Introduction to Microsoft Teams for Education for educators and staff

– [Dominic] Good morning, good
afternoon and good evening to those all around the
world who are joining us for the Microsoft Teams
for Education webinar. My name is Dominic Williamson,
and I’m Program Manager as part of the Teams for
Education product group. This webinar today is an
introduction to Teams for staff and educators within both
K-12, and higher education. And for those who would like
to stay in contact with myself, I’m a program manager in
the Teams product group, and my Twitter handle is @DominicWillit, and so it’s certainly the
welcome follow-up questions as well as also particularly
it’s a place to share some of the latest information. So what are we gonna be covering today? Well, we’ve got a few key topics. First of all, for those who
are either brand new to Teams, or are still early in their
journey using the platform, I’m gonna share with you some use cases and real example of how other schools and universities are using Teams today. Then we’re gonna really talk about well, what is Teams, and of course, it is the hub for teamwork
and communication. And then it’s gonna be a
bit of a working session where I’ll take you through
some hands-on real examples of how Teams is used, as well as also some of the capabilities and scenarios that can be applied, and then finally, the next step, so the resources that we
have to help you get started on your journey with using Microsoft Teams within your organization. Now, an important one is, of
course, this is a live webinar, so you’re very welcome to
use the conversation window over on the left-hand side
to be able to ask questions, and myself and the team will
answer those questions for you. And if you are then
watching this on-demand after this session, please
feel free to then follow up and connect with us as part
of our forum that we have. So if you visit the link, that is a great forum to
then ask follow-up questions if you are watching this on demand. So let’s begin. So for those who are brand new to Microsoft Teams for Education, the best way to think about it is the hub for modern
education, it is the one hub that can connect everybody
across scenarios. Whether you are a teacher, connecting and leading a course with students, that same platform that
you use to deliver a class can then allow you to then
also have a separate team, where, for example, you coordinate and work together with other
faculty and staff members. You can have Teams then to
support research projects, we can have Teams for
students to build community and give them a safe space
to connect with one another, as part of, if we think about, particularly in higher education, on-campus interest groups
or social activities, or, of course, then also doing communities for things like professional development and professional learning communities. What’s really powerful here is
Teams is a flexible ecosystem that allows you to connect across multiple different scenarios within the same institution. In the past, we often would see the tool that you use to teach a
class as a different tool to the one that you might use
in a professional network, or for students, it might
be a different tool, again, that they use to
connect with other students compared to what they
would use in a course. And so Teams is incredibly powerful, and we should think of it as the hub that uniquely brings together the aspects that we need for
communication and collaboration across a variety of scenarios
in our organization. And so what do I mean by that? So Teams, firstly, is the hub for calls, chat, and then the ability to create Teams for people to be able to work together. And so for those who have
used Skype for Business in the past, Teams is the
replacement to Skype for Business, but it has new
infrastructure that allows it to do things that were
never possible before, allows fantastic online meetings, and for those who have the licenses, you can do full telephony calling, so you never need to give
out your personal number, but people can still
contact you across devices from physical handsets to the Teams app installed on your laptop or phone. But we take it further because
now Teams integrates then, of course, all of the Office 365 services. So from Word, Excel, PowerPoint, you have then the capabilities that are richly and deeply
integrated into Teams. You see there things like
the Exchange calendar, when you create a meeting in Teams, that’s using the one and same calendar, it’s all of these
services working together to allow people to
communicate and collaborate. But this is where it gets
particularly exciting, it’s not just in the Microsoft apps and experiences that
integrate deeply into Teams, we have a huge ecosystem
of third party applications from Wakelet, Quizlet,
integrations with Moodle, and many, many more that allow you to really extend the capability of Teams, whether you’re using it in
a class teaching context, whether you’re using it
in a research context, using apps like ResearchSpace,
or alternatively, if you’re using it as part
of internal operations and administrative tasks, we have integrations with
project management tools, like Jira, we have IT service
desk management tools, like Zendesk, we have many
other tools like Trello, Asana, that all integrate
deeply within Teams. And so this is where it
becomes particularly powerful when we say Teams for Education because we then also have
then deep integrations with capabilities like the
OneNote Class Notebook, we have an Assignment service, we have other educational
apps like Flipgrid. So this is really where we’re extending then the capabilities of
Teams to be then powerful, both in the classroom
as well as also that hub that can connect many different aspects of how we need to run a school district, or a university, into a singular place, and this is really powerful
when we think about Teams. So what does that look like
if we show it in practice? So I’d like to share with
you a really quick example of how then Teams is coming to life across the different scenarios, and this is from the University
of Texas at Arlington. And we’re gonna see here for two minutes a real example of how Teams is
being used at the university and also a few specific examples and one that I’d like to really highlight and that you’ll see in the video, is from Dr. Timothy Ponce
and how he is using it then, within his course, to help
his students have then skills that will then be developed that they can take into the workplace. It’s allowing him to create a more open and accessible class for his students. And this is where it’s
also particularly powerful. You’ll see those different
aspects coming to life. And take notice of how Teams is being used for real-time collaboration on documents, the ability for online meetings, how assignments are integrated, and how communication is
flowing more naturally, and it’s also more
engaging between students and also then connecting
staff members together. So here is the video. (bright music) – We have a huge population of students, not only in our region, but we also serve the
students that are online. And our students are all juggling a lot, so we wanna be sure that the resources that we have really are
focused on our students. – I’m a lecturer in the
Department of English here at the University of Texas Arlington. My students tend to push away
from the provided platforms that we offer for communication. Students don’t wanna use email. – It’s a little bit intimidating ’cause you have to follow the standards. We’re used to social media and just a quick instant messaging. – Before, I used other options like Remind text messaging service, Blackboard Chat, or Canvas Chat. I’ve seen them struggling, and so what I began to think about was, “How can I offer them a
way to communicate with me “in something that feels
familiar, but is also in alignment “with all University communication
policies for students?” And that’s when I found out about Teams. – As a student, it’s very useful for having everything in one area, it’s very easy to just
