Microsoft Teams [Demo Heavy] - Why I Prefer Teams Over Outlook

[@issiewizzie]

Of all the videos I've watched and my back and forth with Microsoft during deployment of teams, Your video is the most compelling reason to adopt teams

[@philippechandru]

I have spent already few weeks watching vdo and reading stuffs on both Team, Sharepoint and One drive and the few VDO have watch from this channel have been the most informative and make me understand how all those products work together. Microsoft should be inspired. Great stuff!!!

[@labibbidabibbadum]

Wow - great demo and extremely generous of you to share your processes and even expose snippets of your internal chats. I have had no idea what Teams was for - you have answered every question I could have in the first 15 minutes!

[@andrefortunatolino]

Thank you for the explanations, helped a lot to understand how Microsoft Teams could improve team performance and productivity with real examples

[@PabloFuz]

Hi Wayne, great video! I am curious: are all employees members of all teams and channels? Or did you go through a process of selection to keep teams and channels smaller? Thanks!

[@Xerillion]

Thanks Pablo! Only those needing access are members of a Team.

[@kc2607]

Very informative and found your video telling how practically to use Teams, instead of just an interface introduction. Thanks for your efforts in making it. I am implementing Teams solution within my team, including customers I can correlate with some of the changes you mentioned. Its a mind shift that people need to understand and come out from the Outlook based mindset of isolation.

[@Xerillion]

Kailash, you are so right! I was just responding to someone in another comment on a video - just like you said, it is a SHIFT IN MINDSET. DO NOT try and take a 1990's Windows Server mindset to Microsoft 365 cloud services...AND...get some FORMAL training...or even better...complete an Office 365 certification! Thanks for the comment :)

[@dermotmckeown4000]

Excellent demo. Does a great job of explaining why it's worth the effort to wean people off e-mail

[@domenmaraz8778]

Really great overview! It helps a lot, really recommend to watch it. Appreciate very much!

[@softwareminimalist]

Good stuff man. I believe adoption of Teams within organization has a chance to revolutionize the world :D

[@mron4161]

Great vid! Really appreciate your hard work on this. I know this is a super late reply, but if you could upload with better quality options in the future that would be great. At 480p, everything is just blurry enough to wish we had a higher resolution. Again though, GREAT vid!!

[@Xerillion]

Thanks Micah! I appreciate the constructive feedback. i agree, the videos from a year ago are rough. I recorded this one using Skype for Business as I couldn't figure out a better way. I think I have it down now though. The videos I posted int he last few months are much sharper with better audio ( that was brutal figuring out). I'm down to making the recording of my display super sharp. It has been amazing that even in 2019, figuring this stuff out isn't easy and has been my #1 challenge as an IT guy that become a video creator. Again, thanks for the feedback :)

[@horaciofigueroa2727]

Hi! Thanks for your video, it has been hard to find a teams “tutorial” with REAL LIFE EXAMPLES and tips. I agree with Micah´s post that resolution was not very good and I would also recommend to show a larger “window” with the contents and a smaller camera of yourself. I helps that you’re part of the video but 99 % of the time we are focused on the contents display. Thanks again!!

[@stockbullfrog]

Hi Wayne, Thanks for a really great video! Could I ask your opinions on backing up of O365 data? What are the best practices that your company have been advising?

[@Xerillion]

Hi Chris, thanks! I probably should make a video about this. I personally have not seen a need for a 3rd party backup. SharePoint had document versioning for your file data allowing users to restore versions of files from different times. You have a recycle bin to recover deleted files. You have a second stage admin only recycle bin as a last change for malicious deletion that gives you 15 days. You also can set a retention policy that retains everything for however long you want to matter what the user does.

[@stockbullfrog]

OK great, look forward to a backup video if you can find the time! Appreciate your quick response. Thanks.

[@richardgriffin9067]

@@Xerillion Hi, great video thanks - I am of the impression that Microsoft are not responsible for your data, so if Microsoft loose all my data i will have to recover it from a backup. I am currently looking at Veeam but interested in your thoughts. Thanks.

[@Xerillion]

@@richardgriffin9067 Hi! Thanks! You don't need a 3rd party backup. You have something much more powerful to protect your data in O365-retention policies. I'll be making a video soon on it. Bottom line is your can setup a retention policy too retain deleted our previous versions of your emails or documents for as long as you wish-3 years, 7 years, forever. You need enterprise edition to have full retention capabilities. Retention is the 'new backup' for modern IT pros.

