🧙‍♂️ Top 8 Microsoft Teams + Outlook Tips & Tricks

[Music] hi everyone kevin here today i want to show you my favorite top eight tips and tricks when using microsoft teams together with microsoft outlook all right let's jump on the pc and let's get started tip number one you can set it up so any meeting that you create in outlook is automatically a team's meeting here i'm setting up a meeting with diego and we want to meet on teams now of course it's pretty easy to insert teams into any meeting i could go up to the top tabs click on meeting and then click on teams meeting and this will insert all of the meeting details but sometimes i forget to do that and the meeting will start and diego will ping me and say hey where's the online meeting information let me have outlook remember for me here i'll minimize this message and i'm on my calendar here i'll right click and here i'll go down to calendar options within calendar options right at the top i can check this box so all meetings are online meetings i'll check that and then click on ok now when i go up to new meeting look at this it automatically includes teams meeting information so i don't have to remember anymore and i can do this on the web as well here i am in outlook on the web and within the calendar view i'll go to the top right hand corner and click on the settings gear at the very bottom of settings i'll click on view all outlook settings within the calendar view under events and invitations here too there's also a checkbox for add online meeting to all meetings i'll check that and then close this out now when i click on new event and i add an attendee to this event it'll automatically toggle on a team's meeting tip number two you can drag and drop content from outlook into microsoft teams here i have an email from my manager patty and it looks like i just won employee of the month i want to make sure the rest of the company knows about this here i can take the attachment and i'll drag and drop it over into microsoft teams in this conversation as part of this channel here this will upload the message and now i can share it out with the channel along with being able to drag and drop directly into a channel here i'll click into another channel and let me click into files here i can see all the files associated with this channel here i can drag this attachment over and i'll drop it right over here and this will place it into the files view as an added bonus if i want to make sure everyone notices this file here i can hover over it click on the ellipsis and here i can pin my file to the top now none of my co-workers will miss that i was employee of the month tip number three outlook and teams are let's just say in sync anything that i create over here in teams also shows up in outlook and this applies to meetings to tasks even your out of office messages let's take a quick look here for tomorrow let me create a meeting we have pigeon delivery at the kevin cookie company but for some reason none of the cookies are being delivered here i'll create that meeting and i'll save it over in my outlook calendar here i can see that same event both teams and outlook rely on the same backend service so any event created in teams or created in outlook will also show up on the other one this also applies to tasks here in outlook i'm currently in the task view and i have a few tasks coming up that i need to complete so i can see them in outlook but can i also see them in teams back within microsoft teams over on the left hand side you'll notice that there's no option called tasks don't worry though we can still get back to our tasks here at the bottom click on the ellipsis and search for an app called tasks by planner and to do when you click on that this will open up a dedicated task view within teams and here i'm on the main tasks view and here you'll notice that the same exact tasks that we saw in outlook also now show up in teams and these two also rely on the same backend service so this same set of tasks that show up in teams will also show up in outlook if you like looking at your tasks within teams you can get back to this view very quickly over on the left hand side you can right click on tasks and here you can pin it so this way you won't have to click into the ellipsis to find this app it'll just show up as part of this default set the synchronization doesn't just end there you can also set your out of office message in teams and that'll be synced across teams and outlook right up in the top right hand corner you can click on your profile picture and right here click into settings within settings under the general view at the very bottom you'll see out of office here you can click on schedule and you can turn automatic replies on you could type in your message and you could also configure these other settings i'll click save within outlook i can go up to the file menu and then click on automatic replies here you'll see that they're currently turned on and the same exact out of office reply message shows up right here so i can set this in either teams or in outlook when i need to take some time off tip number four you can even check your email directly within teams within teams click into one of the channels and right up on top click on the add a tab icon and right here go over to the one called website you can also search for it right here this will open up a prompt and for the tab name i'll type in email for the url i'll type in outlook.office.com and then click on save this adds a new tab on top for email and when you click on this this will open up my inbox directly within microsoft teams so you truly can just do just about everything from within microsoft teams you don't really have to go to outlook anymore or at least outlook separately you are still going to outlook also keep in mind that when anyone on your team comes in and clicks on email this will bring them to their inbox tip number five i can very easily and quickly share messages from outlook to teams and from teams to outlook first let's take a look at how we could send it to teams here in outlook i have an email from diego and we're trying to figure out where we want to eat lunch now he sent this message to both me and nestor but i want to include patty as well except patty doesn't really spend much time in outlook she tends to live in teams so i need to make sure i get this message into teams there are a few different ways i can access this right up on the home tab within the ribbon there is an option to share to teams i also have a similar option under the ellipsis right here but i'll click on this option to share the teams this opens up a prompt to share to teams and i'll type in paddy's name here i'll select patty and here i can see a preview of what this will look like within teams here i'll click on share here now we can see patty's view and it looks like the message came through so she has all the details of who sent it who it was sent to and all of the context of the message as an alternative i can also get an email into teams by sending an email from outlook but to be able to do that i need an email address for a channel right over here i see all of my teams and all of my channels here maybe i want to invite the entire marketing team to lunch so i'll click on the general channel and i'll right click right here i can get an email address here i see the email address for this channel i could also click into advanced settings and i can define who's allowed to send an email to this email address i'm just going to leave the default settings and then click on copy back now within outlook here i have my lunch