Teams - How to Deploy

Our Teams specialist will walk through the implementation and roll out of Microsoft Teams project for your company.

In this Webinar You Will Learn How To:

  • Teams and Channels Structure
  • User adoption and management
  • Policies and Procedures
  • Security and Backups
  • Implementation Plan
  • Training Plan for your staff
  • Questions and Answers

See all your files 

  • Overview of files storage in Microsoft Teams
  • See recent files, files from across teams, and downloads
  • Access OneDrive
  • Connect to another cloud storage location (if requested)

Customize and extend 

  • Pin additional apps or unpin unused apps
  • Preview to extending Teams experience (covered in advanced Teams courses)


Teams 201

The future of calling is where calling meets collaboration—bringing together different communication modalities to support the way you work.

Incorporate calling into the flow of work

  • Seamlessly transfer calls between devices: Teams Phone now offers the ability for you to transfer a call from your computer to a mobile device or vice versa, without interrupting the call.
  • Spam call identification: Teams Phone uses advanced industry techniques to identify likely spam calls, allowing users to avoid unnecessary interruptions to your day by spam calls.
  • Apple CarPlay support: Apple CarPlay support for Teams enables users to join calls and meetings using your vehicle’s built-in controls or hands-free using Siri.
  • “Better together” device experience: The new “better together” experience means that Teams devices now complement each other, allowing users to answer a call, mute or unmute, and end the call on either the device or the Teams client.
  • Walkie-talkie for desk phones: Connect quickly with colleagues with a push-to-talk function available on desk phones.

Connect existing telephony with Microsoft Teams

  • Operator Connect: Operator Connect, enables our customers to simply connect your operator-based public switched telephone network (PSTN) service into Teams with a managed experience, now extending the ability to enable PSTN calling in Teams to three great options.
  • Microsoft Teams Calling Plans expansion: Microsoft Teams Calling Plans offer a simple way to deploy calling in Teams without on-premises equipment, available in 33 markets.
  • Bring your own contact center (certification): Teams Phone integrates with your existing contact center solution, and the connected contact center program provides a new level of validation from rigorous third-party testing to ensure seamless and reliable integration. There are now 8 certified contact center solutions, including NICE InContact, Genesys, and Five9, with an additional 12 in the process of certifying.

These are just a few examples of the innovation from this past year. As your communications needs continue to evolve, we’ll be investing and expanding our capabilities to help you modernize your organization.

Join a Teams meeting

  • Explore how teams can be used to prepare for a meeting, run a meeting, and follow-up on meeting objectives
  • Join a meeting from a hyperlink, meeting chat, dial-in, calendar, or a channel
  • Navigate the pre-meeting screen and selecting the right devices
  • Explore main actions in a Teams meeting
    • Share video, audio, and content
    • Show and chat with participants and raise hand
    • Explore meeting views
  • Mobile capabilities

Calendar and meetings

  • Overview of the relationship between Outlook and Teams calendar
  • Book an online meeting
    • Create in Teams or Outlook
    • Difference between meeting and channel meeting
    • Scheduling assistant
    • Invite people outside the organization, including those who don’t have a Teams license
  • Change calendar view
  • RSVP, chat with participants and join
  • Meeting details

Remote meetings that are as effective as being in-person

  • PowerPoint Live in Microsoft Teams: Entirely new PowerPoint presenting experience exclusive to Microsoft Teams that benefits both presenters and attendees. As a presenter, you can lead meetings while having access to your speaker notes, slides, meeting chat, and participants. As attendees, you can view slides at your own pace and use Slide Translate to see the slides in your own language.
  • Presenter mode: Presenter mode is a great companion to PowerPoint Live in Teams that makes your presentation engaging by giving you options on how your video feed and content appear to the audience during a meeting. Our first mode, Standout, shows your video feed as a silhouette in front of the shared content. Reporter places content as a visual aid above your shoulder just like a news story. Side-by-side displays your video feed next to your content.
  • Cameo: A new PowerPoint experience that seamlessly integrates your Teams camera feed while designing your presentation, letting you customize how and where you want to appear on your slides, and get layout recommendations from designer as you start developing your content for maximum impact.
  • Speaker coach: Uses AI to privately share guidance on your pace, notify you if you are interrupting someone, and remind you to check in with your audience.
  • Dynamic view: Intelligently arranges the elements of your meeting for an optimal viewing experience. As people join, turn on video, start to speak, or begin to present in a meeting, Teams auto-adjusts and personalizes your layout.
  • Lighting corrections: Helps you show up well in video-on meetings even in low-light environments.
  • New Whiteboard experiences: The visual collaboration workspace in Microsoft 365, designed for hybrid work. The new Whiteboard helps you collaborate in real-time across a range of devices with 40 plus new customizable templates, ability to insert images and shapes, reactions stickers, and collaboration cursors that shows what others are doing on the Whiteboard. Also, our improved mouse inking makes it easier for those with a mouse or trackpad to also visually communicate and bring ideas to life.