message a professor, and they usually respond quickly. It’s got assignments on
there, I can share my screen. – [Timothy] One of the most powerful tools within teaching Teams is
collaborative authorship. I’m able to open the same
documents that they are opening and offer feedback while they’re actually
authoring the document. – [Asia] Helps your
assignment flow better, they are helping you along the way, like just like if you would
like to their office hours. – I am a student worker on campus, and that function is very useful for having team meetings with coworkers on other side of campus
and just click a button and hey, video chat real quick, and show them what I’m looking at. – In an aggregate, it
really helps our students juggle all of the things
that they’re trying to do and finish in a reasonable amount of time. – Using Microsoft Teams, it’s
made education accessible for a large, diverse audience of students, which is really something
we have to think about as we’re moving our students
into the job market, and we’re looking at being good
citizens of not only local, but also a global community. (bright music) – [Dominic] Now, as part of that video, you heard about how then also that focus on job-ready skills, and this is where it’s
particularly powerful, because Microsoft Teams for Education is then a tool that’s also
used in the workplace. Of course, for education
part is unique to education, but all of the online
meeting capabilities, all of the real-time
collaboration in documents, all of the capabilities around calling, and all of those deep integrations that we have with third party apps, this is where we’ve seen Teams
taken up tremendously at pace by then the enterprise and business world with over 1/2 million
organizations, right now today, already using Teams, with 91
of the Fortune 100 companies using Teams, across the
world in 53 languages, and with over 13 million
daily active users. So this is a set of skills
that yourself as a staff member that your students are developing, that are relevant and usable and transferable across industries. And it’s incredibly powerful then having students getting experience to this because it allows them to then
transition into the workplace more effectively, and more confidently. And so this is where you’ve seen now an example within the U.S., but let’s take a bit of a broader look at some of the other school
districts and universities. This is where we’ve seen for example, Brisbane Catholic Education,
they presented recently, and you can see here some stats
that were shared by Allan, they have 144 schools with over 33,000 active
users within Teams, and that’s what 20,000 of those classes are being automatically created using then the school data sync system. And this is allowing this
large school institution to be able to then effectively
use Teams at scale. We’re also then seeing UNSW, where Dr. Kellerman has created a bot. So he’s not only then teaching Teams, teaching with Teams, I should say, but he’s then extending
the capabilities of Teams by using that open ecosystem to not just integrate other
apps, but to build his own apps. And so he’s made a bot called Question, and so this was created in partnership with one of the Microsoft partners, and what that allows him to do is as students are then asking questions, because he teaches a course
of over 500 students, that Question bot is able to then help
answer those questions, and then build up a
knowledge base over time to help proactively give the
right answers to the students, particularly powerful when we think about that learner experience,
how do we make sure that students are getting also
that personalized learning? And so this is where it’s not only helping to answer questions
based on existing content that might have been asked in the past, but it’s also then integrating
those other experiences, those other sources of data within the context of
Dr. Kellerman’s course. And so you can see here for example, Dr. Kellerman then records
and shares his lectures live, so using an online Teams meeting, and then that is recorded
and made available on demand via Microsoft Stream. And then Question bot is
also able to help students, because those recordings then are indexed, and then the transcription is available for students to be able to search, and then the question bot can do the same and automatically jump to the right place to help students with
revision, for example, for material or questions that
they have within the course. And so this is incredibly powerful that we can now think about
Teams, not just as a platform for communication working on documents, this is also a platform that
you can extend and customized to add brand new experiences
for your students, to extend the capabilities of the platform in ways that are unique
to your organization, to your teaching style,
it’s incredibly powerful. And so this is where Microsoft Teams is available for free across devices. So whether you’re using a Windows laptop, or an Apple MacBook, you have exactly the
same desktop experience with the Teams app. Of course, if you’re using
in a tablet like an iPad, or an Android tablet, again, you have access to the Teams application, as well as also on phones. And then we certainly have Teams available to be used within the browser across Edge, Chrome, Safari, and more. And so this is incredibly powerful what we can then do with Microsoft Teams and particularly think about students and their choice of devices and allowing them to be empowered to use their different devices
in the context of learning. Now, moving into then specifically
for Teams for Education, this is where we’ve
extended the capabilities to bring in things like Assignments, and so we have really rich experiences where you can then grade
and review assignments, not just from a laptop, but
also from a tablet and phone. So really saving time for
educators who might be mobile, or students who prefer to work
on a smaller screen device. This is where we also now have
plagiarism detection built in with the likes of Urkind, and we have Turnitin
integration coming soon, we have the ability to
save time for teachers where you can do automated marking through then using quizzes
via Microsoft Forms, the ability to give meaningful feedback through using things like rubrics. And this is where we have that all of this grading is
available across devices, as I mentioned a moment
ago, and coming very shortly is the ability to then have a grade book, which will give you a view
across the students’ performance within the context of your course. And so Assignments today
a very, very powerful, and you can see we’re
extending it further, based on feedback, and it keeps
getting better and better. And the focus is on
creating an accessible, powerful, and also tool that is not just useful for students, but to save time for educators
with those automation and things like quick
marking, and integrations, plagiarism-checking,
so incredibly powerful. Now, I really wanted to also
then highlight just those apps that I mentioned a moment ago, because Teams is used
not just in education, but also in enterprise. So this is where you will
see enterprise grade apps built into Teams, and this
is where that App Store, think about it just like your smartphone, some apps are free, some apps are paid, but the App Store itself is reviewed. So for example, all of
the apps in the App Store reviewed by Microsoft
within Microsoft Teams. So we make sure they meet
security compliance standards from the point of view
of the code integrity, but at that point, it’s then
up to that app developer where your data is stored, and whether it’s a free or paid service. So you can see there on
the top left-hand side, Adobe is a really great example
most people are aware of, to use an Adobe service, you
will often need a paid license, and if you’re storing your
documents within their service, again, it is up to then those requirements and the privacy policy related