message and i want to forward this to the marketing team so i'll paste that address in here and then i'll click on send and here now in teams i can see that the email message came through and now everyone could weigh in on where they want to eat lunch now it's all great that i can get emails from outlook into teams but what about the other way and it's just as easy to take posts from teams and to turn them into emails here for example i have my employee of the month certificate from my manager but no one's liked this post yet and that might be because a lot of people at the kevin cookie company tend to work in email here i'll hover over this item and i'll click on the ellipsis over here and there's now a new option called share to outlook i'll select this this opens up a prompt where i can send an email it comes from me i can put down who i want to send it to nestor and diego haven't congratulated me yet so i'll make sure to put their names down here i could type in some context up above and here it'll show the team's message it'll also include a link so they can easily navigate back to the source this all looks good so i'll click on send tip number six i can now set meeting options directly in outlook desktop now in the past if i wanted to set meeting options here i am in a meeting and i would click on the ellipsis go down to meeting options and i could set things like who can bypass the lobby who's allowed to present do i turn on or off meeting chat luckily i can now do this ahead of time as well directly from within outlook within outlook desktop when you set up a new meeting right up on the meeting tab right here on the ribbon there's now a new option for settings and this will expose all of the different meeting options for the last two tips number seven and eight they require a little bit more setup but in my opinion the payoff is pretty nice i'll run through these two tips and if you want to use them at the end i'll show you how you can set them up properly tip number seven you can send an email or set up a meeting with a team so what does that mean well let's say i want to send an email to this team and everyone who's part of this team i can pretty easily do that let's jump into outlook to see how this works here in outlook i have an email message that i've composed that i want to send out to the marketing team right up here i could come to the to field and i'll type in the team name it's kcc marketing team i'll select that here when i click on the plus icon i can expand it and here i can confirm that this email will go out to all of the different group members of this team you can also schedule a meeting using a team name now for whatever reason no one replied to my last email so i should probably set up a meeting now i did include some text saying that if you're unable to attend i'll just take it as agreement to proceed uh hopefully no one notices that it's four am now here too i'll go up to the required field and here i could type in the kcc marketing team and i could select that and this will automatically send it out to all the members of this team and this brings us to the last tip of today you can create a channel calendar in teams and you can have that calendar then show up in outlook to add a channel calendar click into a channel on one of your teams and then up on the top bar click on the add a tab icon this opens up a prompt and you can search for a channel calendar or you can click on it down below i'll click on channel calendar i want to create a channel calendar that we can use to keep track of happy hour times here i'll type in happy hour next i'll click on add this now drops me into the new channel calendar for happy hour and anyone who has access to this team and this channel can come in and view this calendar it's a little bit barren right now so i need to add our first happy hour let's maybe add it between 1 and 5 pm tomorrow we work really hard here at the kevin cookie company we're celebrating the launch of the triple choco choco chip cookie now typically for attendees to see this on their calendar i'd have to add each person's name here however i'm going to leave this blank and then i'll click on send this has now added the event to the calendar and this looks great but let's now see how other people can view it in both teams and then also within outlook i'm now in paddy's view and here within teams she can click into the happy hour tab and she can see this event right here but what about within outlook can she see it in there as well i'm now in outlook in paddy's view and here we can see her personal calendar she has one meeting coming up tomorrow at 9 00 am but what about the happy hour what happened to that and how do we see the channel calendar over on the left hand side you can also see all of the different groups that patty is part of and here's one for the kevin cookie company marketing team when i turn this on this will overlay any of the channel calendars under this team onto her calendar and look there's that happy hour so we'll make sure that patty attends one note to call out if you have many channel calendars associated with different channels if you turn on this group you'll see all of the different channel calendars overlaid on your calendar if you liked tips number seven and eight i mentioned it requires a little bit of setup and it turns out it's easiest if your team doesn't exist yet before you set up your team go to outlook on the web and click into the people view right up above you'll see the new contact button click on this drop down and then select new group on the next screen type in a name for your group you can even type in a description and then create your group once you finish creating your new group go back into microsoft teams and at the very bottom click on join or create a team click on create a team and over here you can create a new team from an existing group click on this right over here select a microsoft 365 group you can then go through and choose your group and then click on create once you do that you'll be able to take advantage of tips number seven and eight unfortunately if you already have an existing team and you want to be able to take advantage of these tips it's a little bit more complicated you'll need your i t admin to run a powershell script you'll need to tell your admin that you want your team group to be visible in outlook i've also included a link that'll walk you through exactly how to do this it's not very hard but you need someone with permissions to do it alright well hopefully you learned some new ones let me know down below in the comments are you going to use any of these new tips if you enjoyed this video please give it a thumbs up to see more videos like this be sure to hit that subscribe button also if you want to see me cover any other topics on this channel leave a note down below alright well that's all i have for you today thanks again for tuning in and hope to see you next time bye you

Channel: Kevin Stratvert

Views: 125,339

Rating: 4.9600768 out of 5

Keywords: kevin stratvert, stratvert, teams, microsoft teams, outlook, microsoft outlook, teams and outlook, outlook and teams, calendar, mail, share, attachments, drag and drop, online meeting, online, meeting, meetings, channel calendar, channel, team, meeting options, options, tips, tips and tricks, tricks, tip, trick, 2021, 2020, microsoft 365, 365, office, microsoft office, teams tips, outlook tips, tips & tricks, advanced, microsoft teams tips and tricks, ms teams, ms, tutorial, how to, hacks

Id: IX2LS3oYouY

Length: 15min 15sec (915 seconds)

Published: Fri May 07 2021