How to Use Microsoft Teams for Beginners Tutorial

What is Microsoft Teams? [Music] Simon Says subscribe and click on the Bell icon to receive [Music] notifications we've made the accompanying exercise files for this tutorial available for free just click the link below in the video details to get these Microsoft teams is a collaboration platform developed by Microsoft it provides a centralized h hub for teamwork allowing users to chat make audio and video calls share files and collaborate on various projects and tasks teams is designed to facilitate communication and collaboration within organizations whether those are small businesses educational institutions or large Enterprises so what are some of the key features of Microsoft teams well the first one is chat users can have one-on-one or group chats with with colleagues share files and use emojis stickers and gifts to express themselves meetings teams offers audio and video conferencing capabilities allowing users to schedule and join meetings with colleagues or external participants it supports screen sharing virtual backgrounds and recording options channels teams organizes conversations and files into channels which can be dedicated to specific projects departments or topics channels provide a struct Ed way to collaborate and keep discussions organized integration with Microsoft 365 teams integrates with other Microsoft Office applications such as word excel and PowerPoint enabling users to create edit and share files within the platform multiple team members can collaborate simultaneously on documents teams seamlessly integrates with other Microsoft 365 services like SharePoint one drive and Outlook this integration allows for easy access to files calendars and other resources within the teams interface app ecosystem Microsoft teams supports a wide range of third-party Integrations and apps allowing users to enhance their experience and connect with other tools they use in their workflows Microsoft teams is available as a desktop application for Windows users and Mac users it also has a web-based version accessible through browsers and mobile apps for IOS and Android devices it's G significant popularity especially during the co9 pandemic as remote work and virtual collaboration have become increasingly prevalent and throughout this section we're going to do a deep dive into some of the key features of teams so you can start using it and collaborating with Explore the Teams Interface colleagues so let's open up Microsoft teams from the portal and take a look at some of the basics and explore the interface so so we're going to jump up to our app launcher and you should find in here Microsoft teams now it's worth noting that we're accessing teams through the web browser you can also download the desktop application and access teams that way the interface is exactly the same now the first thing you'll notice when you go into teams is that the main action takes place in this leftand menu that we have running vertically down the left hand side so these are all of the different parts of teams now the one highlighted in purple is the one that you're currently clicked on and by default mine has selected teams so when we clicked on teams we can basically see a big long list of all of the teams that we have access to for example sales and marketing is a team Mark a project team is a team Us sales is a team now these little folders I guess you could call them that you see underneath them we actually refer to these as team channels and channels are there to really direct specific conversations So within the sales and marketing team we have a channel specifically for the marketing team so this is where all of the marketing type posts messages and files would be shared we have another channel for monthly reports so that is where all discussion related to that topic takes place and you can have as many channels as you like under here to really get very specific about certain topics within a team now one thing you will notice is that every team that's created has a general Channel by default so this is where all General conversations will take place and if I click on let's go down to one of my teams down here let's go to Project Alpha General you can see we've got a conversation going on in here and that brings me on to my next point if you take a look in the general Channel and this is the same for every channel that we have you can see at the top here we have different tabs essentially now this channel is fairly customized so if we go back to let's go back to to the sales and marketing General Channel this is kind of what you'll see when you first create a new channel you'll just have two tabs at the top for posts and files now in the post section this is where all conversation takes place so if you want to have a chat with your team members this is where you would do it and you can see right at the bottom we have a new conversation button the files tab is where we can see any files that have been shared within this team channel so it just gives us easy access to things that we're currently working on and then next to that we have a plus symbol which is going to allow us to add our own tabs and we can connect to all different kinds of applications from here and of course we are going to go into this in more detail a bit later on in this section but for the time being the main takeaway here is that we have teams and channels and then within each of the channels we have different tabs running across the top another thing you'll also notice is that next to each team and each Channel if you hover your mouse over it you get three dots at the side here and if you click this it's going to open up a little contextual menu that just gives you more options for executing actions and managing your teams and your channels so just be aware that that's there as well because we're going to be diving in and out of this as we go through this section so that's really what you see when you click on teams the icon just above for chat this is where we go to have private chats with people so it might be that you don't necessarily want to message everybody Within A team's Channel you might just want to have a private conversation with one member from that channel so this is where you can go to have private chats the activity option just here is basically a feed so what you're going to see in here are all of the updates that are going on across your teams this is particularly useful if you have people at mentioning you because you can come here and you can see immediately who's mentioned you and which team and channel you need to go to in order to reply to that mention underneath that we have a files area again this is just going to take us to the teams files library and this is going to show us all of the files that have been shared within the teams we have access to but it also allows us to filter by different file types as well so if I just want to see all the word files I can do that and I can also upload documents from my PC straight into this file library and I can create brand new documents workbooks and presentations by clicking the new dropdown again we're going to discuss all of this in much more detail a bit later on we then have access to a team's calendar so this is great if you want to have a shared calendar with your team and then underneath that I have something called tasks by planner and this again is another application that I've added in to keep track of all of my team tasks and this can be added using the button at the bottom the apps button just here if we click apps it gives us access to all of the third party apps that we can add to teams to extend our experience and make it more functional so lots of different things going on in here the final thing to mention is right at the top we have a search bar so this is a universal search that allows you to search for all manner of things across your different teams and there's a few little tricks and keyboard shortcuts that we can use up here which makes finding things a lot simpler again we'll cover this in more detail a bit later on so that is a quick overview of the teams interface teams and channels and what all of the buttons do in that leftand menu now that we've got that down it's time to move on to the next Create of Join Public & Private Teams lesson there are two types of teams that you can create in Microsoft teams you can create a public team or you can create a private team now the only difference between the two is that if you create a private team then as the owner of that team you need to invite people to the team in order for them to join also with private teams they are not discoverable whereas with a public public team that team is available for anybody within the organization to Simply join without any approval so we're going to take a look at an example of both now currently I'm clicked on let's click on teams we can see all of our teams listed on the left hand side and then right at the bottom we have a join or create a team link so let's click on this it's going to take us through to this page just here where we have two options now the option on the right join a team with a code we're going to cover this a bit later on but what we want to focus on here is how to create a team so let's click the create team button and we then get a few different choices as to how we want to create this team so we can create a basic team from scratch and this really just gives us the team structure and when we create from scratch it means that we have to add all of the members to the team ourselves the other option that we have up here is to create a team based off of an existing Microsoft teams team or an existing Microsoft 365 group so if you already have a group set up in Outlook with let's say 10 members you could save yourself a bit of time by creating a team based on that group and it will bring all of those members across and then the third option we have is to create a team based off of a template and if we scroll through you can see that we have all different templates just here now these templates sort of really Define the types of channels that you're going to get they're going to be related to the subject matter of the actual team so I'll leave it up to you to determine which one is best going to suit you but let's take a look at a couple of examples here let's first of all create a team based off a Microsoft 365 group so I'm going to click from a group or team we're going to choose Microsoft 365 group and you can see there it's showing me the groups that I have set up in Outlook so I'm going to choose Project Bravo let's click on Create and that is pretty much as simple as it gets you can see now if we take a look down in the teams list there is Project Bravo at the bottom and we have our default General channel so we can start having conversations with team members now if we click on the three dots next to Project Bravo and go into manage team what you'll see in there are all of the members and guests and owners of the Project Bravo Microsoft 365 group so I'm the owner and then we have these four members just here and of course if you want to make somebody a co-owner you can simply bump up their access to own to move them up to the top half of the screen so creating a team in this way does save you a little bit of time if you already have a Microsoft 365 group set up and you just want to copy across the settings and the members let's take a look at another way you can create a team let's go back into join or create a team and create a team again this time we're going to create one from scratch and this is where we get to choose private or a public team or an organization wide team I think I forgot to mention that one at the beginning the difference between these as I said a private group people need permission to join a public group anyone in your organization can join by clicking the join button or an organization wide group means that everybody is automatically part of that team so as soon as you create it everybody's going to see it in their teams list within your organization with a public team they need to actually physically click the join button and with a private team they need to receive an invite so let's create a public public team from scratch we need to give our team a name