blog.frederique.harmsze.nl my world of work and user experiences

May 31, 2020

Developments I like in Microsoft Teams

Filed under: Digital Workplace — Tags: , — frederique @ 10:54

Microsoft is accelerating the development of Teams, to cater for our needs in remote meetings and conversations. Teams was already the go-to tool for online collaboration for the enthusiasts. But now that so many of us are working from home, it has become indispensable for a lot of people. So it is absolutely necessary that the tool works easily, seamlessly and robustly. After all, there are so many new users who are not particularly computer savvy and who just want to get their jobs done in these difficult circumstances. Well, Microsoft is working on it! There are quite a few new and newish developments. Let us discuss a few.

In Team meetings

1.Raise your hand

Large online meetings get very messy if everyone just activates their microphone and jumps in. What you need is a moderator who can give people the floor – or rather: the microphone – one by one, when they want to ask a question or contribute something.

Fortunately, we now have the option to raise our hand digitally: you use the hand icon and the label explictly says this is to raise your hand. Very classroom isn’t it? I would not be surprised if this option was asked for by the educational community. But it is also handy (sorry…) to be able to raise your hand in an enterprise meeting. I recently attended a Teams meeting where I did not have permission to use the chat, as I was not a member of the Team where the meeting was organised, but I was still able to ask my question by raising my hand and activating my microphone when the speaker addressed me.

Click the hand in the toolbar to raise your hand; clicking again lowers it. The presenter/moderator is prompted with a number on the people icon that somebody raised their hand, and sees who it is.

Click the hand in the toolbar to raise your hand; clicking again lowers it. The presenter/moderator is prompted with a number on the people icon that somebody raised their hand, and sees who it is.

2.Up to 9 video feeds in the main screen

When I am conducting a meeting, I often share my screen to allow the participants to see my presentation or my demo. But we also have “talk meetings”, where we just have a conversation without any slides or demo or anything. For example, the virtual coffee breaks that we are having regularly these days…

In Microsoft Teams, you could see up to four video feeds of participants, in a 2×2 format. Since two weeks, we get see up to nine video feeds in the main screen of the meeting: 3×3. And if there are less people, the video tiles are distributed neatly. Ok, if you have more people in your meeting than nine, the participants who do not talk are still only displayed as thumbnails at the bottom. But still, nine is better than four, and it is just matter of time before we get more…

3.Choose your own background in your video feed

I am working from home these days, and conducting my meetings online. I often switch on the camera, so that I can look my colleagues in the eye. After all, this is the only way we can see each other. But that does not mean that I want to show them my messy home office. Or the living room where I’ve also put my laundry out to dry.

Fortunately, showing my face does not imply I have to show my room. Earlier this year, we got the option to blur the background of our video feed. And a month or so ago Microsoft added the option to select a background image, to make your video feed more attractive.

So far, however, there is no button to upload your image, to make your video feed not only more attractive but also more personal. But you can “hack” the image collection and add your own photos via Windows Explorer: just put your pictures on your computer in C:\Users\[you]\AppData\Roaming\Microsoft\Teams\Backgrounds\Uploads (please note, most people don’t see the Appdata folder, so go there by entering %AppData% in the address bar. I have resized and cropped my photos to the same size as the Microsoft images: 1920×1080 pixels, because otherwise the horizon was in the wrong place.

Teams-Meeting-MyBackground-app

Click the ellipsis (the …) to get the option to use background effects. There you can select an image.

Update June 2020: And now we also have a button to add our new photos from the Teams-meeting.

Upload your own image to your backgrounds gallery

Upload your own image to your backgrounds gallery

In the chat

4.Read receipts in the chat

I sometimes check if my colleague has read my chat message yet. Since January this year, I get a checkbox icon if the message has been delivered and an eye icon if my colleague has seen my message. Of course seeing does not automatically imply understanding or taking action or anything, but it is a first step towards confirmation.

Note: Only the latest message that has been seen gets an icon, to avoid clutter in your conversation.

Teams-Chat-ReadReceipt-ann

When your colleague has seen the message, you get the eye icon. If he or she has not seen it yet but the message has been sent, you get the check icon.

Also note: You only get these read receipts in the Chat section of Microsoft Teams. Not in a Team channel, where the posts are open to all team members. In a group chat with more than one colleague in the chat section, it looks like the message only counts as read if all participants have seen it.

Teams-ChatGroup-ReadReceipt-add

In a group chat with more than one person, everyone needs to see the message before it is labeled as ‘Seen’.

5.Pop-out a chat

I like multitasking while I am in an online meeting. I know, I have to pay attention to that meeting and I do! But it is efficient if I can ask another colleague for some details or prompt him to finish a related task in a 1-on-1 chat, while still having a full view of, for example, the shared screen in the Teams meeting. I usually have enough space on my monitor to do this. But up until now, the meeting was minimized when I opened a chat.

Fortunately, now I can pop out the chat window and position it next to my Teams window with the meeting. I had already read about it, but I literally saw it for the first time in my environment just now ;-) For now, we get this option in the desktop app; not in the online version or the mobile version of Teams yet. See also Microsoft’s support page Pop out a chat in Teams.

Teams-Chat-Popout-ann

Click the icon to pop out the chat in a separate window, that you can move and resize. If this functionality is available to you, you will see the icon at the top right of the conversation and in the overview when you hover your mouse over the item.

April 30, 2020

10 Practical tips for conversations in Microsoft Teams

Filed under: New world of work,Office365 — Tags: , — frederique @ 23:56

Do you want to ask a colleague a quick question or give them a heads-up? Even though you are far apart and unable to just bump into them at the coffee machine? Then use Microsoft Teams to connect and have a quick conversation. Always handy, but indispensable now that we have to keep our distance and work from home during the Corona crisis.