[@fbifido2]

@25:34 - in chat, if someone is not listed, how to add them?

[@Xerillion]

Under "Manage Team" - there you can add/remove people.

[@KshitijShah89]

This was really helpful in showing me how best to pitch teams to my firm. Thanks!

[@Xerillion]

Great to hear! They are lucky to have you driving this innovation.

[@jimfitch]

Hi Wayne, Thanks for sharing your company's experience & providing guidance & tips. Our very small company is well-along in our pilot use of Teams. We have established 1 Team (for quote projects) to evaluate & learn about Teams & set protocols & habits for its use. One thing that we find very frustrating is the lack of metadata in the Files (document library) function of Teams. We like to establish document libraries with specific metadata (e.g., Customer Name, Quote Project ID, Customer RFQ #, due date, etc.) to facilitate status monitoring, retrieval, & research. We have not been able to do this in the Teams' File tab. Are we missing something here? Have you found a way to do that (if you've tried)? Any suggestions? Thanks.

[@Xerillion]

Interesting question. That metadata need, for us, hasn't come up. Still, the back-end of Teams are Office 365 groups, and the document management is done through SharePoint Online document libraries. So, all that aspects of SharePoint document libraries are still there. I don't have any experience digging deeper into it though - beyond I noticed that when I'm in SharePoint Online, I have been able to access Teams files through that interface and I thought...hmm...interesting....

[@jimfitch]

We see the same thing. We can set-up metadata in SPO, but they are not visible in Teams, which means we have to leave Teams to work with files in SPO, then return to Teams for collaboration. Hoping to establish a more seamless experience.

[@stevehoward9076]

@@jimfitch After adding the metadata columns to the library and setting up a view that shows it the way you want, I believe you can add a tab in the Teams channel to view that view's web address. This enables users to work on the files and metadata from within the Teams UI.

[@jimfitch]

@Steve Howard Thanks for your suggestion, Steve. Yes, your solution works. We have done that for the document libraries behind a few Teams/channels. It gets the job done, but it's a work-around, requires extra effort when creating new channels, & consumes precious real estate in Teams tabs. We assume that there will be a future enhancement that allows Team owners to customize the metadata display on the Files tab in Teams (i.e., no need to create a separate tab that opens the desired view). Until then, your solution is the best work-around we’ve identified. Thanks again for your feedback.

[@DToX-777]

Great video!!!!!!!!!!!!!!!!!!!!!! maybe it's time for a refresh / update, Teams has been packed with new features!!!!!! Thanks

[@Xerillion]

Thanks! I did a new Teams video last year which is on here, and am working on a new one again for 2020 which will be out in about 4 weeks.

[@AlexanderStampf]

hi - could you share your slides, maybe.. ? would like to give very similar sessions, with quick demos, within my organisation as well. well done, thanks a lot

[@Xerillion]

Hi Alexander, thanks! I made this 2 years ago and wouldn't have the slides at this point, but they also take a lot of hard work to put together so I wouldn't hand then out. Thanks for the compliment though! My next video will be a very thorough one on Teams and should me out in about 6 weeks.

[@msudlp]

What happens if you need a Subject Matter Expert to give an opinion on a problem but that SNE is not part of your team. How do you reach out to the SME and how does the SME opinion become part of the chat thread?

[@Xerillion]

They need to be part of the team group to have access to the channel.

[@fbifido2]

@@Xerillion and how do you add them ???, then remove them when all is done.

[@chizzyike]

Happy New Year Wayne. How do you prevent the members of the Teams from creating new Teams?

[@Xerillion]

Happy New Year Chizzyike! You can set permissions on who can create new teams, in Teams.

[@chizzyike]

Team members can create new teams by clicking on "Join or create a team" in the bottom left corner. However, they cannot create new channels in the teams created by other owners.

[@rajkumarmcitp]

@@chizzyike Control it via Office 365 Group Creation. If you stop the users in creating Groups.. they won't be able to create Teams

[@chizzyike]

@@rajkumarmcitp Thanks.