we'll call this social committee again you can add a description just to save a bit of time I'm not going to Let's click on create so it's going to go away it's going to create the team and now it's going to ask us who we want to add to this team so once again you can start typing in the name of somebody from your organization so let's just add Grady let's add Lee let's add prod deep let's add Linda and let's add one more person let's go for Joanie and click on the add button to add those members now at this stage you can choose to make any of these people an owner and bump up their access a little I'm going to leave them all on members let's click on close so there we go now you can see at the bottom we have social committee team and again we have a general channel so we can start having conversations and the final way to create a team again let's go back into create a team is to use a template so I'm going to choose this one here onboard employees let's click this template and you can see the channels that it's going to give me as part of this template so we're going to have General announcements employee chat and training and it's also going to add nine applications for me so let's click on next I'm going to make this one a public team as well and now we can give our team a name so I'm just going to call it employee onboarding if we expand customized channels we can go in and we can rename these channels if we want to so you're not stuck with those defaults you can rename them from here now I'm going to leave them as they are let's click on create it's going to go away and create the team and remember we're creating a public team again now when you're using a template like this it will take a bit longer to create the team simply because it's adding in lots of things like connectors to other applications it's creating all of the channels so you can close this window and just carry on working and then you'll be informed when that team has been created so let's close this down so I can see at the bottom here employee onboarding has been created if I expand this currently I just have the general channel so it's still refreshing at the moment so we need to be a little bit more patient so while we're waiting for those to pull through let's go back into join or create a team because check out what we have we have something different on here you can see that now I have a team just here called music and movie recommendations and this is a public team that's been created by somebody else within my organization so this is what you'll see when somebody creates a public team you will see it appear in this window just here so if I decide that yes I want to be part of this team all I need to do is hover over and click join team I've now joined that team and if I take a look at my team's list I can see there is the team at the bottom for music and movie recommendations so that's how you can join a public team but joining a private team is slightly different with a private team you need to be invited to join by the team owner so you can see here I'm just getting a pop up from Adele who's inviting me to the brainstorming team now aside from the popup in the corner notice in the activity area I now have an alert a notification if I click on this it says Adele added you to the brainstorming team so now when I go to my teams and scroll to the bottom there we go I have access to that team now the other way you can join a team is by simply using a code now a code is something that can be given to you by the team owner and if I just show you an example of this on one of my teams for example let's go for Project Bravo if we click the three dots and go into manage team underneath the settings tab we have a team code area and what we can do here is generate a unique Team Code which we can then share with others to allow them to join the team so I could copy this code paste it into a Channel or an email and then those people can simply go to join or create a team and type the code in here in order to join the team so a few different methods there when it comes to creating teams and also joining public and private teams Post and Receive Messages posting and receiving messages in teams is a super simple task as we already know we can see all of the teams that we have access to in this pane on the left hand side and then when we expand a team for example Project Bravo you can see that we have all of the team channels now currently underneath Project Bravo I just have the default channel the general Channel remember there will always be a general Channel created by default when you create a new team and this is one of the channels that we can have conversations in now of course we can create our own channels and we are going to take a look at that a bit later on in this section but for the time being let's just check out the options that we have when it comes to posting and receiving messages so I'm clicked in the general Channel and the first thing you'll notice is that right at the top where we have the channel name we also have a posts tab just here so this is where you can chat with your colleagues you can send messages through you can attach files you can post images gifts stickers emojis and all of those kinds of fun things so to start a new conversation we go all the way down to the bottom of the screen and click the new conversation button now this is going to pop open a little conversation field with some icons underneath so I'm going to type my first message hello everyone what do you think of this new channel now to send a message through through you have two options you can either hit the enter key on the keyboard or you can click on the little paper plane icon all the way over on the right hand side as soon as you click that it's going to post the message to the channel and then your colleagues can come in they can reply or they can post their own messages now when you do receive a message you can see there I've received a reply from Adele notice that I have a little pop-up notification in the bottom right hand corner and also notice that when we're working with conversations in teams we we have this kind of threaded conversation layout so you can see very easily who's replying to what so now if I want to reply to Adele I'm basically clicked in the correct field I'm just going to type in you're welcome now if I wanted to add a little bit of personality to this message I have some options underneath for example I could add an emoji so if I click the emoji button I get a whole list of different smilees and other things that I can add so let's send Adele a h I could if I wanted to also add a gift so if we click to open this up we have a whole host of little gifts that we can add just to make your conversations a little bit more fun and the final option we have here for giving our messages a bit of personality is the stickers option so again these are divided down into different categories and these are just really fun little things that you can send through now I'm just going to leave it with the Emoji let's click on the send button and that's going to be sent through to Adele so right now is going to get a pop-up notification in her teams that I've responded to her message now you can see here that Adele has just sent through another brand new message so she hasn't responded to the previous conversation thread she started a whole new post now also notice when I hover over Adele's message I get this little toolbar that pops up where I can add a reaction to her post so if I like this post I can simply give it a little like by clicking on the thumbs up icon so let's reply to Adele again but this time I'm going to click on the format message button underneath so let's click and what you'll notice is that it opens up a bigger reply window and in this window we have all of our formatting options so if you want to add a bit of formatting to your message as opposed to just having it all in the same font and the same style then just click on that format button so I'm going to say not yet I'm still waiting so what I could do here is I could maybe make this bold I could change the color of the font I can even do things like add bullet points in we can add quotes we can add tables all of that kind of good stuff and at any point when I'm composing a message if I decide that I no longer want to send this I have a trash can icon all the way over on the right hand side which will allow me to effectively delete this draft now I'm not going to delete it I'm going to send that through and also don't forget that you can share files in here as well so if I start another new conversation notice I have a paperclip icon just here so if I click this I get a few different options I can browse my recent files I can browse other teams and channels for files that have been shared there I can go directly to one drive or I can upload a file from my computer so if we go to One Drive let's just go to the training files folder and I'm going to send through training document so let's click it notice I get two options I can upload a copy or I can share a link so I'm going to upload a copy it's going to load that into the message and then I can send through as I normally would so anybody in this channel can then open this document and it's also worth noting that when you do share documents in this post area they do upload and they're then available in the files tab at the top so if you quickly need to see all of the files that you shared within this channel you can just go to files and you'll find all of them sitting there it just means you don't have to scroll up and down a conversation looking for your files we can also use at mentions in our conversations so let's go up here I'm going to reply to this post again and maybe I want to bring Alex into the conversation so I can just type at and then I can either select from the list or just start to type his name and then I can choose now remember with these app mentions you don't necessarily have to have the full name just there sometimes that sounds a little bit formal so once you've added them in you can backspace to remove that last name so it just says Alex so I'm just to say what do you think hit enter to send that through and that's pretty much all there is to posting and receiving messages I'm sure if you've used any applications like this previously you're not going to find this too hard to grasp that's it for this lesson I will see you in the next Bookmark, Edit and Delete Messages one in this lesson we're going to take a look at bookmarking editing and deleting posts now bookmarking is a great way to be able to essentially flag messages that you might want to come back to later on it's kind of similar to bookmarking a website that you're interested in reading now the way that we bookmark posts in teams is not immediately obvious so let's go to a different channel that has a little bit more in it let's go to the project 8 Mark team and the design Channel if I scroll up maybe I want to bookmark this message just here from Miriam so what I can do is hover my mouse over this message and where we have all of our reaction icons notice that next to that we have three dots for more options so if we click more options we have an item in this menu called save this message so it's not called bookmark but bookmark kind of accurately describes what you're doing so let's click on Save this message we get the notification that it's been saved and then when we want to access all of our saved messages we need to go all the way up to where we have our profile picture click on it and there we have our saved option so if I click on saved this is going to show me a big long list of all of those messages that I've bookmarked and of course if you want to unsave a message you can just click on the little saved icon just here and that will remove it from your saved items list so really quick and really simple now let's go back to our Project Bravo General Channel and talk about how we can edit messages so maybe this message here where I say not yet I'm still waiting maybe I actually do have the start date of this project so I want to edit this message so again this is a simple case of hovering over the message that you want to edit and it is worth noting you can only edit your own messages once again we go back