Microsoft Teams offers us two functions for conversations:

  • 1-on-1 chat like we have (or some people by now: had) in Skype for Business. Anyone who has Microsoft Teams at their disposal can use this chat for ad hoc conversations with one or more people.
  • A ‘team conversation’ within a separate Teams environment: our digital office that you can create or request (depending on your organization’s policies) for collaboration with your team.

Let’s take a look at ten tips for such conversations in Microsoft Teams (with some associated “sub-tips”).

Tip 1: Use the chat for 1-on-1 conversations

If you really want to have a 1-on-1 conversation, open the chat section in Teams. Yes, in a Team conversation you can specifically address a particular colleague (by @-mentioning her or him -see below). However, all the other team members can see your message as well, if they happen to take a look in the Team. And yes, I have talked to enough people who were confused by this.

Tip 1a: Add a colleague if 1-on-1 is not enough

You can have more people in an ad hoc chat conversation. If the two of you can’t solve you problem, ask another colleague to join the chat via the ‘Add people’ icon at the top right of your chat.

Ad hoc conversations in the chat: 1-on-1 and you can add people

Ad hoc conversations in the chat section of Microsoft Teams: 1-on-1 and you can add people

Tip 2: Add audio and video to your chat

When you are tired of typing to and fro with your colleague, turn your chat into an audio call or a video call using the phone button respectively the camera button at the top right of the chat.

Add audio or video to the chat to talk directly.

Add audio or video to the chat to talk directly.

Tip 3: Ask your colleague if audio is convenient right now

DO NOT just click on the phone or video button when you feel like it, but ask your colleague if she thinks it is a good idea to have a call right now.

Maybe your colleague is at a very noise location or at a location where no sound is tolerated, so she has to move first. Or maybe she wants to grab a headset or a coffee first. Or she may already be in another call. And yes, I have been at the receiving end of such unannounced calls and they annoy me as much as a phone , that always interrupt at a bad time…

Tip 4: Conduct conversations relevant for the team in the Team

Do you have a question about the project for which you have a Team? Or about work for the department that collaborates in a Team? Conduct that conversation in the ‘Posts’ tab of that Team, so that the other – current or future – Team members can also see what is going on. Also, documents attached to this conversation are stored in the right place: in the Team where you collaborate.

Tip 5: @-mention your contact in a Team message

Do you want specific colleagues to see your message, because they may have the answer to your question or may need to know what you explain? Then make sure you @-mention them: type @, start typing their name and select the right person.

If the entire team should see your message, @-mention the Team name. Or @-mention the channel, if it is relevant for everyone who is interested in the channel.

@-mention the person or group (e.g. the channel) who should see the message and respond.

@-mention the person or group (e.g. the channel) who should see the message and respond.

Tip 6: Do not assume your Team message has been seen without an @-mention

Too often I see messages addressed to me like “Hey Frédérique, can you help me with this?”. Usually I see those at least a week late, when I visit the Team to help somebody who did address me properly with @Frederique…

If you do not @-mention a person or a group, then you cannot assume that anyone has seen your message. Especially if these persons do not frequently visit the Team because they are not used to the new tool (like the people I have bene training recently), or because they have way too many Teams to keep an eye on all of them (like me…)

Tip 7: Answer in the reply field, not as a new conversation

In the 1-on-1 chat you don’t have separate fields for responding or for starting a new conversation. But in a Team post, you should answer via the Reply field, so that the conversation remains in one piece. If you respond via the field that says “Start a new conversation”, your answer may get separated from the question, when the conversation continues.

Reply in the reply-field, not in the field for starting a new conversation

Reply in the reply-field, not in the field for starting a new conversation

Tip 8: Made a mistake? Edit or remove your message.

Don’t post an additional version of your message. Just fix the original one, if you made a mistake. Or delete it and start again, to keep the conversation clear and compact. Click the … ellipsis (next to ‘Like’) to get these options. Please note: you can only edit or delete your own message, not somebody else’s.

Click the .. ellipsis to get the option to Edit or Delete your message.

Click the .. ellipsis to get the option to Edit or Delete your message.

Tip 8a: Can’t edit your messages? Change the Team-settings

The option to edit or delete your own messages is governed by a setting at the level of the Team. They should be enabled. If they are not, get a Team Owner to change the settings via Manage Team > Settings > Member permissions > Give members the option to delete/edit their messages.

The Team Owner should configure the settings to allow members to edit and delete theor own messages.

The Team Owner should configure the settings to allow members to edit and delete theor own messages.

Tip 9: Format important messages to make them easy to read

A message in Teams is not meant to be a fancy news article. But if the message is a longer, structure it with for example a bulleted list and key terms highlighted in bold.

Click the Format icon (the ‘A’) below the message field to get the edit options. Otherwise your message gets posted as soon as you hit Enter.

Tip 9a: Give important conversations a title

A title helps users to see easily what the message and then the threaded conversion is about, so they can assess quickly if it is important for them. The title field is also conjured up by clicking the ‘A’ icon.

Click the 'A' icon below the message field to format the text and provide a title.

Click the ‘A’ icon below the message field to format the text and provide a title.

Tip 10: Post a link to the document that you talk about

If you ask for feedback on a document or encourage your colleagues to check out your great presentation, attach the file to your message via the paperclip > Browse teams and channels. This way, people don’t have to search for the file that you are talking about.

Tip 10a: Upload the document before you post your message.