to that service specifically. But what this is allowing
you to do is, again, bringing those really powerful
capabilities like Jira, like bringing in things like
Bitbucket and many more, and allowing you to extend the team by giving a central place
for your project management, a central place for your class, a central place for your
research project to occur while also bringing in
third party services. And so this is where
when we think about then also not just bringing in services, but also the ability
to then connect people, not just physically in the same room, but around the lecture theater, around the world, around
the school district, this is where Teams has then
the online meeting capabilities of up to 250 people in a Teams meeting, or up to 10,000 people in a live event. Note, live events does
require a separate license, but this is particularly powerful if we think about learning at scale. So let’s get into actually seeing what Microsoft Teams look like, and going hands on through
a few examples scenarios. Now, for those who are brand new to Teams, you can get started just by logging in. There is a quick short link, if you go to, or if you go /GetTeams, you
can then get the Teams app. If you don’t already have it installed on your phone or laptop, this is a great way to begin now, and I will then help you
be able to follow along while I show you some examples
from my side of things of what Microsoft Teams looks like. Let’s transition across. So if you haven’t already
installed the Microsoft Teams app, the perfect place to
begin is from And this is a place you
should be coming to regularly, whether or not you’re using Teams, because from here, you
can access your emails, you can access all of your files stored securely in OneDrive, work together in the browser, in Word, Excel, PowerPoint, and
OneNote, and this is also then, where we have access to
things like Microsoft Forms, which allows us to create
surveys and quizzes. We can see our recent files and is a place you should come
back to almost every day because it gives you everything that you need as part of Office 365. Now, where we’re gonna
go, though, of course, is the Microsoft Teams app available here. Now, keep in mind, as a rule of thumb, you should always be using
the desktop Teams app. And the reason for that is because this gives
you the best experience when you’re doing things
like online meetings, and the web browser, though very powerful, it also will allow you to do things like notification management
through the desktop app. So this is where if you can’t install it, otherwise you can still
definitely work in the browser very, very effectively,
particularly useful across the shared devices. You can see here, by default,
we land on to the Teams tab, as the name Microsoft Teams would suggest. And so I can immediately see
the teams that I’m a part of, the Entrepreneurship
course that I’m teaching, part of the staff teams
that I’m a member of, as well as also one of the
health research projects I’m involved with. And on the left-hand side here,
allows me to easily navigate through the different
parts of Microsoft Teams. So this left-hand navigation rail, this will allow me to see my activity feed of which I currently have
one activity notification. I have two unread chat messages, I’ve been notified in a team, and you can see here by
that number one symbol, it lets me know that it’s in
my Pineview School Staff team. I can see my assignments,
calendar, calls, files, and in the apps that we have available. Last but not least, is help. So if I click on help, I
can see all of the training and information to help me get started. So what do each of these tabs
do, and how do we use them? Let’s begin. So, from the activity feed, you’ll see here if I click on Activity, this thing gives me a summarized view of the activity that has last occurred. And notice that as soon as
I went to the activity feed, and if I click on the activity itself, it takes me directly to the team where I need to be able
to focus my attention because I’ve either been asked a question, or I’ve been part of an announcement. So you can see here, in
this example, I’m currently, as part of the chaperones
for the dance this Friday, you’ll notice there is an Excel document, a conversation that has occurred, and Cara has asked if I can assist, so let’s quickly respond to her question. I simply click on the Excel document and notice this is all within the context of this chat thread. I can close the chat thread, and I can see there’s five replies. But threaded conversations
are an important concept when you are in the team space. So let’s just quickly
action this for Cara. Notice I have now loaded up
Excel in the context of Teams, so this is using Excel
Online, really powerful because it allows us to
work together in real time. If I need to, I can also still open in the desktop app of Excel, if there is a more
advanced desktop capability that’s required, but
in the context of this, I’m simply gonna click Edit, because I just need to make a quick edit and let everyone know that
myself, in this example, Ken, who I’ve logged in as, I’m available to help out
from seven to 10:00 p.m., as part of this, and
that’s on the dance floor. And notice, it even did
things like within Excel of pre-fill in suggestions, very powerful and allows
us all to work together. Easy, now I’ve been able to complete my activity feed notification. And you’ll see here that over
time, this is a rich place where you’ll see all
the different activity that you’re a part of,
and you can also filter from that Filter icon
against things like mentions, replies, reactions, if you have
any missed calls, and more. All right, that’s the activity feed, and this is the place you
should start your day. Next up, chat. So from chat, this gives us the ability to have private conversations
or group conversations. So when would we use this? Well, imagine you have
a group of colleagues and rather than setting up a group email, and then spamming each other’s inbox, is when you really just want to organize a catch up for lunch. Teams allows that more
informal communication that’s really effective
for back and forth comms between a group of colleagues. So you can see here we
have the Lunch Crew, so it’s a few staff members who want to organize
catching up for lunch. And so this means I don’t have to give out my personal mobile number
to be texting people, or I don’t have to then start
a group email conversation, really easily, you can see here that Cara has suggested a place for lunch, and then this looks good, and
I can reply here, I agree. Now, notice, you’ll see here that right now in the Lunch Crew, we have also then a separate conversation with Cara one on one. So here, this gives me the ability to have a private one-on-one conversation. You can see here we’re
asking how we’ve each been, and then if we wanna catch up for coffee. Notice that Teams gives you a much richer conversation space. So we can also do things like
add a bit of personality, like GIFs, having reactions. So, for example, the ability
to then also use conversation, which is much more akin to the kind of modern
conversation experiences that you would expect, particularly also, this is very engaging, when we think of using this with students, and we’ll come back to that in a moment. So you can notice here I said,
“Sounds great, see you then.” And what’s particularly powerful is where it says, “Type in your message,” we also, below that, have the ability to attach existing files, add in GIFs, and then from
the three-dot ellipses, notice here there’s also other
apps that we can bring in, whether it’s then sharing a YouTube video, but because we’re talking about coffee, I’m gonna click on the Places app and search for a nearby coffee cafe. All right, here’s
Starbucks, we’ll grab that, and ask, “How does this look?” And you’ll notice here that that’s now giving
a much richer experience beyond just sending a name, it’s given me even the ability
