522 – Teams best practices for WFH

Posted on March 20, 2020 by ewand

In these uncertain times, many organisations are scrambling to enable their workers to be able to carry on even when the rest of the world is seemingly losing control. At least the meme creators are busy.

Ex-Microsoftie Allister Frost has some wise words to share about Working From Home, and given that he was Chief Puppy Controller for a well-known marketing team, he knows things that are currently relevant.

Microsoft Teams may have had a couple of bumps since the Covid-19 virus started to cause people to stay at home; early in the week there were a couple of outages that have been swiftly resolved, but it’s since been announced that the service added 12 million daily active users in the last 7 days – that’s a 40% increase in usage, so it’s no surprise if the infrastructure creaked a little as it grew.

There are many tips for making good use of Teams –

Microsoft.com’s Stay productive when working remotely (and easy to follow instructions for participants who might not be familiar with the software – there’s a handy Quick Start guide too)
A plea to switch on your webcam as standard practice, to help combat social isolation
How to position your camera properly when recording (or even how to record using your phone)

Stay at home, stay safe, and follow Buzz Aldrin’s advice.

516 – More Teams Sharing

Posted on March 20, 2020 by ewand

When you use online meeting technologies, there are usually ways to share content with attendees. Even years and years ago, lots of people felt the easiest way to present a PowerPoint slide deck was to “share their screen” while running the PowerPoint application.

Some folk have the good sense to “present” that PPT fullscreen while screen-sharing, whereas others would merely flick through the slides within the PowerPoint app, consuming 30% of the screen real estate with menus, slide sorter, and other visual detritus of not only the app, but their host operating system as well.

Top tip – when you’re presenting, don’t be a doofus – please present, don’t share your screen then move through slides.

PowerPoint itself, OCS, Lync, Skype for Business – they’ve all tried to provide easy ways to present content online or through a meeting. Not wanting to throw in the towel to the screen-sharing crowd just yet, Teams has a few more tricks up its sleeve too.

Try for yourself – go to the Calendar node (remembering that you can switch between them by pressing CTRL+ the number from the top, so CTRL+4 in this case will jump to Calendar – though current versions of the Teams client will allow you to reorder the nodes by dragging & dropping them), and on the top right of the screen, click Meet now. This will give you a one-person playground to try stuff in. Read more here.

When you’re in a meeting, if you wave your mouse around or click/tap on a blank area within the main window, you’ll see the meeting controls toolbar, which you’ll use to control your audio/video, look at the text chat or participants list within a meeting, and also the Share option.

Rather than sharing Desktop or Window, check out PowerPoint – if you don’t see the slide deck you want to present in the list of the most recently used ones, click on Browse and you’ll be able to navigate to it throught Teams channels and libraries (if your content is already in there), or you can upload it from your elsewhere.

The Teams client will render your presentation on each viewer’s machine, using less network bandwidth than screen-sharing does, and allowing more seamless multi-user control – so if you have multiple presenters in a single meeting, they can take over presenting the deck without having to be given overall control of the original presenter’s computer.

If you decide to put your PowerPoint file into a Teams channel and share / present it from there, it’s worth double-checking the formatting though; under the covers the Teams client will use the same rendering as if were previewing the file in a web browser.

You may find some slide transitions, animations or even some text layout will be a little different to how you’d see it in full-blown PowerPoint – to check that everything is OK, just navigate to the file within the Teams channel, and preview it from there.

If you do find the slides get mangled, you may be able to tidy them up within the Teams preview, or else you have permission to do the dastardly desktop sharing method.

For more information on sharing content within Teams meetings, see here.

507 – Momentum of Teams

Posted on December 2, 2019 by ewand

It’s been a busy few weeks on the Teams team. As an aside, what do you call a team that’s set up in Teams? Is it a Teams Site, or a Teams team, just a “Team” or …? Documentation talks about creating a team, which is fine when you’re already in Teams, but talking with someone about Teams teams can be a bit like a tongue twister.

It was recently announced that Teams has 20 million daily active users, up from 13 million since July. Talk to enterprise customers who have adopted Teams, and many have a user base that really loves it. There may be more to the story, but as many Office 365 users get Teams as part of their subscription, it’s inevitable that its usage will grow. It’s great to hear stories of how customers are using technology like Teams to positively change the way they work.

At the Ignite Conference in October, some forthcoming functionality was announced, from nascent integration into Outlook (coming next year) to some nearer-term stuff like the ability to create Private channels within a Team, which has already rolled out.

Outlook Tasks and To-Do integration is also expected next year, and the app is increasingly being used as a focal point for other sources of data too – such as using PowerApps to bring business reports or other custom functionality into the same canvas.

See the recent whitepaper on using PowerApps with Teams.

The App Studio in Teams allows enterprise developers to build their own extensions and addins quickly.

There were quite a few Ignite sessions devoted to using Teams for calling and for meetings. One innovation to look forward to is the ability to not just blur your background, but to add a specific background image, either from a library or one of your own.

