Today I'm going to show
you everything you need to get started properly
with Microsoft Teams. I'm Leila from xelplus.com
and my team and I have been using Teams for over a year now. We switched over from Slack and we're not looking back. With Teams you can
communicate and collaborate in a single and secure location. You get messaging, online
meeting, calling capabilities, live collaboration on files, native integration with office apps, but also integration
to many non-office apps that you're currently using. So let me show you how you can get Teams and how you can start using it properly. (upbeat music) You can get to Teams
by opening any browser and going to teams.microsoft.com. Here you need to log into your business or educational office account. Once you login, you can get to Teams and you can use it over the web, but I recommend getting the desktop app for your workstation because
it's much easier to work. You don't have to be in the browser. Just click here to download it. It's also available for Mac. You can also download Teams
from the microsoft.com website under Download Teams. I'm going to bring up
my desktop Teams app. Now, if it's the first
time you're using this you have to log in. I've already logged in. So it's taking me directly to Teams. On this side, you have menu options. The one that you're going
to use a lot is Teams. This is where all the action,
the collaboration, sharing, everything happens. This Teams view that you're seeing is for an enterprise account. If you have an education account, you might see this view instead. You'll just have to click a
team to get to the action. Now let's get back to
the business account. Up here, you can see the
teams that you're assigned to. So let's assume I'm a
Finance Manager, I'm Xelplus and I belong to two teams. One is a management team that
I share with other managers in my organization. And the other is a finance team that I share with my direct reports. So usually each team
involves different members. And your view of the teams that you see depend on your rights. So if I log in with my account, I can see an additional
team here called Team Leila which is what we use for
our everyday communication. Inside a team you can
have one or more channels. These are generally organized by topic. General is there by default, and you can use this as your main channel, but you're probably going
to have different topics within the team that you
want to keep track of. So for example, in the finance
team, we want to track projects and training conversations separately. What if you want to add a new channel? Well, all we have to do
is go to more options here and add the channel to this. Depending on your rights, you might see different options here. So let's go ahead and add a
channel for monthly reporting. Because let's say this is a topic
we want to track separately. We don't want these
conversations to be mixed up with all the other channels that we have. Go to add channel, type
in the channel name. You can even add an emoji if you want, just use the shortcut key Windows Dot, and add your emoji to this. You can add a description for your channel and update the privacy. Default is that everyone in the team will have access to this channel, but you can change that
and make it only accessible to specific people within the team. In this case, I'm just
going to go with the default and add this channel. Now we can keep conversations
around monthly reporting separate to other topics. If you're the team owner, you
can add members to the team. Go back to more options and add a member. You can search for people
within your organization by just starting to type their name and then send a request to get them added. You can also add guests by
typing in their email address. Once you're done, you can send a request. You'll notice if a channel has a guest by taking a look at the
top right hand corner. This channel has one guest. The management channel here has no guests, only people from the organization. If a channel is in bold, it means there is a conversation in there that you haven't looked at yet. Once you're in a channel, the
main view is the posts view. You'll see all the different
conversations that are going on and you can reply to conversations. You can also give your
feedback in terms of emojis. You also get the option to translate. So this text is in German,
if I go to more options here, I can translate this. It's going to try to figure
out the original language and translate it into my team's language. Translated messages have
this icon right here to show this in the original language. Again, go and select,
see original message. You can start a new conversation by selecting new conversation. Just type in your text. If you'd like to add line breaks, use the shortcut key Shift + Enter. If you'd like to add more
texts and add formatting, click on format. This is going to give you a
lot of formatting options. In addition, you can add a subject which is going to help your
message stand out more. You can also add bullet
lists, numbered lists, you can add links, you
can even insert tables. Pick how many rows and columns you want, add your table to the message. If a message is important,
you can mark it as important. You also have the ability
to post this message in multiple channels. Just select your channel
and click on update. By default messages are
shown as conversations. You can change that to
announcements as well. This makes it even bigger
and more noticeable. You can give your announcement a headline, select the color scheme that you want and even add a background picture. In this case, I'm just going
to go back to conversation. Now, in addition to this, you can also @ mention specific people to make sure that they are
notified about this message. Just start typing their name,
or select them from the list. If you want to send everyone
in the team a notification, @ mentioned the channel name. Here you can use Enter without problems. Once you're done with your
message, click on send. Talking about getting notifications, if you're learning something
new from this video, do hit that thumbs up and consider subscribing to my channel so you can improve your
office productivity skills. Now we both know that
notifications can get out of hand. To manage your channel notifications, go to more options, channel notifications. You can turn these off if you want or customize the notifications, depending on how and when you
want to see these notifications. Now, you also have the ability
to pin important messages in a channel. So for example, let's say if
you want to pin this message, go to more options and pin this. Pinned messages are going
to get this green border and green icon here. But they will also disappear from view as more messages get added. To view all your pinned items,
go to the eye icon here, so this information icon and you can see your pinned
messages on the bottom here. When you select the message, it's going to take you back