to click on directions, or we could go to the website itself. What’s also really powerful,
as you’ll see here, that I also can then see any files that have been shared between us, so we can work together in private, very powerful for a
private breakout space. Also, for example, thinking
of students working together, as well as also any recent
activity, or where Cara is in terms of her reporting
lines in the organization. Notice if I go back to the lunch group, this is, again, we have that
space for the Files tab, and we can also then bring
in some other apps as well. And so this is really
powerful in the private space, you can start to customize this, just like you can customize
a team experience. And I’ll show you a bit
more about apps later on. Last but not least, what does it look like to actually start a chat? So simply here from the New Chat option, we go up and we search for
someone within the organization. So we can see here that right now I’m gonna have a conversation with Sophia. So I’m gonna say, “Good afternoon, “could we meet today at three,” let’s go 4:00 p.m., “about
the upcoming Exam Review?” And then we simply hit Enter. And just like that, we now have private, safe and secure communication within the context of our organization. All right, next up, Teams. So from the Teams tab, you’ll notice that I have
a view of all of the teams that I’m a member of. And a quick tip here, I have the ability to also reorganize the teams themselves. So again, this is just a really easy way to be able to organize your view. Let’s say right now I’m not actively working in
the health research team, so I can simply click on Hide, and that moves this down to being hidden along the bottom right-hand side. I click Show and it comes back. Now we’ll go into depth
about Teams in just a moment, but we’ll continue the
overview of the tabs on the left-hand side here. So the Assignment service allows
us to then have an overview of all of the assignments
that we have created as part of the classes
that we are teaching. From the students’ perspective, of course, they will see the assignments but they will not see the teacher view. So right now as the teacher I can see that none of my students have
yet turned in the assignments as part of these lab reports and some of the expression
homework that I’ve set for them, I can also see upcoming
drops of assignments that I might be working on before I send them out to students, as well as also any of the assignments that have graded over time. Now, next up, we have the calendar. And from the calendar, you can see here this is exactly the same as my Exchange calendar. So for those who have calendar
events set up right now, which is most people, you’ll
see this looks identical within the context of
Teams, extremely powerful because this is Office
365 working together. This is also how we can
create a new meeting, which allows us to then meet online, and Teams has very powerful
online meeting capabilities, which we’ll show a little bit later on. From the Calls tab, this is where I can then have video calls, or telephony calls with
members of my organization, and if you have the license for it, this is also where you can click here and you’d have the
ability to have a dial pad to be able to call someone. And so this is very powerful,
so you don’t ever have to give out your personal
mobile phone number, and you can still have a desk phone number that can now move with you, extremely powerful and a great way to also then keep things
like privacy and security so you don’t have to give out your personal mobile phone number for people to still be
able to contact you. Now, from the Files tab, this is where we can see
recent files we’ve worked on, the files we have access
to across our teams, as well as also any of the files you have in your private OneDrive storage. Note Teams is also very powerful platform in terms of extensibility. So you can see here, Add Cloud Storage. And if your organization supports it, this is where you can have then also integrations with Dropbox,
Box, and even Google Drive, very, very powerful. But keep in mind, of course, only store files here if your
organization supports it, and as a rule of thumb, store
your files within OneDrive and SharePoint, because
this is free, secure, safe cloud storage that is provided to then all staff and students, and is fantastic within
Office 365 for Education. The three-dot ellipses allows you to see the additional apps
within your organization, so things like the OneNote
Class Notebooks, Staff Notebook, and we also have a shift service to do things like organizing shifts, so very powerful if we think about things like on-campus workers, whether that’s students
or facility maintenance, and there’s many more apps that we have available from the Store. And if you haven’t yet already installed the app on your phone, if
you click on the Get App, it sends you a link to
the in the App Store, and this is for both
iPhone and Android devices. And then you can see here on
the left-hand side from Apps, we have the App Store. And so this is an important
place to spend some time to really review the apps
that you have available. And this is powerful, because
what this allows us to do is take third party
apps like Trello, Jira, and hundreds of others, to be able to really extend
the capability of our team. Just like your smartphone,
remember to keep in mind that those applications
may be free, may be paid, and then of course, we as Microsoft, make sure they’re secure
from a code point of view, but beyond that, it is
up to the app developer on the quality of the experience, and also how the data is used, so make sure you do read
that privacy policy. And last but not least,
Help is a great place to go to be able to see things
like training videos, what’s new, and much more. All right, so let’s have a look at Teams. And before we do, creating a team, well, what does this view look
like from a mobile device? All right, so here we
have Teams on the phone. And you’ll notice that
the view, of course, is adapted to the smaller phone screen. But it’s extremely important that you then use the Teams’
capabilities across devices, because this is something that makes it much easier to communicate and collaborate with your colleagues, and also with your students. So you’ll see here right now I’ve actually logged in as Cara, so we see it from a
different point of view. And I can see here, the
Teams that I’m a part of, so we can go in and we can have a look at, for example, algebra, and I
can simply click on General, and then in a few quick seconds, there is all of the information
as part of this team. I can see those upcoming assignments, I can see the calendar, and where it’s particularly interesting is we go to that activity feed, you can see here, the response from Ken. Now, this is where if I click on Chat, well, we have the same thing,
I’ve got my Lunch Crew view, and then I’ve got the ability
to see Ken’s response. And just like that, we
have a rich experience from the point of view within the phone. Notice up along the top, we
can also see any shared files that we might have together, as well as also any of
the other integrations that we’ve decided to bring into our team. I can then also turn
this into a group chat with just the tap of a button, really powerful and really easy. Now, notice back here, if
we go back to the view, there is that line in
the center of the screen. If I simply drag my finger up, this is where I can also do
things like calls, see files, my saved messages, as well
as also even taking a photo and then using the intelligent camera to be able to then bring
in things like documents that are automatically corrected, very, very powerful and extremely useful. So that’s a quick example of how we then can start to
see Teams from the phone. So here we are back within
the desktop view of Teams. And from the Teams tab,
I can see, of course, the groups that I’m a part of, which are things like Entrepreneurship, the Health Research team that I’m in, but how do we create our own team, whether it’s a course, whether