There is an option to upload the document while you are writing the message. But then the document gets stored directly in the channel folder, while you may want to store it in a subfolder within the channel. So if the core of my message is about a file, I make sure I store the file in its proper place first, before I start talking about it.

It does seem like the link from the message to the attached document survives if you move the document into a subfolder, for example. But I am not sure if it always works. In the earlier days, the link used to break if you moved or renamed the file, In those days I learned to think about where I put the file first…

Teams-Post-DocumentLinl]k-ann

Link to the file you discuss via the paperclip, so that your colleagues can open it directly.

If you follow these guidelines, Microsoft Teams is a great tool for remote conversations. If you want to have a real meeting, instead of a chat, please check out the 12 Practical tips for online meetings using Microsoft Teams.

March 31, 2020

12 Practical tips for online meetings using Microsoft Teams

Filed under: New world of work,Office365 — Tags: , — frederique @ 22:40

Now that many of us work from home, to avoid spreading the coronavirus and catching Covid-19, we are fortunate to have options to conduct out meetings online. We can talk with each other with the audio functionality, see each other with the video functionality and see our work with the screen sharing functionality of Microsoft Teams. Let us take a look at 12 tips based on our recent experiences, with some associated bonus tips. They are geared towards Teams-meetings, but most of them also apply to Skype-meetings or other online meetings.

1.Use Teams-meetings to meet online

In the organization where I work, we have both Skype for Business and Microsoft Teams at our disposal. Skype-meetings are more familiar to many users, but we stimulate the use of Teams-meetings. The main reason right now is that Teams-meetings are more robust and stable, especially in these times of overloaded networks and systems. Microsoft Teams does sometimes “wobble” at bit: video gets stuck, presentations don’t load properly. But Teams still works better than in Skype. Some people are using free internet tools like Zoom, but those are banned within the company, because you pay for these “free” tools with your data…

2.Use a headset or other audio device to talk

To get good audio experience, you should use a headset instead of shouting at the standard microphone incorporated in your computer. You can hear better what the speaker says, but most of all: the other participants can hear you better when you contribute. Without a headset, you also tend to get strange echoes. Many of my colleagues use the ear plugs that came with their mobile phones, so try those if you don’t have an “official” headset.

Back in the day when I could be in a meeting room with some colleagues, I often used a speakerphone to have a conference call with the rest of the team; that device picks up the other speakers as well. Right now, I am working at home by myself, so no other speakers to pick up. Nevertheless, I sometimes switch to this device, when my ears get tired of the headset: it has a smart microphone that focuses on my voice.

2a. Check your device seetings if your audio is troublesome

Did you plug in a headset but it doesn’t give you sound? Check the device settings and switch if necessary.

Check your device settings and select the correct audio device and camera.

Check your device settings and select the correct audio device and camera.

3.Mute your microphone

Make sure to mute your microphone when you are not talking, if you are in a noisy environment or if you don’t use a headset. This is particularly important if you are in a large meeting with many participants. The meeting will get very messy, when you hear the washing machines, children, neighbours with power drills or even just coughing from ten participants…

3a.Don’t forget to unmute when you want to talk!

It is easy to forget that you have muted your microphone or to “mis-click”. I am not the only one who has made some very intelligent remarks (well…) only to myself, because I had not unmuted my microphone properly. So unmute and check that you have unmuted before you tell your story.

4.Help each other

We’re in this together, so let’s help each other. Especially now that many people are forced by the coronavirus to conduct online meetings and use tools that they are unfamiliar with. For example, if you think colleagues may be talking to themselves because their microphone is still on mute, please remind them to unmute.

You can check whose microphone is muted in the Teams-meeting via the Participants button: the mute icon is displayed for participants with muted phone.

Mute and unmute your own microphone. And help your colleagues, if you suspect they are accidentally muted: check their microphone status via the Participants button.

5.Use the chat in the meeting

If you cannot talk, use the chat within the Teams-meeting to ask your questions or place your comments. The chat is the way to go, for example, if your microphone does not work, if the ambient noise is bad or if you are in a large meeting where things would get chaotic if everyone just spoke up via audio.

Microsoft Teams meeting chat

Microsoft Teams meeting chat

 

6.Don’t talk at the same time

The larger the meeting, the more you have to pay attention to “speaker management”. In a real life meeting, it is impolite and tricky to talk at the same time instead of waiting for the other participant to finish his or her sentence. In an online meeting, it is worse: the meeting becomes incomprehensible.

Use the chat to ask questions and give short comments. If the meeting is large and important, you should arrange for someone to moderate: keep an eye on the chat and pinpoint the items that need to be addressed via the audio, by the presenter or by the participant. The moderator can then give the floor (i.e. permission to unmute the microphone) to the right person.

6a.Mute all

Weird noises in your meeting from unmuted microphones? You can mute them all from the People pane. This option only appears if there are enough microphones open and there is something to be muted. Please note: everybody in the meeting who has the presenter role (the default for colleagues in your organisation) can use this ‘Mute all’ option.

Teams-Vergadering-Personen-Allen dempen-crop

7.Use video to support non-verbal communication

It is helpful if you can see each other, when you are talking. Especially if you are stuck by yourself, quarantined in your home, you don’t see anybody in real life and you are getting lonely. Switch on the video-option in the Teams-meeting and make sure your webcam is uncovered.

Please note: at the moment a Teams-meeting displays at most four video feeds: the person who is talking and the people who talked most recently. Microsoft is working on showing us more participants (see Uservoice). If you don’t want to see the current and recent speakers, you can also pin specific video image to your canvas, as a participant – this selection is only visible for you.