Teams 101

Microsoft Teams is a group collaboration software that can be used to help teams work together remotely. You can find chat, video calls, and other collaboration tools within the app.  Microsoft Teams integrates all the people, content, and tools your team needs to be more engaged and effective.

Microsoft Teams key advantage over competitors is its deep integration with Office 365. It natively integrates with Word, PowerPoint, and Microsoft 365.  For businesses already subscribed to Microsoft 365 Business, Teams is a free add-on, instead of a separate bill.

The success of Microsoft Teams just keeps on growing as more and more users around the world sign up to the platform.  The video conferencing service now boasts over 270 million monthly active users (MAUs) according to the latest figures released by Microsoft.

Lets get started – todays Teams 101 Agenda:

  • Teams Configuration
    • Foundations – Core Components
    • Teams Administration settings
    • Governance, management, and Lifecycle
    • Security and Compliance
  • Teams Rooms
    • Webinars
    • Live Events
    • Recording
    • Video Editing
    • Teams Networking
    • Camera Positioning
    • Choosing the right device for the right space
    • Deploying Teams Rooms
    • Configuring Teams Rooms (part 1)
    • Configuring Teams Rooms (part 2)
    • Tips, Tricks and Troubleshooting
    • One-Touch Join
  • Hands on Training
    • Configuring and deploying Microsoft teams
    • Identify, Access Management and Threat Production
    • Managing compliance in Teams
    • Teams Advisor
    • Streamlining teams
    • Managing Teams and Guest Access
    • Configure Teams phone system
    • Configure direct routing
    • Configure governance


Everything New in Microsoft Teams 2022 Update_cover

Everything New in Microsoft Teams | 2022 Update

Recently Microsoft has rolled out new features for their hottest product Microsoft Teams. Within the last two years, during the age of Covid, Businesses have been forced to shift their meetings into the virtual realm. In doing so, Microsoft has been committed to adding new features into Microsoft Teams in order to make the entire process more user-friendly.

Teams meeting recordings

Recording meetings in Teams allows you to review what you may have missed and helps others who could not attend catch up on their own time. Over the past year, we’ve shifted to saving new Teams meeting recordings to OneDrive and SharePoint to provide better control and sharing options. We’ve also added a number of improvements including:

  • Multi-speed playback – Now you can watch recordings at slower and faster speeds (0.5x up to 2x)
  • High-quality transcripts – Transcripts now have speaker attribution for meetings that have Teams Live Transcription turned on
  • Indexed recordings – Recorded meetings are indexed into easier-to-consume segments based on slide transitions
  • Auto-recording – Meeting owners can set meetings to automatically start recording
  • Auto-expiration – Coming soon, admins will be able to set a default number of days after which newly created Teams meeting recordings will be sent to the recycle bin.

Order of raised hands

Ensure that all voices are heard and people feel seen just as in person by seeing the order of raised hands in a meeting. Simply click on the Participants panel to see who raised their hand and in what order. Now you know the order of who to call on first to speak so that no participant is missed.

Everything New in Microsoft Teams 2022 Update_1

Breakout room managers’ support

Meeting organizers can now give presenters permissions to manage breakout rooms. By taking control from the breakout rooms management panel, appointed presenters will be able to perform breakout room operations as managers or meeting organizers and join rooms as a breakout room manager. Only participants who given the presenters permissions can be appointed as breakout room managers.

Everything New in Microsoft Teams 2022 Update_2

Hot Desking on Teams display

Hot desking on Microsoft Teams display gives your employees the ability to find and reserve workspaces to get in touch, make calls, set up ad-hoc meetings, or sign in to access their personalized Teams experience. With hot desking, employees can reserve a workspace in advance through Teams and Microsoft Outlook though their cell phone or tablet, or straight from their computer if they’re already in the office.

Want to learn more about Microsoft Teams new features?