it’s a staff community, or another project team, for example? Well, from the Join/Create Team button, you’ll see here now I have
the option to create a team, or join a team with a code. You might also see that
there are the other Teams that appear here, which
you can request to join. So things like it might be a chess club, it might be a staff’s
professional learning community, you have the ability
to create public teams, which will appear here, that
people within your university, or school district can
then find and then join. So really great for open communities. And when it’s public, it’s not public to people
outside of your organization, just those who are actual staff members and students within the same institution. So here we have the ability
to then join via a team code. So if you wanna have a team and really quickly add a group of people, you can simply then provide
a six-character code, and then that way, they’ve got the ability
to talk this in here and instantly join. But, of course, this only works with people in the same institution. Now, the most important one is
the Create Team option here. So you’ll see here when
I click Create Team, it gives me then four different options of the different team
types, we have classes, professional learning
community, staff, and other. Now, if you don’t see the
option to create a team, this means you do need to go and have a conversation
with your IT department because they have disabled
this capability for you. And one thing to be aware of,
is the most successful schools and particularly
universities and colleges, do allow staff members to be
able to self-create teams. And so this is really where we have then, within Office 365, all
of the governance tools that are required for IT
to allow staff members to be able to self-create teams, while then certainly keeping
things like naming conventions, expiration policy, file retention, those can all be automated,
and certainly making sure that we meet governance requirements. From a student’s point of view, if a student clicks Create Team, this is where they would
only be able to create the other team type,
a student can’t create a class team or staff team for example, but again, particularly in
colleges and higher education, we do recommend the ability for students to be able
to self-create teams, of course, when they’re taking advantage of the appropriate governance
policies within Office 365. But this is again really
about empowering students in those later years who are more mature, to be able to develop the
job-ready skills that they need to transition into the workplace. And so, certainly, this is an important set of
capabilities for both staff, and also students in the later years. Now, what’s the difference between these four different team types? Well, I’m gonna pause from this screen ’cause I’ve got a quick PowerPoint slide that might make it a little bit easier to know what the difference is. So here we are with just
a quick overview slide that I prepared earlier
to make it a bit easier to understand what is the difference between the different team types. And fundamentally the
thing to keep in mind is these are are just templates, all of the core capabilities around working together on
documents, editing files, adding in apps, using online meetings, it’s all the same across the team types. The reason we have the
different types though, is there are different scenarios, where having a bit more of
a structure around the team, and a few changes in the
capabilities of the team can be really effective,
depending if you were using it as a teacher in a classroom, compared to if you are a staff leader working with other staff members. So what’s the difference between the different
types that we have here? So firstly, the class team,
as the name would suggest, it’s working together with
yourself as a teacher, with students in the class. So students are members, yourself as the teacher
are the owner of that team, and this is where we have then really powerful education enhancements. So giving all of our
students in our class, a space where they can take private notes, and a space where I’ve got a notebook where I can then digitize the handout of worksheets, of materials, and give all of that my
students a collaboration space. This is all made available through the OneNote Class Notebook, and it’s a really powerful tool to give a framework for learning and a really fantastic way
for students to be able to, as I mentioned, do things
like private note-taking, where they can’t see each other’s work. We also then have a very
rich Assignment service. And so this is where
you can then, of course, assign, whether it’s topics,
essays or quizzes to students, and then they can turn those back in. Very, very powerful. The assignments service allows you to then do things like rubric grading, it also allows things
like automated marking, with the integration of quizzes, which can then be self-marked. And it’s a very powerful way
to give feedback to students and track learning over time. We also see some other
changes in the class team like students cannot leave, and students have the ability
where you as the teacher, when they post into a message space, you can actually control that
and you can mute students, which means they can no longer post into the conversation
spaces of your class team until you choose to unmute those students. So a really great way for a
bit of classroom management if you do have a disruptive
student, or alternatively, if you do need to draw
everyone’s attention, and therefore, again, you can mute all students
just temporarily. Now, moving on, so what about then if we have colleagues working together? Well, it’s no longer a
teacher and a student, we’re professionals, and
maybe we wanna create a team to be able to then have within
us district for example, some of the math teachers
between different schools come together in a virtual
space to share best practices. Well, that’s why we have the
Professional Learning Community or PLC-team type. And you’ll see here the difference is very much around the OneNote Notebook. So it’s no longer myself as a
teacher and you as a student, because we’re professionals, we have the OneNote PLC Notebook. We also then have none
of the other capabilities of the classroom team type, because again, it’s no longer us working
together in a classroom, so there’s no more Assignment service, we’re not muting each
other, because again, we’re professionals, even
though maybe sometimes you might wanna mute the other people, this is where, again,
it’s more of the focus on us working together
as peers, as colleagues. Now, what about myself if I then want to run a staff department? So if you are a staff leader, this is where the staff-team type, gives you the OneNote Staff Notebook. And if you’ve not used it before, I’ll show you a little bit
later on what it looks like, but this is, again, giving a
structured OneNote Notebook. So it’s the same OneNote Notebook that if you’re using OneNote today, but with a framework around it, which gives me a collaboration
space, a content library, and then a private space for
each of my staff members. So really effective if we’re thinking around
professional development, and you want a private place that you can give each of
your staff members feedback, maybe on classroom observations. And the last type,
which is the other type, this is the least templated team. So you’ll notice here, there’s no different
types of OneNote Notebook, it’s just a generic
blank, OneNote Notebook, and you have none of the
assignments services. So actually, if you’re
doing things like projects, if you’re doing things like research, if you are in almost any scenario where you’re not a staff leader giving feedback to staff members, if you’re not running a
professional learning community, or you’re not teaching a
class, most of the time, you’ll actually wanna
