevant and will be useful for everyone in your team.

VISUAL: Mouse scrolls up and down the app pop-up window.

Please note that while Teams does give you access to a lot more third-party applications, we have to emphasise that you have to make sure that these are supported by the University before you start using them. But if you already are, feel free to check them out.

VISUAL: The app pop-up window fades to show that Teams is selected from the left-hand side menu and social media is the channel selected from the Marketing Team team. The stage displays a series of boxes underneath a heading "join or create a team".

Now that I've shown you how to have a conversation and add tabs to a team, I'll show you how to create a team.

VISUAL: Mouse clicks on the 'join or create a team' link at the bottom of the second column from the dashboard.

To create a team, go ahead and click on the join or create team at the bottom left-hand corner.

VISUALS: Mouse hovers over the 'join or create a team' boxes on the stage.

Clicking on this will take you to a window where you will notice there may be some public teams, which you can join.

VISUAL: Mouse selects the 'create team' link on the top left box on the stage which opens a pop-up window labelled 'choose a team for' with four buttons showing icons and text for: classes, PLCs, staff members and anyone.

But for the purpose of this, we're just going to go ahead and create a team. Clicking on create a team will give you four different templates. Once again, because RMIT does have an educational license, there are these three other options.

VISUAL: Mouse selects the anyone button which displays a new pop-up window labelled 'create your team' with fields for team name, description and a drop down box for privacy.

However, so that you get a blank canvas, go ahead and click on anyone.

Now, that you've selected a template, go ahead and put in a team name. The team name should be specific enough, so that team members can find it within a list of Teams. But not too specific, so that you can't use it for future purposes. Put in a description.

VISUAL: Instructor pastes "area of focus service culture" into the team name field.

A description will allow you to think about the purpose of the team you are creating.

VISUAL: Mouse selects the privacy drop down box which lists options for private and public.

And finally, choose whether you want the team to be private or public. If you want to be in control of who joins the team, go ahead and put it as private. Otherwise, if you want it more comfortable that everyone can join, put it on public.

VISUAL: Mouse clicks on the next button at the bottom right-hand side of the pop-up window. A loading screen displays "creating the team". Once loaded, the pop-up window displays the label "add members to area of focus service culture" with a field to add a name or group.

Once you click next, it will go and create the team. The next step is to add members of your team. To add a member, go ahead and start typing their name.

VISUAL: Instructor types "Trev" in the name or group field and a list of staff member's names starting with "Trev" appear. The first name on the list of staff names is selected.

And this will search through the Office 365 profiles.

VISUAL: Instructor types in two more staff names and adds them to the list of members.

I'm just going to add a few of my colleagues. You'll notice you can also add external users to your team. What we recommend though, when you do add externals to your team, is to make sure that you are not putting anything confidential into the team or documents that aren't relevant to that guest. And finally, make sure you remove them once they are no longer needed.

You'll notice once I've added some RMIT staff members or students, there will be a box that says member.

VISUAL: Mouse selects a dropdown box at the end of the second member in the list which lists options for owner and member.

Clicking on this box will drop down a menu which lets you add additional owners of that team.

VISUAL: Mouse selects the owner option from the dropdown box for the second and third members in the list.

By default, you will be the only owner. In terms of governance and business continuity, we recommend having more than one owner and recommend around two or three other owners for your team. This is so that in case you are away or on leave, someone else is able to manage that team, either adding new members or removing old members.

VISUAL: Mouse clicks on the close button and the pop-up window closes to display the conversation tab on the stage. An icon with three heads appears with a graphic at symbol and the text "let's get the conversation started".

Go ahead and click on close and Teams will take you to the general channel, which is created automatically.

VISUALS: Mouse scrolls down the second column of the dashboard and hovers over the 'area of focus service culture' team at the bottom of the list of teams.

You'll notice that the Teams will be located on the most bottom on the list.

VISUALS: Mouse clicks and drags the 'area of focus service culture' team to the top of the list.