Update May 2020: Now we see up to nine video feeds, instead of four, in the main screen. You will some more as small thumbnails at the bottom of the screen.

7a.Check your video image

You will see your video image at the bottom of the Teams-meeting, on the right. So you can tweak things like the angle of the camera, your hair and the lighting: avoid sitting with your back to the window or other light source, or you will only show up as a silhouette. And of course this video image will make it clear if you have forgotten to slide back the privacy cover your webcam.

7b.Switch off your video for discretion

Turn off the video, before you do something embarrassing (pick your nose extensively, put your underwear on the clothesline or in extreme cases go to the bathroom bringing your laptop with you… no, I refuse to link to the YouTube video of the conference where that happened…). Just click on the video button again and check that your video image is no longer visible at the bottom of the screen.

8.Blur your background – update: or use a background picture

In a Teams-meeting you have the option to blur your video background (this option is not available in Skype-meetings). This minimizes the distraction for the meeting participants, and it hides the mess you in your room or the sensitive pictures on your wall that you don’t want to show your colleagues. You will find this option under the … menu > ‘Blur my background’. If you want to show something, you unblur it again with another click.

Teams-Vergadering-Videocall -Achtergrond vervaagd-a

Switch your video on and off with the video button. Blur your background for focus; only unblur it if you want to show something.

Update: Since April 14th, Now I also get the option to use a background picture instead of blurring my own home office. Microsoft offers a set of photos and paintings, so I can choose a nice and tidy office or a beach or the galaxy for example. At the moment, there is no button to upload my own images. But you can do that if you navigate to this folder on your computer: C:\Users\[you]\AppData\Roaming\Microsoft\Teams\Backgrounds\Uploads (please note, most people don’t see the Appdata folder, so go there by entering %AppData% in the address bar). And I have cropped and resized my photos to fit the 1920 x 1080 px that the standard images had, because on my first test the horizon ended up in a strange place.

Blur the background of my home office or choose a picture as my background

Blur the background of my home office or choose a picture as my background

Update June: And now we also have a button to add new images to our backgrounds.

Upload your own image to your backgrounds gallery

Upload your own image to your backgrounds gallery

 

9. Share your screen

If you want to talk people through a presentation, report or demo: share your screen so everyone in the meeting can see what you are talking about. In a standard Teams-meeting or Skype, all colleagues from your organisation have the role of ‘presenter’ and the option to share their screens, but external participants can’t. Just click on the screen icon in the meeting toolbar and select the screen you want to share.

In informal meetings, I prefer to share my desktop as a whole, because then I can switch between applications and the participants can see everything I show.

9a.Share only a specific screen if you work with sensitive information

If you work with sensitive information, be careful of the screen you share. Especially if you share with a large group and/or external participants. In this case, it is not safe to share your entire desktop, because you may inadvertently show a confidential document or a sensitive email message may land in your mailbox in full view. So share a selected screen, like your PowerPoint presentation or your report.

Share your entire desktop or a specific window or presentation

Share your entire desktop or a specific window or presentation

10.For larger meetings, separate presenters from attendees

In a regular meeting, everyone can take over screen sharing and everyone can mute all. If your organise a meeting with many and/or unruly colleagues, invite them as attendees with only selected presenters. See the overview of the roles in a Teams meeting. You will find the options for these settings via the link ‘Meeting options’ in the body. Then you can determine who can present: everyone, only you or specific people. You can only select colleagues from your organisation, you have already added to the invitation.

Please note: at the moment, these options are different from the Skype-meeting options that you will find in the ribbon of a Skype- invitation. In Teams you cannot switch off the microphones and video cameras of all attendees beforehand. I you need to keep your attendees more in check, you should set up a Live Event.

Select the presenters via the link 'Meeting options' in the invitation

Select the presenters via the link ‘Meeting options’ in the invitation

11.Lighten the load for your computer and network

Especially video in online meetings does ask a lot from your system. Even more so in Skype than in Teams. So connect carefully, especially when you have to present something in an important meeting: restart your computer if you haven’t done that in a while, connect the network cable (instead of wifi – and negotiate with your house mates that they don’t overload the network just now) and close all windows and activities that you don’t need in your meeting. If the meeting still falters, switch off the video, especially if you are sharing your screen and your face is therefore less important at that time.

12.Look business-like in video conferences

Some of us don’t make as much of an effort to look nice when we work from home. However, if you use the video, you should try to look presentable. Comb your hair, put on a somewhat business-like top (nobody will see your pyjama bottoms…). And be understanding if things turn out a bit less business-like for a colleague, like in this BBC News interview.

Update: Troubleshooting tip to unfreeze Teams

Update April 28th: Teams froze on me a few times recently. But full disclosure: I was using my webcam with a background … on a Windows 7 laptop. Is Teams frozen solid in your meeting and you can’t get any response? Then quit the application from your taskbar: right-click the icon and then select ‘Quit’. Don’t just close the window, because then Teams will still be frozen when you restart it.

Quit Teams from the taskbar in Windows 7 (Dutch version) and Windows 10, to unfreeze the application

Quit Teams from the taskbar in Windows 7 (Dutch version) and Windows 10, to unfreeze the application

If you follow these guidelines, Microsoft Teams is a great tool for online meetings. If you want to just have a chat, instead of a real meeting, please check out the 10 Practical tips for conversations in Microsoft Teams.

February 29, 2020

Online meetings organized in a Microsoft Teams channel: 7 gotchas

Filed under: Office365 — Tags: — frederique @ 19:48

For the knowledge sharing sessions I help organise, we are using Microsoft Teams to allow colleagues to join online. These series are set up as Teams-meetings from Microsoft Teams itself, in a channel of the relevant Team. In this article, let us look at 7 things that struck me when we started with this approach.

