Master Microsoft 365 - Office for the Web

Previously, you learned to manage files and folders locally, using File Explorer. Now you will learn how to use OneDrive to store files on a remote server. Terms like "cloud" and "cloud computing" are becoming more and more ubiquitous. Have you ever asked yourself what exactly is meant by these terms? You will know in a moment!

Perhaps you have heard of the term “cloud”? In the cloud, data is stored in specially secured areas, in so-called data centers, accessible only via an encrypted Internet connection. But what does this mean for you in concrete terms and what effects does it have on your workflows?

If OneDrive for Business has already been set up for you by your IT department, you can skip this training video. Otherwise you will find the most important information here.

OneDrive or OneDrive for Business are central storage locations. Therefore, there are several ways to store files there.

Files stored on OneDrive for Business are automatically saved. Additionally, a helpful version history is available. Find out how you can use these new features to your advantage.

You can also access your online storage locations using the file explorer. This can be a great time saver for you.

If your files are stored in the cloud, you can access them via a browser. Discover two convenient ways to do just that.

You have set up OneDrive for Business and already know how to synchronize cloud files. Learn more about setup options helping you to control this process even more precisely.

Learn how you can edit files online with applications such as Word, Excel and PowerPoint, and learn more about the differences between them and desktop applications.

You can also create new files in Microsoft 365. Learn more about the different ways to do this and the best practices for managing files.

Compared to the other Office applications, the Outlook web application's range of functions is particularly like the desktop application. Learn how to access Outlook and where to find the features you need to be productive.

First, get an overview of what is covered in this chapter. You will get to know Chris, your video trainer. He will explain all important features and functionalities in a step by step and easy-to-follow manner. At this point, it is important to understand that you can collaborate in Teams with people from your company, but also with people from outside your organization, like clients, vendors, and freelancers. All they need to join your team as a guest is an e-mail address - and it's for free! Easy, right? Let's get started!

Please download the handout "Top10 Keyboard Shortcuts". They are a convenient way to access the most important key features in Microsoft Teams. Generally, using keyboard shortcuts is the key to working efficiently with software applications. Simply put, it’s faster than executing commands with the mouse.

Make sure to validate your knowledge with our varied quiz at the end of the chapter.

Learn how to install Teams. Don't worry, it'll be done quickly. There is an online app, a mobile app and a desktop app for best performance and some extra features like video conferencing and desktop sharing. Install it now and you are ready to go.

Familiarize yourself with the user interface of teams to get an overview of the most important features, functions and buttons. Discover the functionality of the presence indicator, how to change your profile picture, what's in the settings menu and where to set up and test your technical equipment, e.g. microphone and webcam.

Furthermore you will discover the most important menu in Teams, including windows to follow and manage activities, chats, structural organization in teams and channels, meetings, and file management. Finally you will get to know the Help-Feature, that is useful to keep yourself updated and the store, where you can add more apps to Teams.

The Teams window is the main place in Microsoft Teams to organize your work more effectively. Think of the Teams window as your main control centre, that enables you to optimize your workflow. Discover its deeper structure with Channels and Tabs that helps you to save a lot of time and always keep the overview.

Once you are an owner or a member of a team, a multitude of different tasks usually arise quickly. Now channels and tabs come into play to provide structure within your teams. So you can arrange different tasks within a team and you never lose the overview again.

Tabs enable a whole range of helpful functions. For example, you can connect Microsoft Teams to other Office apps and even to external apps like websites, Facebook, Twitter, Google Analytics, Trello and many more. Discover the standard tabs 'Conversations', 'Files" and 'Wiki' and learn how to create your own tabs and what exactly you can do with them. You will love them!

While Team and Channel discussions are visible to all team members, conversations with small groups or an individual are conducted in a chat. Although we are constantly using some sort of chat or texting in our private lives, chat is a realively new concept in the business world. Let's embrace the chat world into our business lives, instead of using help desks or calling a colleague all the time. Explore how chat in Teams works in detail to fully understand its functionality, when to use it and when not to.

To keep track of activities in Teams, you can use the Activities tab. Basically, it's a steadily updating summary of all activities relevant to you - from the teams that you are a member of and the channels that you follow. Never miss a notification again. Be informed immediately when someone mentions you (let's say "@mentions" you), replies to you or likes one of your posts. And you can do even more. Discover clever filter functions to set the right amount of activity notifications.