Join our exclusive webinar on March 28, Microsoft and Workplace better together in the Cloud, where we will showcase the new features of Microsoft Teams along with the other hottest Microsoft technologies in 2022.


Four reasons to choose Microsoft Teams over Zoom

As we move from the “remote everything” era into a hybrid model, the future of work is being shaped before our eyes. The question is how to choose the best collaboration tool for your business? While the answer seems obvious to us, you probably need some convincing if you’re reading this blog, which is why we outlined four reasons to choose Microsoft Teams over Zoom.

Four reasons to choose Microsoft Teams over Zoom

As part of Microsoft 365, Teams can help you….

1. Meet, chat, call, and collaborate

Microsoft Teams:

  • Help employees stay focused with a single platform integrating meetings, calls, chats, calendars, email, and familiar Office apps.
  • Coauthor files with ease and real-time to get more work done since Teams is part of Office 365.
  • Conduct interactive webinars and live events without extra licensing fees.
  • Collaborate on the move with meetings, chat, coauthoring and more in a single rich mobile experience.

 

Zoom: 

  • Zoom was built as a meeting tool first and may promote a "meetings first" mindset, which can get in the way of real collaboration.
  • Zoom lacks the same calibre of native tools for collaboration and productivity.
  • Zoom may mean extra addon licenses and cost to host live events.
  • Zoom may mean user experience and productivity are impacted as employees toggle between meetings and collaboration tools on their mobile

2. Maximize value and minimize costs from your investments

 

Microsoft Teams:

  • Minimize management complexity for your IT team with one seamless, comprehensive solution.
  • Help lower TCO by reducing subscription fees.

 

Zoom: 

  • Zoom may need to be supplemented with third-party apps, increasing IT complexity and time to manage.
  • Zoom may mean increased costs from multiple third-party subscription fees to replicate the same functionality available in Teams.

3. Simplify everyday work and complex processes on a single platform

 

Microsoft Teams:

  • Manage tasks more seamlessly by turning messages into actionable tasks, so employees go from meeting together to moving forward.
  • Automate monotonous tasks and improve workflows with customizable tools that don't require special coding skills.
  • Directly connect to hundreds of third-party workplace apps to use before, during, and after meetings without leaving Teams.

 

Zoom: 

  • Zoom can lead to fragmented experiences for users due to the inability to add apps or automated workflows to chat messages.
  • Zoom may mean a lack of automation options, instead of requiring enterprise-level developers to implement
  • Zoom may mean users have to stay in meetings for co-authoring and collaboration integrations to work.

4. Collaborate with confidence knowing privacy, security, and compliance are not an afterthought

 

Microsoft Teams:

  • Protect people, data and conversations with advanced security and controls that guard against data leaks and protect users from malicious links.
  • Meet compliance need efficiently with built-in controls to govern data and set policies.
  • Set risk-based policies for access specific to user context, device health, location, and more to control who has access to what.

 

Zoom: 

  • Zoom may need third-party security addons, which could mean more points of vulnerability, increased costs and greater complexity to manage.
  • Zoom may mean compliance is time-consuming and expensive without built-in features to collect, retain, and organize hours of communications.
  • Zoom has fewer built-in preventative, proactive risk policies features, meaning users and data could be at risk.

Empowering the Future of Work 

Microsoft Teams is designed for everyone to transform the way people work and interact with each other with collaboration firmly in mind. Teams is an integrated workplace solution that fuels organic interactions, fosters a culture of collaboration, and enhances productivity. The real benefit is how businesses can leverage ready-made apps, take advantage of low code tools, and develop custom solutions. 

Microsoft Teams

Learn More

We hope our four reasons to choose Microsoft Teams over Zoom helped you convince Microsoft Teams is the right tool for your business. If you want to learn more about Microsoft Teams, join our upcoming Bootcamp on September 21.

Microsoft Teams Training Bootcamp - September 21 - Webinar

Microsoft Teams Training Bootcamp

5 Ways to Get the Most Out of Microsoft Teams

As digital teamwork becomes increasingly important to your business, you’re probably wondering how to get the most from the tools you have in place—particularly Microsoft Teams. In this blog, we’ll cover proven strategies for using Microsoft Teams not simply as a tool for digital meetings and file sharing but to transform the way your business works. VOX ISM is also organizing Microsoft Teams Training Bootcamp on June 17, 2021, to get you up and running with Microsoft Teams.