1.Meeting series? Meet in a separate channel

In our Microsoft Teams where we host the knowledge sessions, we also share other information. To avoid a messy tangle between the knowledge sessions and the rest, we created a channel called ‘Webinars’ to host the online meetings and to store the associated chat.

We schedule the Teams-meeting from the Teams agenda as a series of recurring events, and select the channel where we want to meet.

Scheduling a new teams-meeting from the agenda in Teams: invite the Webinars channel of my Team.

Scheduling a new teams-meeting from the agenda in Teams: invite the Webinars channel of my Team.

2.Lost the meeting title and channel selection? Scroll up!

When I was setting up an invitation with a long description of the webinar agenda, I thought I had lost the meeting title and the option to select the channel where I wanted to host the meeting. As it turned out, I had scrolled down to reach the end of the description. And scrolling down, I had lost the top of meeting meeting form. Unfortunately, that was not very clear: you only see the scroll bar when you put your cursor on the right hand side of the window. So if you have lost some detail fields in your meeting form, check if you have to scroll up!

You may need to scroll up to see the fields displayed at the top of the meeting form

You may need to scroll up to see the fields displayed at the top of the meeting form

 

3.All Team members are automatically invited. But other can participate too

Everybody who is in the Team is automatically welcome in the Teams-meeting hosted in that Team. So we don’t have to worry that we forget to include someone in the invitations.

But people who are not a member of the Team can attend the meeting as well, if they get the link to participate. So if a team member forwards the invitation to someone else or if you publish the link on Yammer for instance, others can participate as well. I had not expected that: I thought a meeting organised inside a Team would only be accessible to people in that Team. But so far the link is working for non-Team members as well.

4.The meeting chat becomes a conversion thread: ongoing for recurring meetings

In our knowledge sessions, the chat in the Teams-meeting plays an important role, because not all participants can talk via their microphone. These chat messages can be consulted afterwards in the Team-channel: they are displayed as reactions in the conversion thread of the meeting.

For a recurring meeting, you have one ongoing conversion thread. The latest 15 posts are displayed, the rest is collapsed and need to be expanded (in batches).

5.The invitation does not always appear in everyone’s agenda. But there is a button

Unfortunately, we see that the invitation set up in Teams does not always become visible in Outlook for all members invited: some people do not get the invitation in their email and it does not show up in their Outlook agenda either, Not nice, because most people work from their Outlook calendars.

We have seen this happen for new Team members, who have joined the Team after the invitation has been sent. But recently we also saw this for colleagues who had been added to the Team beforehand. Or rather: they did not see anything appear in their Outlook.

Fortunately, if you do not see the invitation in your Outlook, you can add it to your agenda yourself. Open the invitation in Teams, from the channel itself. If the meeting is not in our Outlook calendar yet, you see a button Add to your calendar. If the event is already included in your Outlook calendar, this button is not visible.

Add the meeting to your calendar in Outlook

Add the meeting to your calendar in Outlook

6.You can specify who has to wait in the lobby and who can present

At least, up to a point. Once you have scheduled the meeting, you can edit it to tweak the meeting options. Note: I have not found a button for the meeting options in the form where you enter the details of the new meeting, so save it first and then edit to set the meeting options.

In a scheduled Teams-meeting, you can edit the meeting options.

In a scheduled Teams-meeting, you can edit the meeting options.

In the meeting options, you can determine who can bypass the lobby. By default people in my organisation can join the meeting directly, without waiting in the lobby. If often people from outside your organisation join and you are tired of admitting them from the lobby, you can set this option to ‘People from my organisation and trusted organisations’ or even ‘Everyone’.

You can also determine who can present, as opposed to attending only without permission to present a desktop for example. The standard option is that everyone can present, including people outside your organisation. You can limit this to only people inside your organisation or only yourself.

You cannot make specific people, other than yourself, presenters yet. At least, not directly. If you invite individual colleagues, you can specify who is a presenter and who is only an attendee. However, that does not work if you invite everybody implicitly, as a member of the Team. So if you want selected presenters, you need to invite these people as individuals. See also the Roles in  a Teams meeting.

The meeting options of a Teams-meeting

The meeting options of a Teams-meeting

7.Room invitations may get lost when you edit the meeting series

So now everything was arranged nicely for the online participants of our sessions, but we hit a snag in our arrangements for the on-site participants. We had booked a meeting room at headquarters, by inviting it in Outlook and verifying that the request had been accepted. But when we modified the first occurrence in the ‘save the date’ meeting series, to specify the topic of that meeting, we found that we had lost the meeting room after we updated it. Because we caught this issue in time, we could re-invite the meeting room fortunately, but it is still annoying. I am not sure where this is coming from, but I am sure that I will doublecheck the room bookings for these Teams channel meetings!

July 31, 2019

Microsoft Teams first steps and lessons learned in real life

Filed under: Office365 — Tags: — frederique @ 23:56

We have not rolled out Microsoft Teams yet, but we have started some pilots. In these first steps, we have learned a few lessons about how the tool lands in the organization in real life. Let us take a look at five of them.

1.Word of mouth from the early adopters works

Some of our users are quite savvy. They had found out about Teams, wanted to try it out and were very enthusiastic about it. And they talked about it to others. The result was that those others also started clamouring for Teams.

So: start with a small group of eager early adopters. Make sure they know it is a pilot, if you haven’t set up the configuration and the support system properly yet.