Before, when someone organized a meeting, a meeting room and time were blocked out. Today, a meeting is becoming more and more virtual and spontaneous via video conferences. "Let's meet now" is the new approach. Discover how you can easily conduct video conferencing with Teams, including screen sharing.

Discover how you can easily share files and how you can integrate cloud services into your Teams environment to ensure fast and flexible access to your data. First, learn how you can find files by using the search bar or the 'Files' window. Then, Chris explains why downloading files and working on them locally is a thing of the past. Storing them in the cloud and sharing is the new norm. You will love it.

Your organization can set permissions for who can create or manage teams and whether or not guests are allowed. This video is for you when you have those access rights or if you want to take a look behind the scenes. Discover how you can create and edit teams and team permissions. You can add members, assign the owner role to one or to several members and edit the team settings, for example to edit the team's profile picture or member permissions. You will also learn how to create a code for members to join and finally how to manage the "fun stuff" like emoji, memes, GIFs, or stickers. Ready? Let's go!

You will be surprised how well Teams works on a mobile device. First, download the app from the app store. It is available for both, iOS and Android. You'll get helpful tips on dealing with Teams when you're traveling. Discover the different location of the important Teams window at the bottom of the screen and how you can chat, open files, schedule meetings and more.

After completing this chapter you and your colleagues are now prepared for a new level of teamwork. In addition, you are now better equipped for future updates and enhancements of Teams.

Please also download the handout "Additional Learning Material". This handout provides background information, additional topics, and tips for working effectively with Microsoft Teams. Deepen your knowledge and gain more insight into more complex features and future developments of Microsoft Teams.

Skype for Business is a great tool for presenting a PowerPoint presentation, having a video conference or even sharing your screen.

Skype for Business is available as a 'Desktop App' but also as an App in Office 365. Send Instant Messages (Chat) right from your Office 365 Account.

If you understand basic Skype for Business functions, you can also use them for your work! Let's start by exploring the interface, managing your contacts, and understanding the presence indicator.

Add contacts and set up Groups to easily reach contacts you communicate with frequently.

Double-click on someone’s name to start an instant chat. When is Instant Messaging preferable over a call or mail?

Learn how to locate a contact and use the phone icon to call with just one click.

Learn how to locate a contact and use the video icon to start a video confernece with just one click.

Many meetings start late or are even cancelled because someone has a problem with their audio - don’t be the one who crashes a meeting - learn how to setup your audio device.

Many meetings start late or are even cancelled because someone has a problem with their audio - don’t be the one who crashes a meeting - learn how to setup your video device.

Use the Meetings within the Skype for Business client, or the link in the Outlook invitation to join the meeting from your PC or mobile device.

How to call a Skype for Business meeting? There are several ways to do that - get to know them to decide the best way for each situation.

You wish to share a PowerPoint presentation? This is how it's done.

Use the screen sharing feature with anyone else on Skype for Business – and collaborate on projects, plans, and more.

Co-Authoring enables you to have a discussion with someone and edit the document you are discussing at the same time.

You can send a file via Instant Messaging.

Make sure to master the tools provided to create engaging meetings with a variety of content. You will be surprised how the Whiteboard can help you with that!

A tool for on-the-spot feedback, online polls let you check in with your audience any time. Use Polls to gather information or receive valuable feedback.

You don't want instant messaging to get out of hand by many people asking questions at the same time. In a Q&A session, attendees can ask questions and only the presenter can answer them. This is a good way to structure the discussion.

You have a Whiteboard shared, a Poll running and you're sharing Windows - learn how to manage all this content without getting lost.

Managing your Skype meeting options will really help prevent you from running into surprises, for example, someone else taking over the presentation if you don’t want them to.

Learn how to record and share your Webinars with others. Recording meetings can have some legal implications. Learn to avoid them.

Never miss a Skype for Business meeting - learn how the Skype for Business mobile app works.

SharePoint is the central location for working in teams! Learn how to navigate in SharePoint and get the most out of the application!

You will learn that a site collection consists of different applications. You will learn more about the different applications in this training. (What is a SharePoint Site?, Follow a Site, Notifications, Navigation)

Document libraries are for saving files. What is the difference between OneDrive or other storage options? A good question! This video will give the answer. (What is a Library? Create a Folder, Adding Files, Version, File Preview, Share Files, Delete a File or Folder, Recycle Bin)

Other team members can work on files in a library. But what if you want to know if a file was edited by others? Learn how to set and manage alerts. (Why Alerts? Create an Alert, Select Delivery Method (Mail, SMS), Select the Type of Changes, Select Alert Frequency, Edit an Alert, Delete an Alert, A Word of Caution.)