[@edpack4390]

@@Xerillion I don't see this option anywhere in the Teams "Admin" panel. The last thing our organization needs is a free-for-all team creation abilities...same with groups. We've already had issues with random O365 group creation and the ensuing communication issues that come with it. Maybe I'm missing something but the only way I've found (just after a brief search...still looking) is the "Manage who can create Office 365 Groups" document...which is IMHO crazy. A simple toggle should be all that is needed...and the setting shouldn't affect any other features in O365. I'm limited to the non-profit licensing models if that makes a difference. If I'm missing something please educate me. :-)

[@chizzyike]

Hi Wayne, I am in healthcare and because of regulations and compliance I have to be able to monitor the private chats in my organization -- just like the administrators/teachers have to do for students in schools. What I have done so far is to prevent private chats in the teams, which has greatly slowed down the adoption of Teams for collaboration. What do you suggest is the best way to handle this issue? Thanks.

[@Xerillion]

Hey Chizzyike - assuming you are using an enterprise version of Microsoft/Office 365 - there is a Supervision sub-portal under the Security and Compliance main portal. I think between then and data loss prevention policies, I think you'd possibly have what you are looking for: docs.microsoft.com/en-us/office365/securitycompliance/configure-supervision-policies?redirectSourcePath=%252fen-us%252farticle%252fd14ae7c3-fcb0-4a03-967b-cbed861bb086

[@chizzyike]

Good morning Wayne, are you using Teams exclusively now for files and documents management or do you use a combination of Sharepoint and Teams? Thanks.

[@Xerillion]

Morning Chizzyike! We are using Teams exclusively now for file sharing. We migrated all the file that matter from SharePoint document libraries to Teams Channel Files and it works really nice.

[@charlesyeomans]

This is really a great find, however with Teams moving so fast, I guess it could be updated a bit, but for any person implementing it this shows what can be achieved

[@Xerillion]

Thanks! There is an update video here on the channel.

[@charlesyeomans]

@@Xerillion mmm Where, what's the link please.

[@mrkrotosuk]

What about compliance? we have an automatic email archiving solution that keeps email for 7 years. How can this be done with Teams? What if a chat is in a Team and that Team gets deleted? MS pushing Teams as an email replacement, but how do we store Team chats for future issues etc...?

[@Xerillion]

What you are talking about is retention policies. I have another video here on the Xerillion channel titled "How to "backup" Office 365 for free." It is a video about retention policies and how they work for email, files - and chats, in Office 365. You don't need your 3rd party archiving solutions as long as you don't have the low-end version of Office 365 (business essentials, business premium, ect.). In our practice we don't use those subscriptions, we only use Microsoft 365 E3 or E5 - those are complete solutions. If you want to take it even further, and you are serious about compliance, then train on the Microsoft 365 Compliance Manager service inside Microsoft 365; it has more compliance management controls than a single admin can even handle.

[@Xerillion]

One more thing-Teams is not a replacement for email overall. You need email to communicate with people OUTSIDE your company, but Teams IS a replacement for email CHATTING you do INSIDE your company, and is a far better collaboration tool -provided both the IT manager and the end users are willing to spend 30 minutes to learn a modern collaboration tool that works very similar to the texting app they use constantly on their phone.

[@dollhorn]

Hi! I guess you are using Autotask. Is there a connector for it?

[@Xerillion]

We are, though I'm not aware of one.

[@kristinaprice4028]

When you say that recorded meetings can be uploaded and transcribed, is that only via Skype? My company uses Zoom.

[@Xerillion]

Going back to May 2018 when I did this, Teams didn't have the auto-record and transcribe feature (I don't believe they have it released in December 2018 yet either - but it is coming), I was probably referring to uploading the file to Microsoft Stream, which you get in Office 365 Enterprise. There, when you upload it, Stream will auto-transcribe the audio for you.

[@kristinaprice4028]

@@Xerillion If we hire you, would we be able to integrate customer manager in teams?

[@Xerillion]

@@kristinaprice4028 Do you use Teams currently?

[@kristinaprice4028]

@@Xerillion We would like to start using Teams and Microsoft Customer Manager right away but want to make sure they can be integrated. If not, that's definitely a miss by Microsoft.

[@Xerillion]

@@kristinaprice4028 I don't know anyone that uses it, but in doing a search like I'm guessing you already did, there isn't any how to articles out there on this. But they being said, Teams isn't a replacement for email, and CRM's are still more suited for email. Email is where most of your communication with your customers will take place. I did see an article about adding a website tab to a change to access OCM, but it isn't a direct integration. Teams is still young, and it is where all the new features are going. Looking at the search articles, it is hard to know how committed MS is to OCM. I see several articles about integrating Dynamics CRM with Teams and I'm sure that is a priority currently.