to the three dots and we have an edit option in this menu so if I click this it puts me in edit mode and I can make my changes click on the tick to send that through and of course Adele is going to get a notification that this message has been updated so she knows to go back in and check it and then finally let's talk about how we can delete messages as you would imagine this is pretty standard and straightforward too so let's say that I want to delete this message here where I've sent through the training document file once again hover over the message go to the three dots and in there we have a delete option so let's click on delete and there we go we get a little message that says this message has been deleted now note that you're the only one that can see this message so everybody else in the channel is not going to know that you've deleted this post if you decide that you want to undo that and put the message back we have an undo button just there which will pull that message back into the conversation so super simple to save messages edit messages and also delete Private Messages messages so far in this section we've predominantly been looking at messages that we're sharing with all of our team members so the people that can see all of these messages are all of the people that have access to this Channel all the people that are members of this channel now sometimes you might not want to post a message to the entire group you might just want to post a message or have have a conversation with a specific team colleague and this is what we refer to as private messaging so maybe my colleague Adele was off work yesterday and I just want to have a quick conversation with her to make sure that she's okay so this isn't a conversation that's really appropriate for everybody in the team it's just something that needs to occur privately between us so private messages we don't type those into the team channel for this we go to the chat area area of teams so if we take a look at the leftand menu you can see the first option we have is chat and this is where all of your private messages occur so in this window you can see a list of the recent conversations that you've had with people so you can carry on typing in those or you can create a new chat at the top so if I click on new chat I then get to enter who I'm sending this private message too so once again you can type in the name or you can select from the list if they're within your organization now now you can have a private chat with more than one person it's not just a onetoone thing I could add in Alex and Diego or whoever I want but I just want to message Adele now because I've already had private messages with Adele before as soon as it recognizes that I've put Adele in that two field it's basically going to jump me to the last conversation we have so we're not sort of clogging up our recent area with brand new chats with the same person so now I can simply type in my message so that's my message I'm just going to click cck on the send icon to send that through and obviously Adele is the only one who's going to see that and you can see there that Adele has replied to my message now one other thing to note when you're working within private chats is that we also have different tabs running across the top now some of these I've already customized but you'll always have chat and you'll always have files so if I go to an older private conversation so a conversation I was having with a few people this this is kind of the default that you'll see you'll have a chat Tab and you'll also have a files tab so this works very similar to when you're having conversations in a team's channel it's going to show any files that have been shared within this private chat so just be aware of that now of course we can add other tabs across the top which is why you can see more in this conversation with Adele I've already put some customizations in here and of course we are going to look at this a little bit later on in the course it's also worth noting if at this stage I decided that I wanted to maybe jump into a video call with Adele and have a conversation with her in the top right hand corner we have icons that allow us to do exactly that so I can choose to start a video call with Adele or I can start an audio call and we're going to be taking a look at video and audio calls in a couple of lessons time but that's pretty much how private chat works the only other thing to really mention here is that we do have a little filter at the top so if I click on the filter I can filter by name so if I'm just looking for conversations that I've had with Diego I can type his name in and it's going to show me all of the conversations that he's been a part of so don't forget about that at the top here now the very final point to mention here I keep remembering more things is that if we hover our Mouse over any private conversation again we have those three dots which take us into more options so we have a few different things we can do here I could pin this conversation to the top so that's useful if you have private conversations with the same person fairly often you can pin them at the top there to make them easier to access we can mark this conversation as unread and you'll see what happens as soon as I do that it puts this conversation into a bold font as if I haven't read it yet and you can also see that on the chat icon in that leftand menu I now get this little notification letting me know that I have an unread conversation I can also do things like completely mute the chat maybe I'm trying to do some focused work I can mute the conversation this is also a really good option notify when available what you'll notice is that when you're working in teams if you take a look at my profile photo at the top here notice I have a green tick that basically means that I'm available and you can see that underneath my username at any point in time I can change my availability status now sometimes these will be changed automatically depending on what activity you have going on in your calendar for example if teams recognizes that you've got a meeting scheduled it will automatically set you to busy but you can also manually change your status so if I set my status to B right back you can see that that changes the icon just there and if I know that I'm going to be away for let's say an hour I could even specify the duration that I want this status to be applied for example I could Select 1 hour from the list here and click on done and then my status is going to be be right back for the next hour and then it will automatically revert back to available now let's say for example Adele had done this on hers and maybe I have something really important that I need to talk to her about this is where the notify when available option can be really useful if I set this on this private conversation with Adele as soon as her status comes back to available I'm going to get a notification and I can then start my chat with her so a few really useful options when you're working in private chat Manage Teams and Channels it's important to know some of the options that you have when it comes to managing teams and channels within Microsoft teams for example we're currently clicked on the general channel in Project Bravo Now by this point we should be getting used to the fact that when we see three dots that means we have a menu that's going to show us some more options so if I click the three dots just here you can see I have numerous different items that will help me manage this team so let's jump into the first one manage team now in here we have a few different tabs running across the top the first tab we have is the members tab so if you ever need to see who exactly is a member of this particular team this is where you can come and it helpfully divides it down into owners and members and guests so you can see here that this team has two owners myself and Adele and then we have three members Alex Megan and Lynn we've already seen how we can promote or demote these people so if I want to demote Adele back down to member status I can simply do that in the roll column we have a search bar at the top if we have a lot of members we can search for specific members and if we hover our Mouse over any of the members of this team we get a little popup window with a preview and we have various different actions we can take so from here I can start a chat with Adele I can start video call maybe I can also send her a quick message from here as well and I have access to all of her contact details so this can be really handy notice we can also add new members using the add member Link in the top corner just here now if we jump across to the channels tab at the top this is where we're going to see all of the channels that are part of this team so you can see currently we only have the general channel so I can add new channels from here as well so if we click on the add Channel button I can create a brand new channel for this team so maybe we need a marketing channel I could add a description I'm not going to and then I'm going to keep this on standard access everyone on the team has access to this channel of course we can click the drop down and we have a few different options that we can pick in there but I'm going to just add this in and there we go you can see that that has been added let's jump back into manage team and go to the settings page so this is really where you can customize all of the settings for your team for example we can change this avatar from just the standard fairly boring default Avatar we can change this to a different picture so let's Click Change picture I'm going to upload a picture and I'm just going to add a picture that I've got saved off let's click on Save we can then also set member permissions so this is a series of checkboxes that we can toggle off and on that enable or disable certain permissions for this team for example you can see here I have all of these toggled on so members can create and update channels they can create private channels they can delete and restore channels so on and so forth so have a little look through these because it might be that you don't want members to be able to do certain things for example you might not want to allow members to delete and restore channels so I could deselect this option just here so definitely have a check and modify when necessary we also have a section for guest permission so what do we want to allow guests to do we have an at mention section so both of these options are selected and this is an area where we can really Define who can use at team and at Channel mentions because remember you can at mention other people but you can also at mention entire team so I could type in at project Alpha to send a message to all of those team members and I can always at a specific Channel as well the team code area we looked at earlier this this is where we have a unique code related to this team that we can send other people and they can use this code to join the team this is where you find it and we have a copy button just here as an easy way to copy it into an email the fun stuff area is where we have things related to emojis memes gifts and stickers so have a little look through there by default everything in here is selected and then the final section at the bottom is related to tags and we haven't really spoken a great deal about tags in this course now we're going to talk a bit more about these in a moment but just know that in this section you can basically choose who can manage all the tags related to this team so you can see that currently tags are managed by the team owners for Project Bravo if we carry on moving across these tabs we have an analytics tab if you want to see an overview some statistics about your team we have an apps tab so this will show you all of the apps that you currently have installed and then we have a tags section now what we can do in here is we can go to create a tag now tags allow us to quickly reach a group of people all at once for example if you have numerous people that have the same job title for example sales assistant you could set up a tag for sales assistant and it will effectively group all of those together so let's create a tag called project leads you can add a description and then we can