Live captions – similar in approach to the subtitles in PowerPoint presentations that were recently discussed – is already available in a preview for some users.

Captioning and transcription is also available for Teams Live Events, if you enable the feature in the setup of the event.

Tip o’ the Week 487 – Who are you? Who, who?

Posted on July 12, 2019 by ewand

Who are you? A simple question, but one that can be tinged with malice while taunted on the football terraces, or a classic and multi-layered song by a windmilling ‘70s rock god.

But how about finding info about who your colleagues are at work (what a segue …)?
If you’re a Teams user, there’s an app (one of many) called who. To use it, try typing /who in the search box at the top of the main Teams window.

Dr Who fans from overseas: did you know the TARDIS is real (ish), and was used by bobbies to keep in touch with the station, restock their notepad, or even temporarily incarcerate apprehended ne’er-do-wells? C’est magnifique!

After first trying to use /who, you may need to install the app, and you’ll be sent a message explaining what it can do…

Follow the /who command with the name of a colleague and will give you their contact details, org chart and so on, assuming they’ve been published in the directory appropriately.

Hat tip to Dom for suggesting this week’s tip!

Tip o’ the Week 473 – Teams Shortcuts

Posted on April 5, 2019 by ewand

Many people who rely on the same applications to do repetitive tasks, will want to learn quicker ways of doing them – and use shortcut keys to good effect. Shortcuts have been covered in ToW previously – eg. how to start modern apps quickly, or navigating between running apps.

As world+dog moves from internal corporate email to Teams, Slack etc, it’s handy to know how to get the best out of the new messaging environment. Before abandoning Outlook already, here’s a reminder of some especially useful shortcut keys:

CTRL-2 – jumps to Calendar; useful if you’re in mail and want to quickly check something in the diary.
CTRL-1 – sets focus to “mail” – whatever folder you were looking at before moving away to check your calendar etc. CTRL-SHIFT-i will jump to your Inbox regardless of where you are in the UI (eg you might be in another mail folder, or looking at Calendar/Tasks etc)
CTRL-3 – jumps to Contacts (or “People” as Outlook now calls it)
CTRL-4 – jump to Tasks.
CTRL-5, -6, -7 and -8 will take you to long-dead Outlook features. Try them. Take a teary trip down memory lane.

And there are lots and lots more.

When it comes to using Teams, one of the most useful shortcut tips is essentially the same as the Outlook set above – CTRL-number takes you to one of the nodes on the side-bar that corresponds to the number from the top – eg CTRL-4 will jump to Meetings, which is handy if you have Teams calls in you calendar and want to join the calls from there rather than Outlook.

Incidentally, if you normally go into an appointment in Outlook and click the “Join Teams Meeting” link in the text body, you may tire of continually telling Outlook that yes, you did mean to switch applications, and it’s OK, you already have the desktop app…

Click the “Join Teams Meeting” icon on the Ribbon in Outlook instead, and you’ll skip this. If you’re super-skilful then you can jump straight to that command without lifting your fingers from the keyboard – just press the ALT key and you’ll see shortcut letters appear under each of the sections of the Ribbon; press the corresponding one (“H” if you’ve opened the meeting up in Outlook already), and you’ll then see a letter combo that will activate the Ribbon commands – Y1 in this case will jump straight into the meeting.

There are many other shortcuts in Teams, with varying degrees of usefulness. Customising the UI is still a bit clunky (eg you can’t add shortcuts straight to the sidebar or move items on it up and down) but you may be able to find a quick way of doing the things you need most. To see a summary of shortcut keys whilst in teams, just press CTRL-. (ie CTRL and full stop/period ‘.’).

Tip o’ the Week 466 – Mobile Teams Tips

Posted on February 15, 2019 by ewand

Teams is more than just a replacement for Skype for Business on your PC, it’s also a consummate mobile app that functionally eclipses its predecessor in many ways, and even its desktop sibling in some. If you haven’t installed the Teams mobile app on your phone, go and get it (and other Office apps) for Googly Devices or Fruity Phones. The remaining Windows Phone users can follow the setup link here, though be prepared for disappointment.

The “Calls” tab on the mobile version on the app is more usable in some senses than Calls on the PC version of Teams is, since it exposes phone numbers more easily. On the desktop Teams app, if you want to use the service to call an existing contact via the POTS, the actual phone number you use can at times be somewhat obscured.

On the PC app, for example, if you look at History, you’ll often seen a list of people but it’s not clear which number they called from (or you called them on), and you’ll need to use the Contacts list within Calls to be able to direct a new call to a specific number.

In the Teams mobile app, if you look at the Calls tab, under History, tap on a line and then the card to the right side of the list of icons, you’ll get a contact card and the ability to respond back – using Teams – to any one of the listed phone numbers.

Under Settings, you also get a bit more direct control over do not disturb functionality with quiet hours and days.