2.Innocent users don’t want yet another communication channel to check

When I introduce Teams to users who were not already interested in the new tool, the first reaction is usually something along the lines of: “I already have my phone messages and Outlook and Skype and SharePoint and Yammer. Are you telling me I have to keep an eye on yet another tool to stay up-to-date?”

So: explain that they can get a notification when something relevant happens in Teams. And teach everyone to @-mention the person who should answer the question or give them feedback. Keep reminding the users of this; ask the Team Owners to do so as well . And explain that Teams will replace Skype for Business.

3.The terminology confuses people

We have Microsoft Teams with a capital T for teams with a small t. And people when ask for a ‘team site’ for their team, we need to check if they are talking about a SharePoint team site or a Teams environment. Messy…

So: make sure you are talking about the same thing. And don’t call regular SharePoint sites ‘team sites’…

4.Links to files are often broken in conversations

You can start a conversation about a file stored in your Team. This will display the conversation directly in the context of that document. But I have seen quite a few cases where the link to the file was broken from the conversation. At this moment, there is no way to preserve the link if the file is renamed or moved the to another folder

So: explain how this works and that you need to post an updated link.

Conversation in the context of a document

Conversation in the context of a document

5.The wiki in Teams is not practical for taking meeting notes

In one of our Teams, we tried to handle our meeting notes in the wiki that is a standard part of the Team. And we also started to write business scenarios in that wiki. It drove me crazy immediately, because I wanted to move around content in the first draft and it did not work the way I wanted… The wiki is quite rigid: the structure is fixed and you can’t just drag & drop sentences.

So: Use the wiki to “publish” info (About his team, finished use cases…). Do not use the wiki for taking notes or brainstorming.

The wiki in Teams

The wiki in Teams

September 30, 2018

New meeting tools in Microsoft Teams

Filed under: Office365 — Tags: — frederique @ 23:36

Almost two years ago, I go my first glimpse of Microsoft Teams. For me, it was a big surprise, but it was not the hub for teamwork that it was supposed to be. At Ignite 2017, Teams got serious. And recently at Ignite 2018, Teams really took off.

Microsoft Teams is replacing Skype for Business as the preferred tool for online meetings. We knew that was going to happen, and now we heard the exhortations to move our users from Skype to Teams. And it’s not just a question of replacement: Teams now offer options that extend beyond what we ever had in Skype for Business…

This post summarizes the announcements: What’s new in Teams – Ignite Edition. And I’ve taken a quick look at the current Teams Meeting myself.

Scheduling a meeting starting from a compleet overview

I can schedule a Teams meeting from Outlook. And I can schedule one from within Teams, where I am already working. This is not brand new, but it is practical.

In the meeting section of Teams, I get an overview of my meetings today. Teams is integrated with Outlook: I also see the appointments created in Outlook that don’t have anything to do with Teams meetings. When scheduling a meeting, I can invite guest who are outside our organization.

Meetings in Teams, including an overview of my meetings today, including appointments set up only in Outlook. And the details of a Teams meeting.

Meetings in Teams, including an overview of my meetings today, including appointments set up only in Outlook. And the details of a Teams meeting.

Blurring the background in video calls

When I give an important presentation using video, I am always careful to sit in front of a neutral background. Now Teams has a new option to avoid distractions: background blurring. It does give me a weird aura, but it also reduces the mess in the background.

A video call without and with background blurring.

A video call without and with background blurring.

Sharing notes and other options

Personally, I don’t use the video option much. In presentations, I do a bit of video so that people know who I am, But then I start showing the real thing: presentation materials and demos. The options to do that look a bit different from the buttons in Skype.

Like in Skype we can have a chat-conversation. In addition, we can also take notes right in the context of the meeting.

Sharing and other options in my Teams Meeting.

Sharing and other options in my Teams Meeting.

You can have a meeting in Teams with a guest outside your own organization. But that guest does not have access to the notes.

The external guests can join the meeting, but they cannot see the notes.

The external guests can join the meeting, but they cannot see the notes.

Recording a session and viewing it in Stream

In Skype for Business, we had an option to record a session. We don’t record regular meetings, but we do record presentations, like knowledge sharing sessions. The option is available in Skype, but publishing a recording is a bit messy: you have to find the file on your computer and then upload it into Stream yourself.

In a Teams meeting, the recording is automatically uploaded into Stream. And a link to that video is posted in the chat conversation. You can open the recording from that conversation as well as from Stream itself.

The recording is posted to the chat conversation of the meeting,

The recording is posted to the chat conversation of the meeting,

Open the recording directly from the chat

Open the recording directly from the chat

It looks like it’s time to transform my recurring Skype mMetings into Team Meetings…

May 31, 2018

Yammer does not work – Are you sure you should blame the tool?

Filed under: Adoption,Office365 — Tags: , — frederique @ 23:52

Yammer has been around for a decade already, as an enterprise social networking service. It has been incorporated in the Office 365 toolkit. And it can be very effective. However, now I am hearing from my client that Yammer does not work for them and they want some other tool. Is Yammer really that bad, or is there I some other reason why they say Yammer does not meet their needs?

Currently I am working for a construction company. They want a platform to communicate about safety and to interact with the employees about that topic. This is a construction company, so safety is a big issue. For all of the employees.

How about Microsoft Teams?

They asked me for a demo of Microsoft Teams, because they thought that this would be a great tool to use for their safety communication and interaction. Microsoft Teams is newer, and that it why they think it is hotter I fear….

Don’t get me wrong, I Microsoft Teams is great. But not for this purpose.