add people to this tag so let's add Lynn and let's add Megan and click on create now once we've created these tags we can then use them very similar to an app mention in posts and this is where you can come to manage your tags and create new tags so those are all the team settings it's worth noting that we also have channel settings so if we click the three dots next to the marketing channel we have other options in here as well for example we can manage our channels now we don't have as many options in here we can set the permissions we can set up moderation on channels if we want to and we also have access to some analytics for the channel the final Point worth mentioning is that you don't necessarily have to go into the manage team area in order to create things like new channels you can simply do that by clicking the three dots and we also have an add Channel option in Leave, Hide or Delete a Team here sometimes when we create teams we create them because they're related to a specific project and some point in the future that project will end and we no longer need to be part of this team so in teams we have three options we can leave a team we can hide a team or we can delete a team and it's worth noting that that final option to delete a team is only available to whoever the team owner is so members of a team can't delete the team it can only be deleted by the team owner now let's talk about leaving a team first of all so for this I'm going to go to a team that I didn't create so let's go for this music and movie recommendations team now maybe I'm not really interested in having this team in my list and I want to leave the team this is a simple case of clicking the three dots and we have a leave team option just here so let's click this I need to confirm that I want to leave and it is pretty much as simple as that and you'll notice that that team gets removed from your team's list now if I decided that I wanted to rejoin that team if I go back to join or create a team because this is a public team I can see it there and I can just click join team if I need to rejoin and that will put it back into my teams list so very simple to leave and rejoin teams the next option we have is hiding a team so maybe I don't want to leave the team I don't want to delete it I just want to hide it from my list because I've got quite a few teams in here and I only really want to show the ones that I use every day so once again if we use music and movie recommendations as our example if we click on the three dots we have a hide option just here so when I click on this it's going to hide that team so it disappears from the list but you can see right at the bottom we have a little hidden team section now so if I expand this out it's going to show me any of the teams that I've hidden and if I want to unhide them again I can click on the three dots and just choose show to pull that back into the main teams list the final option that we have is to delete a team now as I mentioned you can only delete teams that you've created now if we take a look at this team just here where we have brainstorming this wasn't a team that I created so when I click on the three dots notice that I don't have the option to delete the team however if I go to a team that I did create for example project Alpha at the top here I can click on the three dots and I have a delete team option at the bottom when I click on delete team it's going to give me this confirmation and you need to check the checkbox to confirm that you understand that everything is going to be deleted so check the checkbox click on delete team and that is going to remove the team and all of its contents and it doesn't just delete the team for you it will delete the team for everybody who has access to that team so just be aware of that sometimes it's more preferable to hide the team if you just want to remove it from your list as opposed to actually deleting it so those are the three different options that you have all of them very Add Tabs and Search in Teams straightforward so now that we have a good understanding of how many different elements work in teams it's time to turn our attention towards adding tabs at the top and also search so let's talk about adding new tabs at the top here so currently I'm clicked on the Project Bravo Team the general Channel and notice that currently I have three tabs posts files and notes and then next to that I have a little plus so maybe I want to add a whiteboard tab to this channel so that people can brainstorm ideas and scribble down notes I can do that very easy by clicking on the plus this is going to show me a big long list of all of the different apps and if I click on see all I should be able to find whiteboard in there and there it is so let's click to add it we can give our whiteboard name I'm just going to leave it on whiteboard and I'm going to post to the channel about this tab so that everybody knows I've created it let's click on Save it's going to create the tab and it's going to load up a blank whiteboard and now everybody can use this as they would if they were working within the Whiteboard app itself notice we have that little floating toolbar at the bottom so we can add things like notes text images comments so on and so forth what about an actual file well if we click the plus again maybe I want to permanently share as a tab an Excel file so if I click on the Excel app I can then go in and search for the Excel file that I want to use in the tab so let's just go to my files and see what we have in here and let's just go for let's just go for product list again so I'm going to click on product list let's click on Save that's going to create a new tab called product list and it's going to load up that Excel spreadsheet into that window so this is a really nice way of keeping all of your files together within the channel so that everybody can easily see them and also collaborate on them as well so adding apps as tabs is a great way to customize your channels the final thing to talk about here is the search bar at the top because there are a couple of little things in here which are really going to make your life a lot easier now we can use this search bar to search for anything within teams whether whether that be a file or a person or a team or a channel but check this out if I click in the search box look at the wording in there it says look for messages files and more or type forward slash for a list of commands so if we type forward slash this gives us access to a whole bunch of shortcut links to execute specific tasks for example if I wanted to quickly change my status from available to a away I could type forward SL away or I can simply select it from this dropdown so when I hit enter you'll notice check out my profile photo in the corner my status has now been set to away if I do the slash again I can set it back to available very quickly so there's quite a few things we can do in here and some of them will require your input for example if I want to send a quick message to a person I could type in/ chat and then it's going to ask me which person do I want to send a message to so I can say Diego and then I can effectively type the message into the search bar and send it through and because that message is just to Diego it's going to show in my private chats over here and there you can see it hi Diego so this forward slash is really really great if I want to quickly jump to a specific team or Channel I have a goto option just here and then I can select my team or channnel one that I find particularly useful is forward slaved because that will give me a quick way to jump to all of those posts that I've bookmarked now aside from forward slash we can also use an at symbol in here as well to quickly do other things for example obviously I can at somebody to send them a message I can select whoever I like so Grady then I can type the message as we've seen already and send that through so the app mention very straightforward but we do have other things we can do with this at symbol as well for example if we go down to here I could send somebody some praise so if I click at praise it's basically going to access the praise app so maybe I want to tell Adele that she is awesome I can add a personalized note if I want to I can change the background color and I can send that through to Adele so that's quite a nice way to boost someone's morale and let them know that you think they're doing a great job another thing that's quite nice to do is if we type in the at symbol again we could search for videos on YouTube and share those as well so if we select at@ YouTube and Just bear in mind that if you don't have the YouTube app already installed in Microsoft teams it will prompt you to do that it's a simple case of clicking the add button and then we can go in and search for the video we want to share so so let's do a Simon says it we're going to do an Excel video maybe all of my team need to brush up on their Excel skills so let's choose this video the ultimate Excel tutorial so I can either open this I can copy the link and share it to maybe this chat or I can choose to share in a meeting so if I want to jump straight into a team's meeting and share this video I can do that from here so I'm just going to click on join now and I can say start sharing and there we go I'm now sharing that video in my team's meeting so some really cool little options there when it comes to working with different applications within teams and also Setup for Meetings and Calls searching it's time now to move away from talking about teams channels and conversations and move on to talking about initiating video and audio call because these days that is one of the primary uses of Microsoft teams particularly since the pandemic where everybody moved online teams is now used heavily for video and audio meetings sharing files and collaborating with other people now before we dive into initiating video and audio calls it's worth checking a few settings for your team meetings before you get started now if you cast your eyes all the way to the top right hand corner where we have have our profile picture notice we have three dots next to the profile if we click this we're going to have access to our settings now these settings are settings that apply to every aspect of teams and we're not going to go through all of these we're just going to go through the ones that are relevant to video and audio meetings but I would highly encourage you to have a little look through all of these settings and modify them accordingly and really customize the way that your teams is set up so it works best for you now let's jump straight down to Notifications because we have a couple of things in here which relate to teams meetings so if we scroll down notice we have a section here called meetings and calls and this is where we can control notifications and reminders during and meetings and calls so if we click on the edit button we can customize our behavior when we join a meeting for example if you want all of the participants to have their microphones on mute you could choose this option you can unmute them all so they can all have a chat or you can mute them until you join as the meeting organizer or send a message and this second option here is the default so just be aware of that when you're hosting webinars or Live Events let's jump down to accessibility because we have another option in here that relates specifically to teams meetings and that is captions so you can see here we have the option always show captions in my meetings so currently I have this toggled off but I could toggle this on so that captions automatically pop up on the screen when anyone is talking in the meeting which is greatly going to help anybody who maybe has some hearing difficulties or maybe people who don't have English as their first language sometimes people find it easier to read words than actually understand different accents and voices so captions are always a good options I'm going to toggle those on we then have a section for captions and transcripts we can get te teams to automatically identify Us in the meeting captions and transcripts so what we mean by that is that it will pop up your name in the onscreen captions and also in any transcripts of the meeting and we also have the