Finally, one of the great new functions in Teams mobile is the building-in of Org Chart functions, so you can browse the global address list hierarchy while on the move (assuming such info is populated in the directory).

Just search for a contact’s name, and their organisational tree is only a tap away.

For more tips on using Teams Mobile, see here.

Tip o’ the Week 450 – blur: team life?

Posted on October 4, 2018 by ewand

Teams is coming – it’s going to Skype for Business Online – which we know – though the Skype for Business server will still be there for on-prem use. Teams works arguably better in a purely online scenario, since Skype for Business has its roots in a different era, where infrastructure was nearby and closely managed,

The Lync / OCS / LCS application family has been with us for a while now, and Skype for Business is largely a 2015-era re-branding and update of Lync, which itself dates back to 2010.

Back in the OCS days, it was assumed you had a server on-premises (style note – the opposite of “in the cloud” is “on-premises”, ie in or on the premises you have, possibly abbreviated to “on-prem”. It is definitely not, ever, “on-premise”. If you are on-premise, that means you’re in agreement with a point of view, not that you still run your own datacent(re|er)…), not an assumption that you’d make today, with flexible working and Wi-Fi everywhere.

Anyway, as well as having on-prem kit that’s quite possibly connected to a physical phone system, Lync/S4B largely assumed your client (wired to a LAN) connected to a local server. That communicated to other clients and servers in the same environment (mostly) and, maybe via a gateway, to the outside world for the POTS. How cool it was to click a link in the communicator client, and next thing your desk phone was calling that number!

Computers!

As Teams imminently starts to replace Skype for Office 365 customers, we’re seeing lots of best practice guides and other resources for successful adoption. Further Teams ToWs will follow as well – in fact, if you have one you’d like to share, please write it up and send it over.

This week’s tip focuses – or rather doesn’t – on a very cool trick when using Teams for video calling: the ability to blur your background, so as to remove distractions for other parties in the call. There’s a great short video ad illustrating the feature, here. See it in action here.

Blur background was made generally available to coincide with Ignite – as were a bunch of other updates.

Tip o’ the Week 440 – Break out the whiteboard

Posted on July 23, 2018 (Updated July 4, 2024) by ewand

Teachers of any tenure will probably have used a blackboard, with the dusty chalk and the other paraphernalia that goes with it, and be thankful that whiteboards came along to make things easier. Many companies will have whiteboards in meeting rooms too, and most will have the good sense to never allow permanent marker pens within 100 yards of the whiteboard, and to throw away whiteboard markers when they stop working well, rather than put them back and pick up another one…

As we move to a more digital future, the days of the whiteboard – like the flipchart before it – are giving way to electronic smart boards, first seen as a projector/camera arrangement over a relatively normal whiteboard, but now more integrated with screens and multi-touch sensors in front. Much like the Microsoft Surface Hub, in fact.

The Surface Hub 2 will be with us in 2019, and looks like a great step forward while mimicking some of the flipchart form factors of old. Just make sure no clown goes near it with a flipchart pen…

Before the gorgeous-looking SH2 appears, there is some news for 1:few collaborators who like to use a smart board, especially if they’re not in the same room – the general availability of the Microsoft Whiteboard store app.

Get it here. Oh, and Teams has a free version too, now… Go forth and collaborate!

Tip o’ the Week 416 – Teams Slash At Apps

Posted on February 8, 2018 by ewand

There’s a perennial tension amongst productivity evangelists, about how best to do it – from which methodology to use, to which tools to fulfil their hopes & dreams. Similar behaviour occurs amongst communications czars – don’t send attachments, put them in SharePoint!; email is the devil, we should use Yammer!; this time, it’s about the world of team-based collaboration platforms, pioneered by the likes of Slack/Fleep/Flock/Zoho and inhabited by the Microsoft Teams product set too. Some companies barely use email, instead turning to persistent chat offered by these kinds of apps.

Teams is part of Office 365 (well, for business users – it’s hard to think of a scenario where you’d need Teams for home use…), and in time will subsume the Skype for Business capabilities that O365 users access today. Some businesses will still have an on-premises Skype for Business installation, which means that product isn’t going away entirely, at least not for a good few years.

There have been a bunch of updates to Teams in recent days, signalling the largest update to the Teams software so far. See more on what’s new here.

If you press / or @ in the command line at the top of the Teams site or app, you’ll see a list of commands you can use – like /whatsnew, to see a change log of recent releases.

Using apps (installed from an app store within the Teams UI – just type @ in the command line to see the list) lets you quickly embed content from another source, into the conversation stream within your Team channel. There are already over 120 apps available, from all kinds of third party publishers – it’s worth browsing the different categories within the store, rather than just the top picks you’re initially presented with.

Instead of taking a screenshot or just pasting a URL to a story/place/whatever… you can embed a hot-linked summary of the real content and make it easy for people to jump to it.