And what you can do is just drag that up, so you have easy access to it.

VISUAL: Mouse selects the ellipses icon next to the 'area of focus service culture' team which displays a sub menu with options for hide, manage team, add channel, add member, leave the team, edit team, get link to team and delete the team.

If you want to add more channels or change any settings for that specific team, go ahead and click on the ellipses next to the team name. Here it allows you to manage the team as well as change any settings. Add new channels, as well as add new members.

VISUAL: Mouse selects the add channel option and a pop-up window displays with a label "create a channel for ''area of focus service culture' team" and two fields for channel name and description.

When you do choose to add a channel, make sure the channel is relevant and is needed. We generally recommend starting out with just the general channel. And when you realise that sometimes that too many conversations revolving around one specific topic is clogging up that channel, that may be a reason why you might create a new one.

VISUAL: Mouse clicks the cancel button and the pop-up window closes.

Channels are really good at separating specific topics of conversation, such as events, maybe areas of focus. Or maybe you want one just to manage the social side of your team, such as Game of Thrones spoilers.

Now that we've gone through Teams and channels, I'm going to go ahead and look at the next tab, the meetings tab.

VISUALS: Mouse selects the meetings menu item from the left-hand side menu in the first column of the dashboard and the second column of the dashboard displays day calendar broken into times. The third column of the dashboard displays a calendar icon and the text "you don't have any scheduled meetings".

There are several different ways you can host meetings inside Team. This is very similar to Skype for Business.

VISUAL: Mouse selects the chat menu item from the left-hand side menu in the first column of the dashboard and the second column of the dashboard displays the recent list of people. The first person in the list is selected by default and the conversation with the person appears in the third column of the dashboard.

If you want to have a one-on-one video or audio chat, go into the chat tab, select the person you want to have the conversation or call with.

VISUAL: Mouse hovers over the audio and video call icons on the top right-hand side of the stage area.

And then click on the audio call or the video call buttons on the top right-hand corner.

VISUAL: Mouse selects the teams menu item from the left-hand side menu in the first column of the dashboard and the second column of the dashboard displays a list of teams. The mouse then hovers over the meet now icon which is the second last icon underneath the conversation field at the bottom of the third column of the dashboard.

If you want to call your whole team and it might be urgent, you'll notice that there is a meet now button on the bottom of the conversation box. Clicking on that will dial all the team members in the team. We generally recommend not doing this and scheduling meetings prior to when they are needed.

VISUALS: Mouse selects the meetings menu item from the left-hand side menu in the first column of the dashboard and the second column of the dashboard displays day calendar broken into times. The third column of the dashboard displays a calendar icon and the text "you don't have any scheduled meetings".

And the most conventional way is through the meetings tab. To schedule a meeting, you can click on the schedule a meeting butting on the top-- bottom left-hand corner.

VISUAL: Mouse clicks on the schedule a meeting button at the bottom of the second column of the dashboard which opens up a pop-up window labelled 'new meeting' with fields for title, location, start and end times, details, select a channel to meet in, invite people and organiser.

And clicking on that will bring up a window to book this.

VISUAL: Instructor types "Yammer meeting/Training" in the title field.

Enter a title.

VISUAL: Instructor selects the location drop down box which lists a series of rooms.

Select a location. And this is integrated with any rooms that are integrated to the Office 365 cloud.

VISUAL: Instructor selects the 'select a channel to meet in' drop down box which displays a list of channels.

Select a channel to meet in. So, in Teams meeting, you can select a specific channel to meet in. And this will tell everyone who is part of the channel that they are invited to join.

VISUAL: Instructor selects the general channel from the drop down list.

This is very similar to a distribution list inside Outlook.

VISUAL: Instructor clicks in the invite people field.

If you want to invite people individually, you can also do so in the invite people box.

VISUAL: Instructor clicks on the start time drop down box and selects "4:30 PM".

Finally, select the time and date that you want the meeting to be.