profane words filter turned on which is probably a good idea so those are a few options that you should check prior to setting up a teams meeting let's close down this window the final thing I just want to run through in this lesson before we dive into a live meeting is where you can find all of your meeting options so currently I'm clicked on the general channel in Project Bravo and maybe I'm having a conversation with different people in here so Adele and Alex for example and maybe we decide that this would better be discussed in a video meeting well we can start a new meeting from within any channel in teams notice in the top right hand corner we have a meet button just here and if I click the dropdown we can meet now or schedule a meeting now the difference between these two is that if we schedule a meeting that's a meeting that's going to occur in the future whereas meet now we'll basically start a meeting immediately if we jump across to the private chat window we can also start new meetings from here as well in the top right hand corner we have a little video call button or we can start an audio call and this will start the call immediately we can also start a meeting from our team's calendar so if we click on calendar just here notice that in the top right hand corner we have a meet now button or we can choose to schedule a meeting underneath here so three different areas there where we can basically create or start a new teams meeting and that's exactly what we're going to explore in the next lesson so join me over Initiate a Video/Audio Call on Demand there so let's take a look at how we can initiate a video or audio call on demand and we're going to start by initiating an on demand meeting from within a teams channel so once again I'm within the Project Bravo Team I'm currently clicked on the general Tab and I'm having a conversation with Adele and Alex and we decide that we want to jump into a meeting to discuss this in more detail so if we go up to the top right hand corner you can see that we have a meet button just here and we have two options schedule a meeting and meet now now meet now is going to jump us directly into a meeting and it will take us to the video settings page so this is where we can set a name for our meeting we can specify if we want to have our camera turned off or on we can add a background filter and we can set up our audio so I'm just going to type in here let's call this team meeting currently I have my camera turned off I could turn it on if I want to I don't actually have a webcam hooked up right now so you're not going to see anything but once we turn on our camera that will give us access to any background filters that we want to apply and if we open up those these are just really helpful for disguising your background so if you are working from home and maybe your office is a little bit untidy and you don't want people to see that you could add one of these background images or you can use your own image alternatively there is a blur option which will just blur out the background as opposed to adding a picture so these can be really useful to help with privacy now I'm just going to turn my camera off we have a little Cog icon just here so this is where we can set up all of our device settings if we need to so just go through and check to make sure that your audio your speakers and your microphone are set to your correct defaults and this will differ depending on what your setup is like you can see that I'm using a Yeti stereo microphone and that's the default for microphone use but my speaker is set to my laptop basically if I had a headset plugged into here instead of using a standalone microphone I'd be able to select that from the drop-down and use that for my speakers and also for my microphone so just come in here and make sure that your settings are set up correctly and then if you do have a webcam attached or maybe you're using a a laptop that has an inbuilt camera this is where you can select the camera that you're using for your video call so a few different device settings in there again just here we have our microphone turned turned on and then we can click on the join now button which is going to jump us into the meeting now at this stage I'm going to get the option to invite other people to the meeting so I can either copy the meeting link and maybe put that into a team's Channel or maybe add it to an email or I can add participants directly so let's add a participant it's just going to ask me to confirm the language everyone is speaking so we're going to keep that on we'll keep it on English us that's fine let's click on confirm now when we're actually in the meeting notice a couple of things because we turned on captions in the last lesson you can now see those captions at the bottom just here also notice that we have a menu bar running across the top with lots of different options related to this team's meeting and because I selected to add participants it's automatically popped open the people pain the participants pain for me and I can go in and I can add people to this meeting so I'm just going to add Adele I'm going to choose request to join so it's now calling Adele and there you go she has now joined the meeting so I can see here in this meeting two people myself and Adele and I can go through adding people in this way alternatively I can type their name at the top here and invite them to participate now the other things that we have up here we have a chat panel so this is very much like chatting in a team Channel we can utilize this to have conversations with our team members this is particularly good because it's a non audio way of having a conversation it's particularly good if you're presenting something it means people can have a conversation have a little chat about what's going on on the screen without interrupting the flow of the presentation and the speaker notice underneath here we have other options as well similar to when we're posting a message we can attach files we can add emojis gifts and stickers the next option along is to raise your hand notice the keyboard shortcut there control shift K so quite often you'll see this if we go back to the people Paine this is what it will look like when somebody raises their hand you can see I've just put mine up and this is really a nonverbal indicator so it allows the organizer or maybe the presenter of the meeting to know that somebody wishes to maybe ask a question or make a comment but it doesn't interrupt the flow of the presentation if if I see a hand has been raised I can then go in and maybe turn on their microphone if I have people unmuted and then we can lower the hand once it's been dealt with now there's a couple of ways that you can lower hands you can click on the raise button again or you can press control shift K so control shift K is kind of like a toggle to raise and lower your hand the next one along is to react so we can send a reaction so again if somebody is maybe presenting a PowerPoint presentation if there's something that you particularly like you could send a little heart and it'll basically put Hearts across the screen so that they know that that part is appreciated so again it's just a really nice nonverbal way of interacting we can change our view so we don't necessarily have to view things in this Gallery format we can view in speaker format which is slightly different and what you'll see here is if we had more people in this meeting you would see the faces of all the participants in this area just here if we go back to change your view we also have together mode and this is a really cool little mode which I know some people weren't entirely sure about when it was first released and it was actually released during the pandemic to give people more of a feeling of togetherness so if people had their cameras turned on we would see them kind of sitting here in different seats as I said some people love this mode other people do not now I'm going to switch mine back to gallery view we then have have the more actions button so this is where we can come if we want to do things like record and transcribe the meeting so quite often you'll want to record your meeting for a review later or maybe to send to people who can attend this is where you're going to find the start recording Button as soon as we start recording you'll see that indicated in the top corner you just have to remember to stop the recording When the meeting has finished we have a meeting info area just here so this is going to give us all of the links to this meeting so I could copy the join info and maybe paste that into an email and send it off to other people again from here we can access background effects we've already seen how this works we can also customize our language and speech so set the language that we're using from here and then we have some more further settings so we've already looked at device settings we have meeting options and accessibility now we've already looked at device settings but if we go into meeting options we have a whole host of things that we can do here so for example at the top it says who can bypass the lobby and I have this set to people in my organization and guests so what do we mean by the lobby well when people join a team's meeting you might want it so that the when they join they go straight into the meeting with the other participants or you might want to hold everybody in what we call a Lobby and then when the organizer is ready they can let everybody into the meeting in one go now we can sort of have a halfway house option and set it just here so maybe we want certain people to be able to bypass the lobby and go straight to the meeting but other people to be held in the lobby so this is where you can come to customize those options so currently I'm basically letting everybody at my company bypass the lobby trusted organizations and guests I also have it toggled on to announce when people dialing in join or leave that's going to be an audio indication I can do things like choose who can present things in this meeting so currently that is set to everybody but again I could choose to break this down to just specific people or just people in my organization and guests and you can see we have a few other toggle sliders down here that I would highly recommend that you take a look at and just adjust these as necessary to suit how you work so meeting options loads of information in there finally at the top here we have our little camera toggle so you can switch between having your camera off or on throughout the meeting it's not a case of you turn it on at the beginning and that's the way it has to stay you can just toggle it using this icon the same thing with your microphone so with a lot of meetings particularly if somebody's presenting information it might be that you want to just go on mute whilst they're talking through things and come off mute when it's question time so you can control your own microphone from up here and then finally we have the share option at the end which we're going to dive into in a couple of lessons time the final button that we have in this meeting is the leave button and if we click the drop down we have two different options leave or end meeting so what is the difference between these two well if we simply leave the meeting it means that the meeting is still going to carry on with the other participants whereas when we end the meeting it's going to end for everybody in the call so I'm going to end meeting I'm going to say yes end the meeting for everybody it's going to close the team's meeting and it's going to take me back to the channel and what you'll notice is whichever Channel we started it in you can see here it says team meeting has ended and the team meeting took 11 minutes and 53 seconds I can say the call Quality was excellent and send that through and then what you'll find is that if you did select to record the meeting that will be posted in the channel as well so you can access the recording directly from within the channel now I will say if it was a rather long meeting you might have to wait a little while for that meeting to show in the channel but it will get there eventually we didn't turn on the recorder hence why I don't have anything in here but those are the basics of initiating an OnDemand meeting