Versioning is a helpful feature! No need to make copies of the file with "Version 1" "Version 2" etc. – and get lost in different copies of the file! (Why Versioning - Document Lifecycles, Version History, Check-Out and Check-In,)

SharePoint Libraries can be accessed from everywhere on any device as long as you have internet access – but what if you have no internet access? Learn how to sync files to your local drive. (Start Sync, Navigate to Local Files, Start/Stop Syncing.)

When you are working with a SharePoint library collection and think other team members should also have access and you have the rights to do so, you can share your library with others. Learn how to invite others to work with you on a team site. (Who has Access? Invite Others)

You may wonder why there is a picture library when you can also store pictures in a document library. This video will show you the advantages.

Provide data to team members and organize them in Lists. (Add a New Element, Identify New Entries, Edit an Entry, Table View, Understanding Field Types, Export to Excel, Set Alerts, Recycle Bin)

The Team Calendar in SharePoint (Add an Event, Recurring Events, Connect with Outlook.)

Tasks in SharePoint helps you to manage your tasks, delegate tasks to others and see tasks others have created. (Add a Task, Set Priority, Set the Status, Sort and Filter List of Tasks, Add Task to Timeline.)

Learn why maintaining a discussion forum makes sense. (Start a Discussion, Answer to a Discussion, What's the difference to send an Email?)

Yammer is a company-wide social networking tool. Find out how Yammer can help you to create meaningful
interactions with colleagues and external people.

Get some first ideas about Yammers rich functionality. (Navigating Yammer, Access Elements using Profile, Edit Profile, Set Notifications, Follow People, Like, Reply to, Share, Answer. External People in Yammer, Yammer Inbox, Notifications)

In Office 365 you may already experience the power to work with groups. Yammer has also GROUPS. Find out the differences. (What are Groups in Yammer? Create a Group, Invite/Add Group Members, Group Settings, Add a Description, Public vs. Private Groups, Post a Message - Start a Conversation, Topics / Hashtags, Polls, Praise, Online Etiquette, Store a File vs. Working with OneDrive or SharePoint Sites, Edit Notes at the same Time.)

Imagine you just have a short question or a short information you want to share. This is where "Instant Messaging" comes into play. Find out when sending a mail is too much and a call is a disturbance. (Send an Instant Message. Presence Indicator)

Did you know that you can also communicate using Yammer with people outside of your organization? (Create an External Network, Invite Colleagues)

Delve helps you discover the information that's likely to be most interesting to you right now - across Office 365. Find information about people - and through people - and help others find you. 

Find and discover documents through people you work with. (Delve Navigation, Delve Cards, File Previews, Storage Location, Open a file from Delve, Share Files (Mail, Delve, Yammer), Mark a Card as Favorite.)

Delve helps you to know more about the people you are working with - that will help you to work better together. (The People List, View Activity List, Profile Information (View, Edit), Profile Picture, About Privacy in Delve)

Delve offers another interesting way to get organized - Boards. (Add a Card to a Board, Search in Delve, Remove Cards from Boards, Add Boards to Favorites, Share Boards, Disable Delve)

Stream makes it easier for you to manage company-specific video content. Discover the advantages of Stream over public video platforms such as YouTube. First, get familiar with the video controls and the basic functionality of Stream. Then discover its multiple features, such as commenting on videos, sharing and embedding videos, and face detection. Ready? Let's start right away.

Discover how to find a video quickly and easily by making use of Stream's various search options, such as sorting, searching for keywords, hashtags and even searching in transcripts. Furthermore, find out how to create and use watchlists to keep track of videos you have selected.

Stream offers a lot of flexibility. Discover how to integrate Stream into other Office 365 apps, such as Teams or SharePoint.

In this video you will learn how to manage your stream content by editing the metadata, like title, descriptions, subtitles, transcript, settings, and permissions of your Stream videos.

Stream is available for iOS and Android mobile apps on phones and tablets. Discover how to play and sort videos on mobile devices, and what else you can do to prepare for travel.

Please also download the handout "Additional Learning Material". This handout provides general background information, additional topics, and tips for working effectively with Microsoft Stream. Deepen your knowledge and gain more insight into more complex features and future developments of Microsoft Stream.