VISUALS: Instructor places cursor in the details field.

As well as type in any details.

VISUALS: Mouse clicks on the schedule button at the bottom right-hand side of the pop-up window which loads the meeting in the stage area under the conversations tab.

Once you are done, go ahead and click on schedule. Because we did tie this meeting to a channel, you'll notice that it also posts this into the channel.

VISUAL: Mouse selects the meeting that was just added to the stage area and a new pop-up window displays the "Yammer meeting/Training" showing the meeting details and buttons to 'join' or 'chat with participants'.

To join the meeting, go ahead and click on join or click on the meeting in this conversation. And this is where you can open up a chat to just chat with participants or to join the meeting.

VISUAL: Pop-up window fades to show the dashboard with the Teams left-hand menu item selected and the second and third columns of the dashboard replaced with a meeting invitation. The instructor's profile image appears in a grey box with a join now button. Underneath, the mouse hovers over options to toggle video and audio on or off.

Before you join the meeting call, you have an option of turning on or off your camera or muting or unmuting microphone. It is always good practice, especially if you are having a meeting while you are on the go, to just mute your microphone before you join the room. Or if you are working at home and have a busy-- or have a busy background, you can turn your camera on and blur the background.

VISUALS: Mouse selects 'join now' button and the stage shows the meeting in session. The meeting label is in the top left-hand corner with a time counter next to it. The instructor's profile image is in the middle of the stage with the text "you are the only one here". A series of icons for camera, microphone, upload, ellipses and hang up are underneath this. Another series of small icons appear on the top right-hand side of the stage.

Once you join the meeting, you're able to share your screen like you would in Skype for Business, as well as chat if you don't have a microphone.

VISUALS: Mouse selects the conversation icon from the top right-hand side of the stage which opens a chat panel which has a reply field at the bottom of the panel and includes text editor icons underneath the field.

You can join the conversation on the top right-hand corner by clicking on the chat window. And this will give you too, a conversation thread that is linked to that specific channel.

VISUALS: Mouse selects the show participants button from the top of the chat window, which opens another view displaying a list of team members.

If you want to add anyone to the call, you can go ahead and click on the add participants button.

VISUAL: Mouse selects the settings button from the top of the chat window, which opens another view displaying device and meeting settings.

Or if you want to change any of your settings, you can click on the settings cog.

VISUAL: Mouse selects the meeting notes button from the top of the chat window, which opens another view displaying an open book and pencil icon with the text "go ahead and start taking notes!" and a take notes button. Mouse clicks on the notes button and the panel begins loading.

At any point, if you want to take any meeting notes, there is a meeting notes button, which is quite handy and linked to your OneNote.

VISUAL: Once loaded, the Notes panel appears. There is a plus icon underneath the label.

This lets you take notes which then can be seen after the meeting.

AUDIO: Skype hang up sound.

VISUALS: Phone handset icon and text "leaving" now appear on the stage. Then the conversations tab appears on the stage with the listing of the meeting. A reply for the meeting listing now appears with a button for the notes created during the meeting.

Any conversations that someone has added or to access the notes will come up in a conversation previously where you joined the conversation.

Well, that concludes our training today.

VISUALS: Mouse clicks and drags the Teams window and reveals browser window displaying the RMIT Yammer and Teams website.

If you do require some extra resources, we have a work life page under services and tools, IT services and support, Office 365 and Yammer and Teams.

VISUALS: Mouse scrolls down the RMIT Yammer and Teams page to show quick link listings.

Here you will find a link to access both applications, some links to some quick user guides, as well as FAQs on the platform.

VISUALS: Mouse clicks on the next browser tab displaying the RMIT Yammer site which shows the Microsoft Teams and Early Adopters team's conversations page.

And if you do need additional assistance, we do have a Yammer group called Microsoft Teams and adopters. Feel free to post something in this group and one of our very helpful champions will be able to assist.

I hope you have a great day, and thanks for joining me for this session.

[End transcript]