using the meet now Schedule a Video or Audio Call button in the previous lesson we saw how we can start an OnDemand meeting using the meet now button and in this lesson we're going to take a look at scheduled meetings and I'm going to show you how you can schedule a meeting from within teams but also from within Outlook in Microsoft 365 so let's start out by working within ad teams Channel again we're going to stick with the Project Bravo Team General Channel we're going to go up to the meet button in the corner but instead of clicking on meet we're going to click the drop- down and we're going to choose schedule a meeting now you'll notice that this pops open basically a calendar invite so this is very similar to creating an event or an appointment in your outlet calendar we can add the title for the meeting I'm just going to call it let's just call it catchup and then we can add the required attendees so I'm going to invite The Usual Suspects I'm going to invite Adele let's go for Alex I'm going to invite Grady as well let's invite prep and also Patty now notice with this something that can really help you when it comes to scheduling is to utilize the scheduling assistant tab just here so if we click on scheduling assistant it's basically going to show all of the attendees of the meeting you can see them all listed just here and it just helps you pick an available slot where everybody is free So currently this meeting I haven't set a start date or a start time so the default here is the 28th so today 3:30 to 4:00 p.m. and if I want to check before I send this that everyone is available I can go to the scheduling assistant and I can see yes everybody is free in their calendar so that's a really great little tool to help you with your scheduling so I'm going to keep this meeting scheduled for today but we're going to do it for a bit later let's do it for 4:30 who doesn't love a meeting from 4:30 to 5:30 on a Friday we then get the option to choose if this repeats so if this is a regular meeting so maybe it's a weekly team meeting you could choose to set this to repeat on certain days of the week this is just going to be an ad hoc one so we're just going to leave it on does not repeat we can see the channel that this is posted in so Project Bravo General and we could add a location and a description now again just to save a bit of time I'm going to keep these as they are now notice on the right hand side we have a little options button just here so once again I can come here to set up who can bypass the lobby so I could set this so that everybody who's invited to this meeting can bypass the lobby I can also choose to record this meeting automatically and that can be really useful because I've lost track of the amount of times I've started a meeting and forgot to start the recorder so set it up beforehand and then you don't have to worry about it notice we have more options if I click this again we can customize our settings further so if you want people to have their microphones turned on when they enter the meeting make sure you have this toggled on if you want everybody to be on mute you can toggle that off so just check these before you send out the invite you also have some options in here for registration so if this is a meeting that you want people to register for you could set that up from this required registration area so I have mine set To None you could set this for people in your organization and guests or for everybody so it means they need to register usually with their email address first of all and this can be useful because particularly if it's going to be quite a large meeting it's useful to know roughly how many people are going to be attending so don't forget about that option there as well so I'm pretty happy with this let's click on send to send that out now immediately what you'll see is that this meeting gets posted in the team's channel so everybody who is a member of this channel can see that sitting just here we have a catch up on Friday the other thing it's going to do is it's going to post this in your team calendar so if we go over to the leftand menu again and click on on calendar you can see there is the meeting the team catchup now as you can imagine we have a couple of ways that we can join this meeting when it begins so if I click on the meeting in the calendar I have a join button just here alternatively if I'm working within the teams Channel I can click on the meeting just here and I have a join button in the top corner now when we do reopen a meeting that we send you'll see that a few details have changed for example if we take a look at the details tab you can see that we now have access to some tracking information so I can see in here who has accepted and who has rejected this meeting request so currently I can see that Adele and Alex have accepted and we don't have any replies from the other three as yet what you'll also notice is that in the body of the email we now have the meeting information and this information contains links so that people can use the these links to join the meeting we also have some additional tabs at the top ready for when the meeting is completed for example we have an attendance tab which currently doesn't have anything in it because the meeting isn't over once it is we're going to see a list of all of the people who actually attended the meeting we also have a meeting whiteboard Tab and a Q&A Tab and we're going to take a look in more detail at these a bit later on so very simple to schedule a meeting and then join that scheduled meeting now it's worth noting that we do also have options to join teams meetings from within Outlook so let's jump across to Outlook and take a look at them so if we jump across to our calendar within Outlook you can see that this also reflects that team meeting that's been added to the calendar we have 4:30 p.m. catch up just here if we double click to open this up we have all of that meeting information and I can join the meeting either by clicking on the link in the body of the the message or I can click join teams meeting at the top and the final thing that's worth noting is we can also create teams meetings from within Outlook so if I just go to Monday next week and double click to create a new event I can create a teams meeting or turn this into a teams meeting by simply clicking on the teams meeting button just here so lots of different options there when it comes to scheduling meetings have a play around with them and I will see you in the next lesson Share Your Screen and Files in this lesson we're going to take a look at how we can share our screen and also files with other team members so in order to do this I'm going to start a quick ad hoc meeting by clicking the meet button in this Channel and I'm going to call this Excel training I'm going to keep my camera turned off let's click on join now and I'm going to say yes I do want to add some participants and I'm happy with the language being in English and I'm going to invite Adele again so let's request that she joins and there we go Adele is now in the meeting now once again notice that we have captions at the bottom of the screen and we can actually make some changes to these captions we can click on settings we can go to caption settings and we can make some changes so I can change the color of my captions if I want to I can even choose the height and the position of my captions so I'm going to say let's make this small and I could put them at the top instead of at the bottom I can even change the font size so if you have people who are finding it difficult to read you could make it larger or you could make it smaller so it takes up less room so quite a few different customizations that you can make just here now I'm actually going to put these back down to the bottom so they're less distracting so just be aware you have your caption settings there now the other thing that we can do in here is we can share different things with our meeting participants notice we have a share button just here there is a keyboard shortcut to open this of contrl shift e now when we click on share there are a number of different things that we can share and we're going to focus on sharing a screen a window or a tab first of all so let's click on this and it's basically going to pop open a little window that allows us to select a tab in Microsoft Edge so a browser a window an actual window that could be a browser or it could be an application or I can simply share my entire screen so what is the difference between all of these and what will people see well Microsoft Edge tab that's really just related to if you're using the Microsoft edge browser if you have a web page open specifically in Microsoft Edge like I do just here you could choose just to share that tab if we choose window this is going to show us little thumbnails of everything that we have open on our desktop so you can see that I have this teams meeting I've got file explorer open I have assana which is another application and also my Outlook calendar so if I was doing a demonstration in Outlook for example I could choose to share the Outlook window with my team members and then the final option is the entire screen so this will basically display whatever you're looking at currently on your desktop now the difference between choosing a window to share and choosing to share your entire screen screen is that when you share your entire screen it means the participants in the meeting are going to see everything that occurs on your desktop so if you have your outlook showing they will see all of your emails if you have notifications coming in everybody's going to see those as well so some people don't necessarily like other people to see that type of thing and so prefer to share just a window as opposed to the entire screen if I was to share my Outlook window just here so if I select it and click on share it means it's basically locked to this window so it doesn't matter if I have popups coming up on my screen it doesn't matter if I click around and open up other things people are only going to ever see the application or the window that I chose to share everybody now is currently seeing my outlet calendar I could be clicking around on lots of different other things and they're not going to see me doing that now notice when you are in in Sharing mode right at the bottom you have a hide button so you can hide this little panel like so and when I want to stop sharing I can come back to this window and I can click on the stop sharing button now one thing to note here whilst we're in this screen check out what we have across the top it says your status is set to do not disturb you'll only get notifications for Urgent messages from your priority contacts so that's worth noting as well if you look at my profile picture you can see I have the little red icon over the top so because I'm in a meeting and I'm presenting teams has set it to do not disturb which will stop notifications coming in when I want to stop sharing I now have a stop sharing button I can click this and it's going to take me back into the meeting and out of sharing mode now the other thing we can share in here are files now notice we have a section here for PowerPoint live and Excel live and I'm going to talk more about those in the next lesson but if I simply wanted to share a file with everybody notice at the bottom here I have browse one drive or browse my computer so I can click on browse my computer and I can go through and choose a file to share so maybe I want to share these uh sales records with everybody on the call so this is going to open up excel in the window I'm going to say yes let's share and now everybody can see the file that I've shared so very very simple notice it tells me at the bottom that I'm presenting and at the top I have a stop sharing link so that is how simple it is to share a window to share your entire screen and also how to share any file that you have stored off in file PowerPoint and Excel Live in Meetings explorer one of the newer updates to teams recently has been the ability to work on and share PowerPoint and Excel files live with meeting participants if we go across to the share button at the top here notice we have two different sections PowerPoint live and Excel live so let's start with