pick the other team type because it’s got the least templating and it’s the most flexible out of the box, if you don’t need those
extra elements of structure around your team. So these are the four team
types and very, very powerful. So let’s see what they actually look like when we create one. Jumping back over to the
actual view of Teams, let’s do a scenario where
I wanna work together with a few colleagues,
’cause we’re going to update some of the content in one of the courses. So we’re going to review
the existing content as part of a project to
enhance it for a coming term. So I’m gonna pick the other team type, because, again, I’m
working with colleagues, I’m not a staff leader, and
I don’t need a private space for each of my staff members,
I’m working together as peers, with the other members
of this project team. So I’m gonna click on
Other, and then from here, you’ll see I’ve got the
ability to create a team name, I can then give it a description, I can make this team public or private, and again, that means public or private, within the context of your organization, it’s never public that someone
outside of your organization can find it, and then you can
see here an important tip, you can actually reuse Teams over time. So you can actually create
templates, super powerful. So if I quickly click
on this as the example, let’s say I was doing the health research as maybe a follow-up project,
I could choose this team, and you’ll see here I can
reuse things like the tabs, the settings, I can even bring across the same members as before. But in this example, I don’t
wanna reuse the Health project because this is a separate
type of content review that we’re doing, so
let me quickly go back, create team, click Other, and we’re gonna start a brand
new team on a course review for a hypothetical course, INB301. And so as part of this review, we can say this is the project review team for the course 301, and this is just an example of
a course that we might have. It could be any type of course, whether it’s business, computer science, this is really just an example team name. So I’m gonna click Next. And you’ll see here
now I’ve got the option to add some team members. So I can simply then search
for people via their name, so, for example, we can
then bring in Jennifer, I’m also going to bring in Alan, as well as also Nestor,
and one last person, we’ve got Cara as well. And so you can see here we
can also bring in people if you have an existing distribution list, or also alternatively a security group. So you have them multiple ways that you can add in people to Teams, and you can also bulk-add
people to Teams as well. One thing to keep in mind is IT have the ability to
automate team creation, so if you are teaching classes, the creation process of a
class team, for example, that should all be automated, you shouldn’t have to ever type in, for example, 25 student names, but if you do need to, at any point, you can always create the teams yourself, but thinking about using Teams at scale, definitely automation
is the right approach. What I can also do, as you’ll see here, there’s two types of roles, that a person can have,
a member or an owner. So right now, Cara, let’s say,
is also one of the key people who is part of this project. So I’m gonna promote
her to being an owner, which means she has the same capabilities over controlling this team, as myself, and everyone else can be a member. Let’s click Close. And so here we are, our brand-new
team that’s been created. We can see here, before when I was talking about the different team types, you’ll notice there’s no
OneNote Class Notebook, there’s no Assignment service, because right now this
is the other team type, it’s got the least templating around it. Absolutely, when I click on this Add tab, tabs give you the ability
to customize your team. So think about them, like
adding in extra capabilities. So you can see here, I could
add in a OneNote Notebook for us to do some note-taking, I could add in some existing files that might be in SharePoint, I could bring in, for
example, a web resource, so this is any website
with a secure website URL, I could bring in a YouTube
video as reference materials. There’s hundreds of apps that we can then bring into the team and really start to extend and customize the capabilities
of the team that we have. How are we gonna start working together in our brand-new project team? Well, of course, the key
part here is communication, and then we can start getting
into some of the files and other areas of the project that we’re going to be
working together on. So what are some of the best practices from a communication point of view? The most important thing to be aware of when we have communication
within the context of a team is it’s all about using the at-mention, it is super critical because this is how we then target communication
to either individuals, subgroups, or everyone within our team. If you don’t use the at-mention, people will not receive a notification. So this is where it’s so important, and you’ll see here it says, “Start a new conversation. “Type @mention to mention someone.” So I’ll go here. And right now it says @, and I can see already a few suggestions, Cara, Jennifer and other
members within the team. But let’s pretend that,
for example, right now, I wanna welcome everyone to
the team and let them know that we have a meeting
coming up on Friday. Well, I could type out everyone’s name, but that’s not very practical, particularly if this team gets bigger, where we might have 20, 30, 50
people or more as part of it. So what do we do? Well, in this example, I wanna
notify everybody in the team. So I can start writing the word team and notice now it actually
picks up the team name. This will then allow me to
notify everybody in the team by simply typing the word @team,
and picking the team name. Now I’m gonna type, “Team
meeting this Friday. “See you there.” All right, let’s hit Send, and go. This is extremely useful
because now we have the ability where this will notify
everyone in the team, this will send them that push
notification on their phone, on their laptop, and again, my team members can then reply back to me, we have them the reactions in
the top right-hand side here. Notice that also when
someone replies to me, that is in the context
of the original post. So you’ll see here there’s the
very important Reply button below each threaded conversation. And this is an important
difference between the chat space, there’s no threads in the chat space, it’s all a persistent conversation, whereas here we can see that Cara has directly replied to my original post. And she’s also asked that she
can’t make this in person, but can we have an online meeting? Absolutely. And one of the other best practices when it comes to then managing a team is to also have multiple channels. So channels with things
like your meetings, the tasks that need to be had,
or if you’re running a class, channels for your
different weeks of content, or your different topics. To create a channel, you’ll notice here that if I go over and
then click on Add Channel, let’s give this a channel name
called Tasks and Meetings. And I can also make sure that
if I click Automatically Show, that this will appear in everyone’s view as one of the channels that are
pinned as part of this team. So I simply click Add. And you’ll notice here, this creates a brand-new
conversation space, a new file space, but again, because we’re part of the team,
we all have access to this. We have the channel so now
let’s create a meeting for it. You’ll see here I’m gonna go to Calendar, and then from the calendar itself, I have the ability to
go create a new meeting. This allows us to then create a meeting just similar in concept to
like you do, for example, in Outlook, we’ll give it a meeting name, we’ll call this Project Meeting Week One, and you’ll see here the location,
I’m gonna leave it blank because it’s an online Teams meeting, I can then also invite people, so this could be any