With adequate planning, a phased approach, and the effective use of built-in project management, partner applications, workflow, and process automation tools, you can ramp up Microsoft Teams usage to achieve new levels of collaboration and productivity.

Microsoft Teams Training Bootcamp VOX ISM

1. Plan your Teams adoption inside a Teams workspace

You can start by using Teams to plan the adoption process itself. This gives you valuable experience using the platform and makes you the expert other employees can call for advice. 

  • Appoint Teams champions: Create a team to track adoption: Use Teams tools to track the progress of the adoption plan: Choose one or two people to be accountable for driving adoption across the business, preferably with a mix of IT and business knowledge.
  • Create a team to track adoption: Bring together leaders who can promote Microsoft Teams usage and ensure progress is being made.
  • Use Teams tools to track the progress of the adoption plan: Track activities using Tasks (previously Planner): If you’re using Microsoft Teams, organize your work by adding one or more Tasks tabs to your team channel. You can then work on your plan from within Teams or in Tasks for web, remove or delete your plan, and get notified in Teams when a task is assigned to you in Tasks.
  • Review adoption analytics in Power BI: With Power BI, you can use Microsoft 365 usage analytics inside a Teams tab to gain insights on how your organization is adopting Teams to communicate and collaborate. You can visualize and analyze usage data, create custom reports, and share the insights within your organization.
  • Communicate within Teams: Schedule a recurring stand-up in Teams: Use Teams to share data, chat, and meet with the adoption group.
  • Schedule a recurring stand-up in Teams: Make it a habit to have short daily meetings reviewing progress. 

2. Deliver chat and meeting capabilities

As the Teams adoption project moves forward, do not wait to enable basic Teams functionality for everyone in your organization.

  • Turn on Teams for everyone: As an administrator for your organization, you can assign user licenses to control individual access to Teams.
  • Separate chat and meeting deployment from longer-term activities: As an administrator for your organization, you can assign user licenses to control individual access to Teams. You may be undertaking more complex tasks such as migrating PBX functionality or adding Teams calling to meeting rooms, but you can provide employees with Teams on their personal devices immediately.
  • Use adoption assets: Get everyone on board using ready-to-use Teams adoption assets from Microsoft.

Encourage everyone to download the mobile and desktop apps: Teams can be installed on PCs, Macs, and mobile devices. Get the apps. Teams also provide a high-quality experience on popular web browsers.

3. Run a project in Teams

While people are getting used to using Teams for everyday chat and meetings, the adoption-working group should choose a pilot department to work with. 

During the pilot project, you can:

  • Demo Microsoft 365 apps in Teams, including Word, Excel, Tasks, and more. 
  • Help the group identify common projects, workloads, and audiences for Teams. 
  • Guide them in setting up a workspace. 
  • Evaluate the workspace after a few weeks and adjust. 
  • Replicate these successes with other teams and use a template embodying best practices for your organization.

Mike Fontaine will cover this topic at our Microsoft Teams Training Bootcamp on June 17 event. Make sure you register for this event to learn more about projects in Teams. 

Run a project in Teams: Template for Sales

Teams can help sales quickly build proposals with input from different stakeholders, while making it easier to manage longer-term projects and programs, such as planning, training, and sales-readiness. Collaboration, reporting, and knowledge sharing can happen in one place, helping sales professionals everywhere work together to meet sales objectives.

  1. Create the team: Create a new team for your entire sales organization or a team for each sales segment.
  2. Add Channels: Add channels, such as Sales Planning, Sales Readiness, RFPs/Proposals, Wins, and Best Practices, as well as a channel for common topics.
  3. Add apps via tabs: Add apps that help with sales projects. For example, check sales metrics in Power BI, manage RPF templates in Word, track future fiscal plans with Trello, connect to CRM applications such as Dynamics 365, and celebrate success with Kudos.
  4. Meet regularly: Schedule recurring team meetings, such as a monthly business review.
  5. Share documents: Upload team documents to relevant channels, for example, sales playbooks and guides in the Sales Readiness channel and RFP documents in the RFP/Proposals channel.
  6. Connect to information: Set up connectors, such as an RSS feed for customer updates.

4. Streamline a process

The next level of Team usage is to streamline and simplify business processes. As with running projects, the best way to get started is to choose a specific group or department with a process that could use help. The basic sequence looks something like this:

  1. Choose your group or department to work with. 
  2. Demonstrate a process template to streamline the workflow. 
  3. Demonstrate Office 365 apps in Teams.
  4. Help the group set up a workspace. 
  5. Create a routine for process improvements. 
  6. Evaluate after a few weeks and adjust workspace and process based on learnings.