to the original message. You can unpin items anytime, go back to more options and select unpin. Now, in addition to
sending formatted texts like we saw before, you also have the ability
to send attachments. You can upload these from
your computer, OneDrive or from Teams and Channels. You can also send animated emojis. You also have the option
to search for and add GIFs. So one of my standard ones that I use as my good morning GIFs with
my team when I'm in a good mood is for example, this one. Another other cool feature is the ability to add stickers and memes. A lot of these are customizable. Just select the one that
you want, update the text, click on done, and you
can send this through. I'm just going to remove these. Now, other things you can do from here, is to schedule a meeting. You can meet now and have an
online meeting right away. We're going to take a
look at this in a second. You can also add a link to
a Microsoft stream video. So if you've previously
recorded a meeting, you can add the link to that
meeting in your other channels. Another cool feature, is
to send a praise to people. It's a nice way to say, thank you, recognize people for their courage or just tell them that they're awesome. You can type their name here,
add a personalized note, preview it and then send it. Okay, so these are the main
features in posts view. Now let's take a look at files. The first tab is available by
default for all your channels. Whenever you or other members
share documents in chat, you can see them automatically
in the files view. You can also directly upload
files and folders from here. You can add new documents
directly from here. Any files you create here
are automatically uploaded to the SharePoint drive for this group. You can collaborate
live on a document here and your changes will automatically
be saved in SharePoint. This is great because you have protections as well as collaboration benefits. So let's say right now another team member is in this document. I can have it conversation with
them right inside this file. Any changes we make to this file are automatically saved in SharePoint. Now let's say I'm done with the file, I just need to click close. If I don't want to make
changes directly to this file but instead I want to create a copy, I can do that by clicking on
more options and copying it. I also have the ability to
download a copy to my desktop. I can rename documents
directly weekly from here, delete documents or pin
important documents to the top. If you have a business account, you also have access to Wiki here. In case you have an education
account, you see other tabs like class notebook
assignments and grades. The purpose of Wiki is like a notebook, you can use it as a central
place to share things you don't want to get
lost in conversations. For example, best practices,
important decisions and the like. Every channel has its own Wiki, the project channel has Wiki in use and they've even added links
to special announcements and to other files. It acts as a central hub
for important information. The best part of Teams is that you can customize
your shared workspace by adding other apps. Now these can be Microsoft
or other third party apps. So notice you have access
to a lot of apps here. Now the reason you'd want to do that, is so you don't have to leave Teams to get to your other apps. You have one location where
you can access everything. So let's see you use Trello to
keep track of your projects. You can add that specific
board from Trello directly in here so all
your team can access it. First you need to login with Trello, then you need to select the
board that you want to share with your team. Let's just add the to-do here and save. This is going to add the
Trello board directly in here. Now, your team members will
have to log into Trello for authentication and then
they can work with this board directly from within Teams. If it's hidden, click on
the more options here, and you can see the board. If you're using Microsoft
Planner, you can add that as well. Select tasks by planner,
use an existing plan or create a new plan and click on save. Now, there are some great
apps in here that you can use. So for example, Polly or
Forms, Lists, and so on. You can also directly add files
as a separate tab to this. So for example, let's say
there is a specific Excel file that you want to make
available as a separate tab. Select that file. This is a file that have already uploaded to my file drive and save. Now this file is available
as a separate tab in my project channel. You can also rename these tabs. Just click on them and rename. Now let's take a look at how we can start meetings in a channel. I'm going to go back to posts view. To create an online meeting
with everyone in a channel, click on meet. If you meet now, you're going to create
a meeting right away that everyone in the
channel can see and join. You have the ability to
toggle your camera off or on. You can adjust your background filter. So if you have some
distractions in the background, you can blur it or select
one of these images. You can also upload
your own custom images. I'm just going to take mine away and then select the correct audio. I'll put myself on mute
here and then join now. This is going to make the
meeting visible in the posts area so that everyone can join. And what you can also do, is sent a request to specific people and ask them to join the meeting. Now, there is a lot about meetings and I'll make a separate video about this. But one of the important functions here is the ability to share your screen. So click on this icon and you
get to share your desktop, you can share a specific windows or a PowerPoint presentation. I'll just click it again
to go back to our view. You also get the ability to
chat with the participants and get their feedback. They can raise their hand. You can also see the
participant list from here and you can also record your meetings. So click on more options and
start recording the meeting. The recorded meetings are
going to get shown in the posts and they're going to be
available from Microsoft Stream. Once you're done with a
meeting, click on leave and end the meeting. I'm just going to put on my
awkward goodbye face and end. Now, in addition to being
able to meet right away, you can also schedule a meeting. Just give your meeting a name. You can then add required attendees as well as optional ones. You can also pick your channel. So I created the meeting in
the general channel of finance but I can also change it from here. Once you've added the
information to the meeting, click on send. The meeting is going to show in the post but it's also going to
show in the calendar of the people in the team. If I click on it now,
I will see the details, I'm going to see the link to
the Microsoft Teams meeting which is right here. I can update the meeting
information from here or I also get to cancel
the meeting if I want. I can also see this