possible name as well, so, for example, this
could also be someone who might be external to the organization. So if you see me typing
in a person’s name, Jennifer, she’s a teacher,
so therefore I can find her, but if maybe we have then
someone like Jamie Orton at, say, Gmail or,
you’ll notice again, I can invite them to this meeting, as someone external to the organization, they do not need to have
Teams to be able to join, it’s a one-off Teams meeting. It’s not associated to any
existing team that you have, so then it’d be a meeting
between myself as Ken and Jamie. But in the example that
we’re doing right now, we wanna meet together with
an existing team that we have. So I’m gonna go select
a channel to meet in. And you’ll see here that if I go over to the
course review project, and I’m gonna pick that nice tasks and meeting channel that we just created. Let’s organize now to meet
from 4:00 p.m. to 5:00 p.m., and we’re gonna do that
on next Friday the 25th. So let’s click Schedule. Just like that, we now have
our project meeting scheduled. You can see here, if I click on it, whether it’s from my phone or an example from the team
channel, I can click join. This also shows up in Outlook. So again, this will show
up in your Outlook Calendar to help people be aware of
when they need to meet up. And you can see that we now have our project meeting for Week One. Well, what about them
preparing for that meeting, we need to have some files as
part of this course review. And this is where it’s very, very useful as part of the file space, we can work together in
real time with colleagues. So I’m gonna add a file, I could either create a brand-new file, or, of course, I can upload an existing. So let me copy a file that I have set up in my
OneDrive across into this team. I’ve got an existing course syllabus that I wanna be reviewing
with my team members in the team that we’ve just created, so I’m gonna copy that over. So you’ll see here I
go over and click Copy, I’m going to the browse
Teams and Channels, and I’m gonna send this one over to the course review
project and task and meeting ’cause this is gonna be one of the tasks that we have as part of the meeting is to review that syllabus. You’ll see here, when I go back across, it says one file has been copied, and now I can head over and then edit this document in real time. Notice when I go to click
and edit a document, I have the ability to edit in Teams, open in the desktop app
or edit in the browser. What’s really powerful about this is I can then work together in
real time with other people, which is very, very
helpful and very powerful. You’ll see in the top right-hand corner, I can also start a conversation. So, for example, this is in
the context of the document, which means I could then say, “Ask Cara to review before Friday.” And what this will do is will send, of course,
Cara now a notification because I didn’t
at-mention the whole team, I just at-mentioned Cara. And so this is, again, a
very, very important piece, so make sure you at-mention people. And just like that, Cara got the message. So she obviously received the notification because there was the at-mention,
and then we can see here that in real time as Cara
is working on the document, I can then see those
comments, those edits, and those changes being made
to the document in real time, there’s no sharing links
that we have to send out because this is all part of the team that we’re already in, really
powerful capability of Teams. And when I click on Close and go over to the conversation space, you can see here the conversation that was being had in the
context of that document. Now that we’ve had a look
at creating our own team, let’s take some examples that have already been set up previously across those different scenarios that I had mentioned from before. You’ll see here if I go over
back to all of my Teams, well, what does it look like if we were using Teams in
a health research example? Imagine, say, researchers coming together and this is where we can
see very different channels, and, of course, existing
then conversations. We can see here that
Arden has not only created a title for his conversation post, he’s also included then some code as part of the conversation topic. Now, that’s really powerful because I can go down to click Format, and then just like how Arden has done, I can add a subject, I can I even embed
links and code snippets. So we have a really rich conversation that’s taking place as part
of this research project. You can also see they’ve
got then different channels, one for data collection. And as part of that, it’s
got a Power BI dashboard where the data is being visualized. And so over time, you can
see how then that data might be brought together,
that we can quickly and easily see in the context
of not just a static image, but this is the real
data in this dashboard. So if I go across, you’ll
see here, for example, this might be as part
of health, of course, clean, fresh water is a very,
very important part of that, and if I click on a specific
area, you’ll notice then that the data updates as part of the Maps and as part of what’s being shown within the context of this dashboard. I can go over to the
Grant Process channel, and you’ll see here for example, they’re using then Planner. And remember, you can
then add in these tabs from the Add tab button, and this is where just like the Power BI, the Planner allows us
to then organize tasks between our at-team members. And within this, you’ll see, for example, that we have then a to-do
in progress and completed, we can see here that we have, for example, release funds as part of
the grant that’s required, that that’s been assigned to Cara, we can see then different
tasks as they’re being made, and also update those in real time. We can also click and drag them across between the different buckets, really powerful from a research
collaboration perspective. If I go back to all of the teams. Let’s have a look now at, for
example, at Pineview School. So you’ll see here this is
an example of a staff team. And how do we know it’s a staff team? Well, notice because we have
them a conversation files and a Staff Notebook. This is really powerful because
this then gives structure to us as staff members working together within the context of this school. You can see here that the
OneNote Staff Notebook is a fantastic tool which
provides the ability for a collaboration
space, a content library and a private space for each staff member. As a quick tip, you’ll
notice I can also click on the expand arrows to give myself a bit more screen real estate when I’m working together
with my colleagues in the context of the
OneNote Staff Notebook. I can also do other things. You’ll notice here it
says School Calendar. Well, what is the School Calendar? Right now that’s a PDF
that has been attached. And you can see here as part of that PDF, I can then view, for example,
the upcoming schedule and the upcoming school
calendar, again, really useful. Now, the last type that I’ll focus on is then using Teams within
a course teaching context. And you’ll see here I’ll go
over to the Algebra team. We can tell this is a class team by the Class Notebook and the assignments. And one of the powerful things
about the Class Notebook is for those who haven’t used it before, it’s a fantastic feature of OneNote, where you have the Class Notebook which provides a framework for learning. You’ll notice here that I have
then a collaboration space, a content library, and a private notebook for each of my students. As the teacher, I can
see all of my students and the sections within, and all of the work that
that student’s completing, but the students can not
see each other’s work. This can also save me a
lot of time as a teacher, because, again, this is giving me a place where I can then help to
digitize a lot of the work that would normally require printouts, which can also then
save me a lot of costs. So one of the fantastic
things that I can do as part of the Class Notebook,