  • The maximum number of members in a Team is 2.500 which is not nearly enough.
  • A Team does not have visitors, but only members and owners. That is great for conversations, but these members can also edit other information in the Team. And the client wants to offer “official” information as well. SharePoint is better for that purpose, though you can of course connect a SharePoint site to a Team.
  • A Team does look quite complex and ‘geeky’ with all those channels and tabs and everything. You don’t have a simple starting point like a homepage. A Communication site does that better.
  • Teams is for teams, that is why it is called Teams… As Microsoft puts it: Teams are for the inner loop, the inner circle with whom you are collaborating closely.

How about Yammer?

A Communication site is great for the “official stuff”: well thought-out pages about the topic, guidelines and instructions, overviews of contacts, events etc. But for interaction with the people, Yammer is more suited. We can bring the two together, by adding a Yammer app (web part, app part, whatever you call it) to the homepage of the site.

However, when I mentioned Yammer, they all pulled faces and grumbled that they had tried Yammer and that it did not work for them at all. Hmmmm…

I admit, Yammer is definitely not perfect:

  • The search is terrible… I find it difficult to find what I am looking for via the search box in Yammer.
  • The Yammer app (web part, app part, whatever you call it) you can add to a homepage of your Communication site is very, very basic: pictures are not displayed, you only see the last comment.
  • Links to SharePoint pages are not displayed nearly as nicely as links to internet pages.

But I like Yammer and use it a lot in our company:

  • An informal forum to ask questions, share lessons learned and post new tidbits
  • Clear structure via groups and threads, with an overview on the ‘start page’ and per group a view of the new conversations so that you know when you are up-to-date.
  • Rich conversations using tags (to help you find them and collect the conversations on a topic), mentions (to engage specific colleagues), attached images as slide shows, links to for example Stream videos and websites with a visual preview…

Why is Yammer working for us and maybe not for my client?

  • Many of my colleagues (including me…) often are working elsewhere. We only meet online.
    If everyone is in the same office most of the time, they can easy discuss questions and ideas in the coffee corner. Then they don’t really need Yammer, so they won’t use Yammer as much. So if the same organisation starts using Yammer to share with people who are not in the same office, it may be used more.
  • I use Yammer, instead of another tool, because that is where the action is: questions posed in Yammer are answered, ideas get commented upon, tidbits get liked etc.
    If Yammer is not being used in a community, it is not worth going there and posting something. But if nobody posts anything or nobody reacts, nobody will start use it. In our organisation the vicious circle was broken early, because we are an IT company with people who like this stuff, and because it meets our needs.
  • We know where to find Yammer. In the early days, we had a Yammer feed web part right in the middle of the homepage of our intranet (now Yammer is more prominent than that homepage…).
    In my client’s organisation, I Yammer is hardly connected to anything else. There is a link to Yammer on the homepage, but that is a static link buried among other links.
  • In our organisation, Yammer is the dominant tool for spreading news: management posts updates, HR uses Yammer to tell us about people who join or leave us, sales tells about new clients…
    In my client’s organisation, I get a lot of this information via email. The disadvantage of email for such communication, is that it does not allow you to start a conversation: ask questions, say hello / goodbye to the new / old colleagues, give kudos for achievements.
  • We grumbled a bit about unpractical features in Yammer but we could get passed them and now we can take advantage of the continuous improvements, like the ability to edit a post (not all that recent, but a huge relief when that became possible,,,) .
    I wonder if my client had their experience with Yammer a long time ago; they may not have noticed that some of their obstables have been removed.

So to adopt and take advantage of Yammer:

  • Determine to what problem it is the solution: conversations about special topics between people who are not sharing the same office.
  • Actively seed and drive the conversation when that does happen organically: have editors / moderators post tips and news, answers questions or redirect them to someone who can (using the mention-option). Make sure these posts are interesting to the users: relevant, useable and/or great fun :-)
  • Make sure it is easy to find Yammer: embed Yammer feeds in SharePoint sites, invite colleagues to join groups that are of special interest to them.
  • In help & training, tell users about Yammer and how it can be useful, show it to them in a moderated Yammer group sharing Office 365 expertise for instance. Share success stories (for example gathered as #YamWins)
  • Introduce Yammer to anyone who does organisation-wide or department-wide communication. If they welcome response, explain that Yammer is a better medium than email.
  • Check what are the blocking issues for this organisation and try again when they have been solved in the Office 365 evolution.

If a tool in the toolkit is not used, the question always is: is the tool inadequate or are there another reasons why the users did not adopt it? Like they don’t know about the tool or they don’t understand how to use the tool effectively. If the problem lies in the adoption, there is no guarantee that replacing the tool will be helpful at all. Then there will just be another tool that users don’t know about and don’t understand…

 

 

Microsoft-InnerOuterLoop

December 31, 2017

Article in DIWUG eMagazine – Let us work in Teams

Filed under: Office365 — Tags: — frederique @ 17:46

DIWUG eMagazine is a free magazine published by and for the Dutch community of Information Worker solutions specialists. It has an on school printed paper version as well as a downloadable electronic version.

My article in this edition is about Microsoft Teams. This tool allows teams to collaborate in a chat-based app. It is a hub for teamwork in Office, that ties into existing features combined with new functionality. In this article, we look into the why, what, who and where of Teams.

You can find it here: Download DIWUG SharePoint eMagazine #20

DIWUGPaperVersion

November 30, 2017

Where do I find my Teams?