5. Automate repeated workflows

Teams include built-in automation functionality provided by Power Automate, part of the Power Platform. As with other phases of Teams adoption, the Teams working group should choose a specific business functional area to focus on for its first automation.

Power Platform provides templates for a wide range of business needs, including new-hire onboarding, incident management, contract lifecycle management, and sales. Using Power Automate, you can simplify repeated tasks in processes like these and many more. Once the solution has been proven in one business area, it becomes easier to expand further.

Resolve incidents within a Teams workspace

Employees who provide support are often burdened with repetitive, manual steps—a perfect opportunity to create efficiency through automation. First, create a channel or team for managing the incident lifecycle, then add automation to save time and stay focused.

Manage a contract lifecycle

Typically, contracts must be shared, reviewed, and approved multiple times across various people inside an organization. Use a team workspace to manage the lifecycle of critical documents in your organization, then add automation to save time and stay focused.

Start creating your Teams center of excellence with Microsoft Teams Training Bootcamp

Join us for Microsoft Teams Training Bootcamp with Mike Fontaine on June 17 from 1:30 PM – 3:00 PM (ET).

This Bootcamp a free, virtual training class designed to get you up and running with Microsoft Teams.

From chatting and meetings to using teams and channels, this Bootcamp will provide the foundation to use Microsoft Teams with confidence. 

Microsoft Teams Training Bootcamp

Microsoft Teams Meeting Dynamic View

What's New in Microsoft Teams | Meetings

2020 was the year work, and learning moved to the cloud. And it’s clear that flexible work is here to stay: According to research conducted for Microsoft’s Work Trend Index, over 80 percent of managers say they expect more flexible work from home policies post-pandemic, and more than 70 percent of employees say they expect to take advantage of them. So we can anticipate some pretty significant changes in the weeks and months to come.

To thrive in this new hybrid world, Canadian businesses need fluid, dynamic, and cloud-powered solutions.

In this blog, we will cover new features coming to Microsoft Teams Meetings. 

Dynamic view

Dynamic view intelligently arranges the elements of your meeting for an optimal viewing experience. As people join, turn on the video, start to speak, or present in a meeting, Teams auto-adjusts and personalizes your layout. The dynamic view is rolling out soon.

Microsoft Teams Meeting Dynamic View

View switcher

The new view switcher in your Teams meeting’s top bar allows you to control how you see the meeting content. You may prefer to interact naturally with your colleagues and without visual distractions using Together mode. With Gallery at the top, all video feeds display at the top of your meeting window, making it easier to have a more natural eye gaze with others. Focus hides all video feeds and fully focuses on the shared content, and Fullscreen can help remove other desktop distractions. View switcher will be available soon.

Microsoft Teams Meeting View Switcher

Presenter mode

Use Presenter mode to step up your presentations’ production level and customize how your video feed and content appear to your audience. Our first mode, Standout, show your video feed as a silhouette in front of the shared content. The reporter places content as a visual aid above your shoulder, just like a news story. Side-by-side display your video feed next to your content. Presenter mode will be available soon.

Microsoft Teams Meeting Presenter Mode

PowerPoint Live in Microsoft Teams

PowerPoint Live in Teams gives presenters control and confidence while providing a more interactive and inclusive experience to your audience. As a presenter, you can now lead meetings with a single view of your notes, slides, meeting chat, and participants. Attendees can also personalize their experience by navigating the content at their own pace or using the screen reader to consume content, allowing people with vision disabilities to follow along with the presentation more easily. PowerPoint Live in Teams is available now. 

Microsoft Teams Meeting PowerPoint Live

Live Reactions in Microsoft Teams meetings

All attendees can now use emojis to react during a meeting. These reactions help promote inclusivity in meetings and keep things upbeat and interactive. Live Reactions in Microsoft Teams meetings is now available.

Microsoft Teams Meeting Live Reactions

Microsoft Teams Training Bootcamp

Join our Microsoft Teams Training Bootcamp on March 30 from 1:30 PM – 3:00 PM (ET) for a unique experience designed to help Canadian organizations connect in a new way and thrive in the face of change.

Microsoft Teams: Training Bootcamp - March 30 - Webinar