[@fbifido2]

What if you mostly chat with clients? 90%-with-client & 10%-with-staff-about-clients

[@Xerillion]

I'd add them as guests to a channel just for them.

[@cybermonkeyusa]

While you don’t have 39 emails you have 39 threads that you have to read through. Again I love the concept of Teams and Slack, but I still say until email is dead you’re still just transferring the same work into another vehicle or tool

[@Xerillion]

Hey Scott, on your comment "While you don’t have 39 emails you have 39 threads that you have to read through" - that isn't the case at all in Teams. Those chats that are happen inside your outlook mailbox are disorganized messes, and most of them don't even need your direct attention. And, they are stuck inside individual mailboxes and have to be searched for and forwarded to other team members who weren't on that email chain. Now enter Teams conversations. All those chats are automatically organized, available to all who have access to that team (including people new to the team), and you only need to respond if you were specifically tagged. If you and your team really know how to work inside Teams, you'll never go back to chatting in Outlook - it is ridiculously messy and inefficient.

[@cybermonkeyusa]

@@Xerillion Just had a meeting today with a group that said that Teams is a mess. The issue with Teams and Slack is they are additional digital noise. While email is the spawn of satan, people only have one thing to check. Our organization is made up of ages 20 and up. My freshmen this term would rather use GSuite over O365. They said that Teams is neat, but O365 is slow and clunky. Plus, they said they did not want another thing to check. For those on the operations side, they only use it for short messaging. They do not see it as an advantage at all and that it is more of a distraction. For me, I say that for Teams to thrive, email has to die. I have used Slack, Yammer, Teams, Ryver, and others. In the end, I just find them to be a distraction. The Spark email client to me has possibilities. It is mail with a slight taste of slack. I am a diehard MS convert, but there are some glaring issues. There are too many tools that cause confusion and the system is slow an clunky because it is built on a legacy system called SharePoint. SharePoint and Groups need to die a hard death. They are holding MS bsck. All this to say that things have to change. People want less digital noise in an already busy schedule. It is the truth.

[@WayneChapin]

@@cybermonkeyusa Teams removes noise. I used to use Outlook 100% before Teams. Now I use Outlook about 20%-and just for people outside my company. All internal communication is done in Teams, which is far more efficient. I find your objections interesting though from a sales standpoint-so thanks for sharing those. If a group is against a product from the start though, they will say it sucks no matter what. To each his own.

[@cybermonkeyusa]

@@WayneChapin I would beg to differ. It comes down to the organizations willingness to change or what we talk about, what problem is it solving. I can tell you that my 20 somethings look at the tools with a hardy "Meh". I think they are interesting tools and they require a different way of thinking. I like Yammer over Teams simply because it is easier to work with outside clients. Teams requires acrobatics to work with others outside of your organization. What is really killing this great tool is the Sharepoint underlining.

[@johnryanrobles1257]

Hi,is there any way MS teams reuse existing sharepoint sile in SP Online instead of creating new site collection via o365 group

[@Xerillion]

Yes, for sure. In the Files tab you can add an existing SharePoint document library as a folder. So then you'll have your existing files and new files available together and easy for the users to transition to Teama.

[@heraklesfarnese960]

I like Outlook more, because it has a calendar! Sorry but thats a huge plus for me.

[@Xerillion]

Teams has a calendar.

[@vanshopgirl1128]

MS Teams is an interesting idea but doesn’t deliver in the UX because it’s not keyboard accessible. Navigation requires use of a mouse which is not always possible for users with repetitive strain injuries. You have to memorize lots of commands like a mainframe. The UX is like a mainframe with a mouse!!! Why doesn’t the UI have a ribbon (like all Office Windows clients) which allows a keyboard user to see the keyboards shortcuts that are available?

[@Xerillion]

Hello, thanks for commenting. Not sure I understand what you mean though. I don't use any command line to work in Teams. I do use a mouse the same as any office desktop apps, though I suppose I could use the touchscreen with my Surface pro. I only use touch on Teams mobile which I use heavily, and it works extremely well.

[@ArnStar]

Here are the keyboard shortcuts. You might want to print it out. support.office.com/en-us/article/keyboard-shortcuts-for-microsoft-teams-2e8e2a70-e8d8-4a19-949b-4c36dd5292d2#picktab=windows

[@darrinmclaughlin9237]

22,000 unread e-mails in your inbox? No wonder you need a new system