Filed under: Digital Workplace,Office365 — Tags: — frederique @ 22:44

Ok, so Microsoft Teams is a helpful tool in the Office 365 toolkit for collaboration. But where can I find those Teams? Actually, in many places: in the Office 365 portal in the browser, in a desktop app and in a mobile app. You can structure your set of Teams to make your favorites more prominent, and ask for email notifications with shortcuts to recent activity.

In previous posts I discussed the questions what’s with Microsoft Teams and who is in my Team? Now let us dive into the question where you should look if you want to work in a Team.

On different devices, in the browser and apps

The best way to experience Microsoft Teams is in the desktop app.

The Microsoft Teams desktop app

The Microsoft Teams desktop app

But here is also a Teams app for iPhone, Android and even Windows Phone, so that you can find your Teams on the go.

A Microsoft Teams channel conversation in the Windows Phone App

A Microsoft Teams channel conversation in the Windows Phone App

In Office 365 in the web browser, there is an online version that offer almost all of the functionality included in the desktop app, except for calls with voice and video. Teams has its own tile in the App Launcher.

Teams has a tile in the App Launcher of Office 365.

Teams has a tile in the App Launcher of Office 365.

Structure your collection in the desktop app

Because you may soon be a member of many Teams, it is important to structure your Teams collection.

  • Collapse the Team headings when you don’t need to see the underlying channels, to get a better overview.
  • Select your favorite Teams and demote the rest: click on the ellipsis at the root of the Team and toggle to Favorite or Remove favorite.
  • Within the Favorites list, you can determine the sort order by dragging and dropping Teams up or down. Simple, but I like this a lot! In the overview of my Team Sites in SharePoint Online for example, I don’t have that level of control.
  • The Teams and channels marked in bold have something new.
  • Still can’t find a Team? Then use the search box.
You favorite Teams are displayed at the top of the list. Add a Team to your favorites via the ellipsis.

You favorite Teams are displayed at the top of the list. Add a Team to your favorites via the ellipsis.

The one thing to keep in mind when you organize your favorites, is that Teams in other tenants, where you are a guest (external member) are NOT listed in the same menu. You need to switch to see them.

Switch tenants

Megan works for Contoso and has some Teams there. She can switch to the Teams at Macaw where she is a Guest.

Email notifications to guide you in

It is helpful to receive an email notification when something happens in a Team, especially for people who do not live in Microsoft Teams all day.

You determine which notifications you want to receive and how often, via your Profile in the left bottom corner.

In the notification settings, you can ask for an e-mail, for example, when you are mentioned in a chat (Via Profile > Notifications)

In the notification settings, you can ask for an e-mail, for example, when you are mentioned in a chat (Via Profile > Notifications)

So yes, I find it quite easy to find my Teams.

October 28, 2017

Who is in my Microsoft Team?

Filed under: Digital Workplace,Office365 — Tags: — frederique @ 17:19

In the beginning, Microsoft Teams had a limited scope: a team was always private and limited to colleagues within the same organization. Now, your team can also include people outside your organization. And all team mates, including the external guests, can easily see who else is on the team.

I’ve discussed in a previous blog post on what’s with Teams: what does this chat-based collaboration app in Office 365 offer us and why we use it. It is a hub for teamwork. Now let us look closer who can be part of such a Team.

Inviting team mates

Colleagues as team members

A Team Owner can add new members from inside the organization via the famous ellipsis (dot dot dot…), selecting Add Members. You can only do this at the level of the Team, not at the level of a Channel: the permissions apply to the Team as a whole.

The Team Owner can add Members to the Team via the ellipsis.

The Team Owner can add Members to the Team via the ellipsis.

Once you have added a colleague as a Member, you can upgrade them to become a co-Owner.

Switch role to Owner

The Team Owner can upgrade Members to the Owner role.

 

Externals als team guests

The Team Owner can also invite guests from outside the organization. At the moment, you can only invite people who have a Azure Active Directory account, such as everyone who uses Office 365. Later on, you should be able to invite anyone with a Microsoft account, like in SharePoint Team Sites.

The Team Owners can invite guests via their email addresses

The Team Owners can invite guests via their email addresses

Note that when you participate in Teams in more than one organization and more than one tenant, you have to switch between them in the app.

Switch tenants

Megan works for Contoso and has some Teams there. She can switch to the Teams at Macaw where she is a Guest.

Joining a public Team?

When you create a Tean, you can select the option to make it a public team, that anyone in your organization can join.

Option for Public Team

The can select to create a Public team

However, in none of my tenants I have seen the opportunity to join such a Public Team. I suppose it will become available later…

Checking who is in my Microsoft Team

All Team participants, even the external Guests, can check who is part of that Team via the ellipsis (the dot dot dot…), selecting Manage Team. Yes, it is strange that this option is labeled Manage Team rather than View Team, because viewing is the only thing non-owners can do. Or you navigate to the root of the Team, where you will find the Members page. The Members page displays all participants: Members as well as Owners and Guests.

View Team

All team mates can view who is in the Team, via the option Manage Team. Even guests.

Want to know more about a team member? You can check their place in the organization. This only works for colleagues; external guest cannot see your org chart.

You can get there by hovering over the photo – or photo placeholder – of the colleague you are interested in. In the people pop-up that appears, select the View organization icon.

People pop-up View organization option

Hover over the photo or placeholder to get the people pop-up with the option to view their place in the organization.

When you are chatting with a colleague, you can also reach the org chart via the tab Organization.

People org chart

In the context of a chat with a team mate, view his or her place in the org chart.

So all in all, I am quite pleased with the options we have to collaborate with different team mates in our Teams and to see who is in the Team. Even if not every option is available yet, it works nicely. In particular, external guests have a better collaboration experience in Microsoft Teams than in Office Groups.

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