meeting in my calendar. So if I go to calendar view, I scheduled this meeting for 6:00 PM, I can see it right here. This is synced to your Exchange account. It's going to have all
your meetings in one place. You can manage them from here
or from outlook directly. Now let's take a look at chat now. Here you can have private one-on-one chats or group chats with specific people. Now this house reduce the amount of emails that are sent around. To search for someone you
haven't chatted with yet, click on new chat. Just search for their name and add them. You can also add multiple
people and create group chats. Anything that's related
to a team topic though, should stay in a team unless
you need it to be private. Because the last thing you want
is to manage multiple chats and multiple teams. Now I'm just going to remove this person and just chat with Chris. Here you have the same messaging
options that we saw before. If you're typing too much back and forth, you might as well have a
video call or an audio call. Now, any files that
you share with a person are going to be inside Files. So if I go to my chat with Leila, under files I can see any files
that we've shared together in the chat. These are saved to your
personal OneDrive for business. You can see all of these files
if you log into office.com, go to OneDrive, under
shared, shared by you. You can also see the
file that has been shared with you directly in OneDrive as well. Now, going back to teams
and managing chats. You have the ability to mute chats if you don't want to get notifications. Go to more options and select mute. If you don't want to see the chat at all, you can also hide this chats. To bring back hidden chats, just type the person's name and the chat is going to come back. I'm going to go and unmute this. Read receipts are turned on
by default in Microsoft Teams. You're going to get a
check mark on your messages to show that it was sent. Then when the message was read, it's going to shift to an eye icon. Your IT admin has full
control over this feature and they can turn it on
or off for all users. But they can also allow you to control it. Go to your profile pic, under
settings, go to privacy. Here you can see read receipts. So if your admin has allowed it, you're going to be able to toggle this off if you'd like to disable it. Now since I'm in settings, let
me show you two great things. Number one, under general,
you can switch to dark mode or high contrast mode. My team prefers dark mode,
I prefer the default. What about you? Let me know in the comments. Under notifications, you
can control how often and how you want to get notified. You can also decide on
the type of notifications you get for these
different types of actions. So for chat meetings and people. Let's say you want to keep
your eye on a specific person and you want to see when
they become available online. Just add them here and
you're going to be notified whenever they're available. You can turn this off whenever you want. You can see your own availability by taking a look at your profile
picture, your icon up here. If you're in a meeting
because your calendar says so, it's going to automatically show as busy. But you have the ability to toggle this. Go back to your status and
select available for example. Now there is a lot that goes on in Teams. How do you keep track
of important content? Well, you can bookmark or save messages. This is a great time saver for me because I can spend hours
looking for a message. I'm going to save a message
from my previous chat. Remember I made it visible,
but it disappeared again. That's because I have
to actually un-hide it to make it stick. To keep it here, click on more
options and select un-hide. So let's say this is a
message that I want to save. Go to more options and
select save this message. You can save messages from
chats and also from teams. So if I go back to team and
I want to keep this message, go back to more options
here, save this message. Saved messages are available under your profile
picture here, under saved. You can see all of your saved messages. Click on any of these and it's going to take you
directly to that message. To un-save a message, click on this icon and it's going to take it
away from your saved messages. Saving messages is good so you can go back to important messages. But how do you keep up with
the activity that you missed when you were away? This is where the activity
tab comes into play. Hear in activity, you can see the summary of everything that's going on. If you have a red circle, it means you have a new
app mention or reply that you haven't seen. Any activities you missed
are going to be in bold followed by the latest activities. You can use the more options here, to filter for a specific type of message. You can also filter by specific texts. Now, the search box here
has multiple purposes. It can search for a specific
text or a specific phrase. You can also send direct
messages to someone from here. Just start with @, type in
their name and type the message. This means I don't have
to switch to chat view and find the person to
send them the message. I can send that message
directly from search. You can also pick from
a list of commands here. Just start with a backslash
and pick or type a command. To filter for unread
messages, just type in unread. To change your status from
available to do not disturb, type in a backslash and dnd. That changes your status
to do not disturb. In the calls tab, you
can see your contacts, your history of calls and you can quickly call
any of the team members. If your company has a calling plan, you can call any number
by dialing it from here. Now, calling can also be
done from multiple places. So if you're in a team and you want to call a
specific person in that team, just hover over their name and
call them directly from here either a video call or an audio call. Under Files, you get to see all the files you've recently worked on regardless of whether this
was in Teams or outside Teams. You also get to see your own
private OneDrive for business. One last thing. If you belong to different organizations with the same email address, you can switch your organizations by clicking on the organization
named here and switching. If you're using a different
email address for the Teams of another organization, you
have to sign out of Teams and then sign back in with
the alternate email address. You don't have to install another Teams no matter if it's education or business. Just sign out and back in
with the other email address. This sums up our overview
on how you can use Teams. I hope it helps you get
started with Teams fast. Now, I also suggest you get the mobile app because it's much easier to keep track of conversations there. If you learn something
new from this video, don't forget to hit that
thumbs up before you leave and consider subscribing if you enjoy the content of this channel. Thank you for watching and
I'll see you in the next video. (upbeat music)