is I can take the worksheets and the content library
where students cannot edit, and I can distribute a copy
of that to my students. So imagine instead of having
to walk around the room, before the class even starts, I can simply go click distribute page. And what I’m gonna do now is go over and distribute that page to my students. You can see here I’m gonna go over and click on the Handout section,
and then click Distribute. You can see that I’ve done
this a little bit in the past and, of course, then it lets me know, and then it’ll just take a few moments to then sync to all of
my students’ notebooks. Perfect! And then we can go and see
for each of my students, they now have a copy of that worksheet. When I go over the Handouts, and there we can see Week One has a copy that she can now work on. So very powerful. One of the other important things about the OneNote Class Notebook is we also have a real focus on creating inclusive classrooms. And so this extends to Microsoft Teams, as well as OneNote and other products. And so as part of creating
more inclusive learning space, you can see here from view, when I click on the Immersive Reader, what this does is it
allows me to then customize the view of this to then
support my learning needs. So if I’m a student, for example, who has visual requirements, where I might need text
to be larger or smaller, I might need it to have
different background colors to, again, help me with focusing within the context of my class, or, for example, I can go through and even then highlight
things like the nouns, or alternatively going through and focus on a single line at a time. So really creating a much more inclusive
experience for students. And so this is extremely
powerful when we think about then providing a more flexible
learning experience for students, without having to put that
back on to the teacher to be able to customize
it for every student, they are empowered to do this. And what’s even better is
I can then also go through and click Play to hear it spoken aloud. – [Automated Voice] Write the
name of each decimal place indicated by the underline. – [Dominic] Now, as part of that, I can change the speed of the voice, as well as also the different
types of voices that I hear. And this makes the OneNote Class Notebook and Microsoft Teams really powerful to create a more flexible
and inclusive learning space. And this is available also
for Teams’ chat messages, and it’s in other Office 365 products. From the Assignment tab, this is where, as the name suggests, I can create my assignments,
I can see students’ work, how many have turned in their assignment. You’ve got the ability from
here to create an assignment, so this could have an essay, this allows me to do rubric
grading, very, very powerful and very rich in terms
of the capabilities. But what I wanna show you is a quick example, also, of a quiz. So this is how I can save time and do things like automated marking. So you’ll see here I can
take an existing quiz, and so this is a Microsoft Form, and then that can then be
distributed to my students. I simply go over and click Next, and then what we can see
here is all of the categories which would normally be filled in as part of a normal assignment, but now it’s automatically
added in the Forms quiz, and it’s automatically added
in the possible points. If I had created an assignment, this could have been
an essay, for example, and I could have been
chosen the amount of points, or if I use a rubric to grade, but because I’m using
a quiz in this example, it makes it really quick to save time where it’s automatically picked up the total number of points
from that Forms quiz that I had pre-created. I can also go over and set the due date, I can set which students
that this will be given to, I can be multiple classes, or I can set it to individual students, or select groups of students, if I then select the
names from the list here. I’ve also got the ability
to schedule this in advance. So really powerful if I wanna
organize my class in advance, and then therefore it only would be posted at a certain date. And I can also then define the close date where no more students can
then be able to submit, even if a late submission is allowed, after the close date, that’s it. So to submit the assignment, or I should say to assign the assignment, simply click the button up
on the top right-hand side. And that’s it, that’s now
been sent out to my students for them to complete. Now you’ll see here very, very useful to see all of the assignments
that have been sent out and then I have this due tomorrow, the maths, and addition, and subtraction. So what would this then look like from the point of view of student? As a student, this is where
my view of the assignments is, of course, I can’t
create the assignment, but then I can see the
assignments that are coming up, but, of course, not who has turned it in. Here is the maths quiz that was just sent out a few
moments ago by the teacher. And this is where I can see here that right now the work
is to complete this quiz. Now, notice when I click on it, this is taking me to a Microsoft Form. So if I quickly fill in the
quiz, let’s get a few correct, let’s just get a few
incorrect while we’re at it. And, perfect! Quickly click Submit, and what you can see here is it says, “Thanks, your response was submitted.” And immediately, because this was a quiz, it’s automated the marking,
but then, as a teacher, I also have the opportunity to give additional
feedback to my students. So let’s switch back to the teacher view. Back to the point of view of the teacher, I can now see that one of my students has then turned in the
assignment, I can head over. And what this will allow me to do then is because this is automatically marked, I don’t have to market myself,
and then we can see here that that quiz that Adele had turned in, she got two out of six, I can
click directly on her name to be able to see exactly
how she performed. And then from here, I can then also give her
some feedback as well. For example, “Might want to
review Week Three content,” as the example here. We can click Close, and then now that I’ve
given her some feedback, I’m going to officially return her grade. And there we go, that’s
the assignments complete. What this allows us to do is
then work very effectively and efficiently to give
students meaningful feedback. Given all the work that we’ve now just
done recently together, what does this all look
like from the phone? So let’s finish off and
show a quick view of that. As a staff member then,
using the mobile app, we can see here that course review team that we set up earlier. Within this, I can see those files that we’re working together on, before as well as also to
join the online meeting, I would simply tap on the
meeting and just tap Join, nice and incredibly easy. Then if we head back
over to the Algebra Team that we’re a part of, we can look at the assignments
that were coming up. And just like that, from there, I’ve got the ability to see the
assignment that was created, as well as also the grading that was done. And I can do all of this from my phone, which makes this incredibly powerful to be productive across devices. So that’s a wrap. What I’ll do is just to
finish off this webinar today, I’m gonna head back to
some PowerPoint slides with a few next steps. Following the session today, head over to the Office Support website for a whole host of
best-practice-getting-started videos. For educators, make sure to
go to, where you can then also
do on-demand courses available for free, and
also receive recognition as part of the Microsoft
Innovative Educator program, and please join us for
our advanced session to go even in more depth through the topics that
you’ve heard as part of today. My name is Dominic, thank you so much for
joining this webinar.

One Comment

  1. Deysi Peralta P. said:

    Tutorial en español por favor 😔

    November 13, 2019

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