PowerPoint first of all maybe I want to share the financial pitch Deck with all meeting participants I just need to click it it's going to go away and prepare the slides and then it's going to load the presentation up into the window now notice because I'm the presenter I'm currently seeing the presenter View so that means I get to see the presentation I get to see all of the different PowerPoint slides underneath and I also get to see any notes that I've added so you can see here I don't currently have any notes but if I did have speakers notes maybe some reminders of what I need to speak about I would see those in here as well it's worth noting that anybody else in this meeting doesn't see this view all they see are what is highlighted in Red so we have this red box you can see around the pitch deck the first slide that's what they're seeing nothing else now the cool thing about working in PowerPoint live is that we have lots of different ways to collaborate with other meeting participants because when we share in this way we're effectively co-authoring with other people in this meeting so notice underneath I have things like annotation tools so I could grab the pen here and I could start to draw things on this presentation now Del is seeing live any changes that I'm making and if she wants to make her own changes to this presentation she's going to have a take control button on her screen so if she takes control she's now effectively taking control over from me and she can move through the slide she can make annotations things like that she can then choose to stop presenting or if I want to just take back control I have a take control button on the toolbar just here which passes control back to me now a couple of other things that we have access to we have a grid view so that just allows us to display these slides in a slightly different way we just need to double click on a slide to pull it back to the original View and if we click on the three dots we can choose to hide the presenter view so we're just seeing exactly what our participants are seeing we can view the slides in high contrast or we can even translate the slides into different languages now another thing that's really cool about this is that Adele doesn't have to move through the presentation at the same speed that I am so if I'm talking through this slide just here and Adele wants to maybe go back and read the previous slide she can do that and it doesn't affect what's being presented to everybody else so everybody else is going to see the slide that I'm currently on but she has control to move through the different slides and review them without it affecting anything so that is another really cool part of PowerPoint live let's stop sharing and take a look at Excel life so once again if we go to the share button we have Excel live just here I'm just going to share the product list so this is going to load up the Excel spreadsheet and share it with all meeting participants and this is really cool because this is pure co-authoring you can see where I'm clicking around on this spreadsheet but I can also at the same time see where other participants are clicked so you can see here there is Adele she's currently clicked in cell D14 so I could come in here and I could type some numbers but at the same time Adele could be typing things into the spreadsheet as well and I'm going to see it all update in real time so this is the same as co-authoring documents in Microsoft 365 once we finished we can click on stop sharing and that is going to close that file down so PowerPoint live and Excel live two really great additions when it comes to collaborating on spreadsheets and presentations with other meeting participants Brainstorm Ideas with Whiteboard in the last lesson we saw how we can share files and also share a desktop or an application when we're working in a teams meeting now if you recall there was another option in there which we didn't explore in the last lesson and that was sharing a whiteboard with all team participants so what exactly is a whiteboard and how is it useful well the first thing that you need to know is that the Whiteboard is a separate application in Microsoft 365 in itself so if we jump back to our Microsoft 365 homepage and click on the app launcher notice at the bottom here of apps we have whiteboard so let's click to open this up now what you'll immediately notice is that I already have a whiteboard that I created earlier sitting in here called project Juliet planning so if we click on this to open it up and take a look at it what you'll see is that a whiteboard is basically a blank canvas that really helps you brainstorm ideas and projects with colleagues and team members we can create our own whiteboards from scratch or we can utilize templates to give us a head start so what I've actually done here is I've just used a template and I've filled in a couple of things and notice at the bottom we have this little toolbar which allows us to annotate and add other elements to this whiteboard for example you can see see here that we can add little sticky notes so if I select one of these and then click somewhere on the Whiteboard it's going to give me this sticky note style graphic and I can stick this wherever I like and I can start typing in some notes also note that when we add text into here we have a little floating formatting bar just above which will allow us to change the color of the note we can delete the note we can add comments or we can do some further formatting of the text we can add reactions so if I click on the heart just here you can see I have a few things so maybe I want to click the check mark and I can just put that wherever I like on the Whiteboard we can add things like comments so I can simply click I can add my comment much like I would if I was working in any Microsoft application and you can see that comment is represented there by the little comment icon and we can move that around and position it wherever we like we can of course add text anywhere on our whiteboard so I can simply click and start to type and if this is a bit too small we can use our formatting to make it a lot larger we can of course add text boxes wherever we like on our whiteboard so you can just click and then start typing we can add shapes so if I want to add a triangle over here I can do that and then of course we can drag the corners to resize it so you can probably start to get the idea as to the kinds of things that we could build on here we could make diagrams we can make project plans we can have a blank canvas and allow people to write notes and brainstorm different ideas and if we click the three dots we of course have more options we have templates images documents videos and links so again these are all things that you can add into your whiteboard and just as an example you can see that I've added in a couple of links to this whiteboard you can see I've got a link there to the website coolers.com and then also a link here to the website pexels.com which is a great website for free stock photography so you can really build up your whiteboard however you want to build it once you're happy with it you can rename your whiteboard by clicking at the top here and then just typing in a name for your board I've just called mine project Juliet planning so that's a look at an existing whiteboard obviously if you want to create your own new whiteboard from here you have the new whiteboard button and you can start with an entirely blank canvas or you can choose one of these templates just here and you can see that they are all divided down into different categories so if I check out this story boarding template let's preview it see what it looks like I think that's pretty nice I can choose use this template and then I can choose where I want to place it and then of course I can move it around I can resize it and then I can start to customize it so it's suitable for my team so let's just give this one a name we'll just call this storyboard like so and of course everything synchronizes now note here when you're working within the Whiteboard app we have three dots which is going to give us access to more options and just a couple of things we can do here we can delete or we can rename another thing that's worth noting if you are working within one of these whiteboards we do also have a share button in the top corner so you can then get the link to this whiteboard and you can share it with other people and they can then jump in and start making changes to it so how does this all relate to Microsoft teams well think about it this way when you're in Microsoft teams you could choose to just create a new whiteboard when you're in the meeting and that whiteboard will give your team participants a blank canvas where you can brainstorm ideas and everybody can dive in and co-author the document together so I can make changes my colleagues can make changes and we'll see those updates on the whiteboard in real time alternatively what you could do is what we've done here set up a whiteboard in advance of the meeting and then share that whiteboard with meeting participants so that's pretty much what we're going to do here let's go back to teams I'm just going to click on the meet now button to start a meeting and we'll just leave the default settings let's click on join now I'm going to add participants and let's add Adele so now what I could do is share that whiteboard and work on it with Adele so if we go to the share button in the top Corner notice we have an option for Microsoft whiteboard let's click on it it's basically going to load the app and you will see all of those existing whiteboards so if we're going to work on Project Juliet planning I can just simply click to share that and we can now work on it together and notice at the top you can see both myself and Adele are working within this whiteboard and I can see here that Adele has actually just added some text here this is so cool so I could say yes it is I could confirm that and I can add a heart next to her comment so this is a very rough way of working with the Whiteboard but hopefully it gives you an idea as to the kinds of things that you can do now it might be that when you share a whiteboard with other meeting participants you don't actually want other people to be able to edit the Whiteboard you can turn that setting off for individual whiteboards when you're in the meeting if we click on the Cog icon at the top notice here other participants can edit I've got it turned on but you could just toggle this to off to stop editing other than yourself now once we finished working on the Whiteboard we can click on stop sharing and that will save those changes back to the Whiteboard app and don't forget if you want to start a new whiteboard from scratch to brainstorm ideas again we just go back into share a Microsoft whiteboard and instead of selecting one of the existing whiteboards that are there you can simply click on the new whiteboard button and there we have a blank canvas we're going to say start with a blank and we are ready to share our ideas Breakout Rooms breakout rooms are a great way for a meeting organizer to manage participants into different groups in a large meeting for example you might have 20 people on a call and the meeting organizer wants to send you off into groups of four to maybe work on a question that they've posed or have a group discussion so imagine breakout rooms like having manyi workshops going on in four different meeting rooms and really does simulate the physical collaborative process so let's take a look at how breakout rims work now something that is really important to know so far in this course we've been working using the Microsoft teams web app accessible through the Microsoft 365 portal and that's absolutely fine you can do pretty much everything using the web app but you cannot access breakout rooms so you will need to switch across to the desktop version of teams if the this is a feature that you'd like to use it's also worth noting that breakout rooms is one of the features that's only available in the business subscriptions of Microsoft 365 so I've switched across to the desktop application notice I now have this rooms icon at the top now currently there is just me in here so let's open up participants and I'm going to