Teams and Channels - Cloud Services & IT Solutions



center4101922Q&A SummaryApril 202000Q&A SummaryApril 20208485633028493Teams End user Quickstart00Teams End user Quickstart Contents TOC \o "1-3" \h \z \u Teams and Channels PAGEREF _Toc39753239 \h 2Q: Can you add someone from outside your organisation into a Team? PAGEREF _Toc39753240 \h 2Q: Is there a quick way to create a Team if you already have an email distribution list? PAGEREF _Toc39753241 \h 2Q: Can you change a Public or Private Team to Org-wide? PAGEREF _Toc39753242 \h 2Q: Can you delete or hide obsolete channels you have created? PAGEREF _Toc39753243 \h 2Q: How do I stop notifications or change what I get notifications for? PAGEREF _Toc39753244 \h 2Q: Can a chat or recording be deleted from a channel? PAGEREF _Toc39753245 \h 2Q: What’s the difference in functionality between Chat and Teams? PAGEREF _Toc39753246 \h 3Q: Can I have multiple Teams and Channels open at once? PAGEREF _Toc39753247 \h 3SharePoint and using apps PAGEREF _Toc39753248 \h 3Q: If you edit a document through Teams, will it be changed in SharePoint too? PAGEREF _Toc39753249 \h 3Q: How do you save back to source once a document has been amended in Teams? PAGEREF _Toc39753250 \h 3Q: Can you sync external apps in Teams? PAGEREF _Toc39753251 \h 3Calls and Meetings PAGEREF _Toc39753252 \h 3Q: What is the maximum number of attendees Teams can accommodate? PAGEREF _Toc39753253 \h 3Q: Can you invite external people into a call or meeting without inviting them into a Team? PAGEREF _Toc39753254 \h 3Q: When you have a call with an external person, once you’ve hung up are they gone or can they still access the system? PAGEREF _Toc39753255 \h 3Q: Are you able to see more than just four people when video calling? PAGEREF _Toc39753256 \h 4Q: How do you blur your background on a video call? PAGEREF _Toc39753257 \h 4Q: Is it possible to run a live event for users who don’t have Office 365? PAGEREF _Toc39753258 \h 4Q: In a call, can you interact with a shared screen, or view only? PAGEREF _Toc39753259 \h 4Q: This meeting is hosted with Eventbrite, but do you have use a host or can you invite people directly into Teams? PAGEREF _Toc39753260 \h 4Q: Can I arrange a meeting on someone else’s behalf? PAGEREF _Toc39753261 \h 4Q: If you have enabled captions on your meeting, are they recorded? PAGEREF _Toc39753262 \h 4Best Practice and General PAGEREF _Toc39753263 \h 4Q: Where can we see the Teams roadmap? PAGEREF _Toc39753264 \h 4Q: What web browsers are compatible with Teams? PAGEREF _Toc39753265 \h 5Q: Can you use Teams through an RDS environment? PAGEREF _Toc39753266 \h 5Q: With conversations in both chat groups and channels, it can be easy to have conversation split across different threads and areas which can be confusing. Any tips for best practice? PAGEREF _Toc39753267 \h 5Q. How does Teams compare to Zoom? I've heard zoom has security issues. PAGEREF _Toc39753268 \h 5Q. What is best practice for a group of people who are volunteers, for example a Board of Trustees? We don't work with them day to day, but we do need to communicate with them fairly regularly. They'll also share confidential information with each other, that other members of the organisation shouldn't see. PAGEREF _Toc39753269 \h 5Teams and ChannelsQ: Can you add someone from outside your organisation into a Team?A: Yes. You can add them using their email address, the same way as you add somebody from inside your organisation.Q: Is there a quick way to create a Team if you already have an email distribution list?A: No. Currently you are unable to create a Team based off a distribution list. If the distribution list is your entire organisation, you can create an ‘Org-wide’ team meaning everyone in your organisation will join by default.Q: Can you change a Public or Private Team to Org-wide?A: Yes. Channel owners can convert an existing Public or Private Team by clicking the three dots next to the Team name and selecting ‘Edit Team’. Here you can change your Public or Private Team to Org-wide, and vice versa.Q: Can you delete or hide obsolete channels you have created?A: Yes. You can click the three dots next to the Team or Channel and select ‘Hide’. The same process will unhide a Team or Channel. Team and Channel owners can delete channels, but we wouldn’t advise doing this.Q: How do I stop notifications or change what I get notifications for?A: You can change notifications for a specific channel by clicking the three dots, then ‘Channel Notifications’. You can change the notifications you receive across all Teams by clicking your picture in the top right, ‘Settings’ and then ‘Notifications’. Here you can select what you get notified about, and how you get notified.Q: Can a chat or recording be deleted from a channel?A: Yes – individuals can delete their own chats and posts, and Team owners can delete chats and posts by anyone in the Team.Q: What’s the difference in functionality between Chat and Teams?A: The functionality is pretty much the same – you can chat, add files, use apps etc in both. The biggest difference is their usage. If you’re trying to reach one or two people or want to chat informally, then Chat is best. For most other things, a Team would be best.Q: Can I have multiple Teams and Channels open at once?A: Not currently, but this is on the roadmap and will be coming soon.SharePoint and using appsQ: If you edit a document through Teams, will it be changed in SharePoint too?A: Yes. Only one document exists, you’ll just be seeing it through a different pane. So, when you’re accessing a document through Teams, you’re really accessing the SharePoint file.Q: How do you save back to source once a document has been amended in Teams?A: This depends where the source is. If you already have SharePoint document libraries setup then you may want to simply ‘Pin’ a tab at the top of your channel that points to the existing library. However best practice is to get these files within Teams (they are still stored in SharePoint under a Site matching the Team name) as this will maximise the productivity of your users. Also then Teams handles all of the user permissions.Q: Can you sync external apps in Teams?A: Yes – there are loads of external apps that you can use within Microsoft Teams, and the list is growing all the time.Q: What are bots?A: Bots are external apps that you can use within the Microsoft Teams hub; they appear on the activity bar on the left-hand side. It allows you to use an app more generally, rather than it being specific to a Team, Channel, or Chat.Calls and MeetingsQ: What is the maximum number of attendees Teams can accommodate?A: 250 for a Teams meeting, and 10,000 for Live events.Q: Can you invite external people into a call or meeting without inviting them into a Team?A: Yes. Only the person that initiates a call or meeting needs Teams, and anyone with an up to date web browser can join. If you want to be able to have people dialling into a conference bridge from a normal phone you will need the "Audioconferencing" add-on.Q: When you have a call with an external person, once you’ve hung up are they gone or can they still access the system?A: Yes they are gone, so they can’t see anything on the system. If you wanted to share the meeting with them, you are able to record any meeting with three or more users, then share the recording.Q: Are you able to see more than just four people when video calling?A: Not at the moment. This is in the roadmap and will be coming soon.Q: How do you blur your background on a video call?A: Hover over your screen until you see the action bar. Select the three dots in the middle, then ‘Blur my background’.Q: Is it possible to run a live event for users who don’t have Office 365?A: Yes. They just need a web browser and an email address.Q: In a call, can you interact with a shared screen, or view only?A: Yes. The user sharing the screen can give control to users viewing the screen.Q: This meeting is hosted with Eventbrite, but do you have use a host or can you invite people directly into Teams?A: For this webinar, we have used Eventbrite as a ticket managing system because we market to a wide audience. You can, however, simply invite users (internal and external) to your meeting, without using Eventbrite. We don’t – for example – use Eventbrite to organise meetings with our clients, we would just arrange a meeting as normal.Q: Can I arrange a meeting on someone else’s behalf?A: Yes - you can host a meeting with the person you’re arranging it on behalf of, and as long as someone from your organisation attends, you’re not needed. Another way would be to arrange a meeting on their behalf through Outlook (if you have permission), and select the option to make it a Teams meeting.Q: If you have enabled captions on your meeting, are they recorded?A: At the moment you cannot download them separately as a file, but if you record the meeting, the transcription is always available alongside the recording itself – as shown below.Best Practice and GeneralQ: Where can we see the Teams roadmap?A: The roadmap is published by Microsoft here - : What web browsers are compatible with Teams?A: In short, Edge and Chrome, but you can find a full list here: : Can you use Teams through an RDS environment?A: Yes you can but there are limitations and considerations that you need to take into account. There is a useful overview here from CITRIX - .Q: With conversations in both chat groups and channels, it can be easy to have conversation split across different threads and areas which can be confusing. Any tips for best practice?A: Best practice is if you want to share information with a group of people that is relevant to them and potentially the wider business then pop it in a Team. Chats are better places for interactive conversations with 1:1 or 1: a few where you are looking for quick response. So use Teams as you would Email/SharePoint and use Chats where you would have used Skype for Business.Q. How does Teams compare to Zoom? I've heard zoom has security issues.A: Certainly Zoom has had some bad publicity around issues with security. We are not experts in Zoom, but our understanding is that whilst many of these have been resolved, there are still concerns. Zoom probably has a bit more functionality for video than Teams, as this is what it is built for. But as a single integrated product that combines File Collaboration, Chat, Calls, Online Meetings, Video, having the ability to share all this without the end user needing Teams, and it all being secured with a Single Sign-On identity, Teams is certainly compelling.Q. What is best practice for a group of people who are volunteers, for example a Board of Trustees? We don't work with them day to day, but we do need to communicate with them fairly regularly. They'll also share confidential information with each other, that other members of the organisation shouldn't see.A: If they don't have an organisational email address, then they'll have to be external guests because they don't exist inside your organisation in terms of Teams. You could set up a Team for your external trustees, but you'll need to have an administrator from inside your organisation in that Team. Another option, would be to give one or all of the trustees internal email addresses, then they can be in your organisation and have a Team of their own. ................
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