invite Adele again now as you've probably already worked out in this course I'm basically managing both myself and Adele Adele is a fake person and and I'm just logging into her account on a different device in order to simulate this for you now I can't add any other people which is going to make this a little bit difficult to demonstrate because normally for a breakout room you want to have lots of people in your meeting but you should be able to get the idea from just having two participants so let's say that myself as the organizer I wanted to create some breakout rooms let's click on the rooms option and you can see we get a pain on the right hand side side so now I get to choose the number of breakout rooms that I want to create so you can see from this list I can create up to 50 breakout rooms now I wouldn't necessarily suggest that because that is going to be really hard for you to manage as the organizer but if you have a few people on you might want to create two or maybe three or four rooms now because there's just two of us I'm just going to create two rooms and I'm going to put each of us in a room so let's say two I then get options for assigning participants to those breakout rooms and we have two options just here now if we leave it on automatically teams will do all of the assigning for you so it will equally assign participants across those two rooms in a very random way if you want a little bit more control and you want specific people to go into specific teams or specific people to work with other people then you would choose manually underneath so let's go with that I'm going to say create rooms so teams is going to go go away and you can see it's now created two rooms that are currently showing as closed and we have a zero after them because we don't have any people assigned as yet now notice that the only participant I have available to assign is Adele again if you had more people in here you would see all of their avatars across the top and you would go through and you would manually assign them to Rooms it's also worth noting underneath assign participants we have some icons we can create new rooms on the fly so if I then decide that maybe I want three rooms or four rooms I can add one in just here make an announcement this currently is gray out we are going to take a look at that at the moment but that means that as the meeting organizer you can essentially make an announcement to everybody in every single room we can delete rooms and we also have some settings for our rooms as well so I can do things like assign presenters to manage the rooms I can set a time limit for people to be in those rooms so for example maybe I've given them all a 10-minute exercise to work on I could set the time limit to 10 and then after 10 minutes it will automatically close out those breakout rooms and bring everybody back to the main meeting now we're not going to do that so let's turn that off we're just going to go back so let's click assign participants again I just have Adele so I'm going to select her and let's assign her to room two now obviously if you have more in here you would just go through and assign people using the same method let's click on on save so you can see now that we have one person in the second room now once you've assigned everybody to rooms and you can set this up before the meeting begins so that when it comes time to do the exercise or whatever it is you can simply go into rooms and click on open and it will basically open those breakout rooms and assign everybody off into those separate rooms so if I click on open it's now opening room two and Adele has now disappeared from the main meeting window because she's now effectively off in her own room and of course those participants will just see all of the other people that have been assigned to that room and they can work on specific exercises now as the meeting organizer you can in fact join whatever room you like so you can dip into rooms and dip out again so maybe if people are struggling on an exercise in room two I could click on the three dots I could say join room and that's going to put me into the room as well so you can see it's opened up another window and I'm now in room two along with Adele and I can help out with whatever's going on in here so let's leave the room and leave her to it also notice here we can rename rooms so maybe I want to call this team B and at room one we're going to call team a now if as the meeting organizer you want to make a general announcement to everybody in all teams this is where the make an announcement button comes in in so if I click on this I could type something like you have 1 minute to complete the exercise and if I send that through that's going to be posted to each room and then once it's time to close the breakout rooms and bring everybody back to the main meeting we can simply click on the close button to close them off and we should find that in a moment Adele is back in the main meeting so that's the idea behind breakout rooms as I said this works better if you have more part participants but the key takeaway here is that you need to use the desktop version of Microsoft teams in order to even see this breakout rooms option have a little play around with it it is super fun and I will see you in the next Exercise lesson it's time now to complete exercise 5 and in this exercise we're going to explore some of the skills that we've learned in this section of the course and in this section the focus has been on Microsoft teams so the first thing I'd like you to do is to create a team in Microsoft teams based off of the existing Microsoft 365 group QA testing group I'd like you to add two channels issues and problems and change management so you should end up with a total of three channels for this particular team because a general channel is created by default i' then like you to practice posting and formatting messages in any channel next I'd like you to download the file qat testing guidelines. dox from the exercise files folder and I'd like you to practice attaching it to a post and sending it through to the team once you've done that I want you to ensure that you can see the file in the files tab in the channel what I'd then like you to do is I'd like you to add the Excel workbook practice 2. xlsx and you should have this downloaded from a previous exercise I'd like you to add this as a tab at the top of the change management channel so everybody can see that file and I'd like you to name the tab financials once you've done that I'd like you to start an OnDemand meeting from the change management Channel once you're in the meeting you can invite people if you want to but I'd like you to present the pitch. PPT file which you'll find in the exercise files folder so make sure you've downloaded that prior to attempting to share it and I'd like you to present this file in the meeting using PowerPoint live and just make sure that you're familiar with the different annotation tools when you're presenting finally I'd like you to practice creating a whiteboard in a meeting and using The annotation tools that's it for this exercise if you'd like to see my answer then please keep watching so the first thing I asked you to do was to create a team in Microsoft teams based off of the Microsoft 365 group QA a testing group so we're going to go to the link at the bottom join or create a team we're going to say create team and we're going to create it from an existing group or team so we want to utilize our Microsoft 365 group and there it is at the bottom QA testing group let's click on create so it's gone away it's created the team and I can see it down there at the bottom now currently we have one default channel that is General the next part of the exercise was to create two more channels for this team so we're going to click the three dots we're going to say add channnel and this one is going to be called issues and problems let's click on ADD we're going to add another Channel and this one is going to be called change management and click on ADD and then all I wanted you to do was really just practice posting and formatting messages in any of these channels so let's select change management I'm going to create a new conversation I'm going to type a little message let's open open up the formatting bar and let's make this look a little bit more interesting we're going to have a title in there let's select our text let's make it large I'm going to change the color let's make it red and we're also going to add a little Emoji at the end there let's send that through the next thing I asked you to do was to download the file qat testing guidelines. dox from the exercise files folder and attach it to a post and send it through so once again let's start a new conversation this time we're going to attach a file let's upload from computer there is the file just there QA testing document let's click on open and then we can click to send that through so now that we've sent this through to the channel I just wanted you to make sure that you can access this from the files tab at the top just to check that you remember where you can go if you're specifically looking for files that have been shared so we're going to go up to our tabs at the top click on file FES and we should find that our document is sitting in there which it is the next thing I asked you to do is add the Excel workbook practice 2. xlsx as a tab at the top of the change management channel so let's click the Plus at the top here and because this is an Excel file we need to search for Excel there it is let's select the app and now we can choose the file that we want to share in the tab so I'm going to go to my files and training files there is practice to. xlsx this is the one that I want to add let's click on save so there is the worksheet in the tab and then I asked you to rename the tab to financials so let's rightclick choose rename and type financials and click on Save the next thing I asked you to do was to start an OnDemand meeting from the change management channel so we're in the change management Channel let's click on the meet button in the top top right hand corner I'm going to keep my camera turned off of course you could have yours turned on let's just select join now now at this stage you could add participants but this is entirely optional the next thing I asked you to do is download the PowerPoint presentation pitch. PPT from the exercise files folder and then present that using PowerPoint live so now all we need to do is click the share button if you can't see the presentation underneath the PowerPoint live section you can browse one drive or browse my computer so just navigate to the folder where you've downloaded this file from it might be your downloads folder for me it's exercise 5 folder let's select it and click on open and I'm now sharing that presentation and once you in here I just wanted you to have a bit of a click around and just make yourself familiar with some of the annotation tools that we have some of the different views that we can view our presentation in and if you are on this call with other people you could even practice passing control troll backwards and forwards I kind of left this up to you but it's just a good way to practice sharing presentations let's click on stop sharing the final thing I asked you to do was just to practice sharing something else and that something else was a whiteboard so once again we're going to click on share we're going to go to Microsoft whiteboard and we're not going to use an existing whiteboard we're going to create a new whiteboard and we're going to start with a blank canvas and I just really wanted you to practice building your own whiteboards and accessing some of these different things so adding things like notes maybe adding text into your whiteboard adding things like reactions images shapes documents videos links so make sure you are fully comfortable with how the Whiteboard Works where it gets saved and how you can share the Whiteboard and access it after the meeting is finished if you're not a subscriber click down below to subscribe so you get no ified about similar videos we upload to get the course exercise files and follow along with this video click over there and click over there to watch more videos on YouTube from Simon says it