Time
4 hours 24 minutes
Difficulty
Beginner
CEU/CPE
5

Video Transcription

00:05
Hello on. Welcome to this Microsoft 365 Fundamentals Training course. My name is Chris Tomiko. I'm taking you through this course. We are currently still in Module one. We're going to be talking about teamwork with this video. Let's get cracking. All right, So learning objectives for this video nice and easy.
00:22
In this video, we're going to be learning what Microsoft calls the teamwork tool kit.
00:28
And also how Microsoft 365 runs things like meetings and projects more effectively. We're going to be looking as well at analytical tools that can improve efficiency on. We're going to look a little bit as to how they get used as well. So let's get cracking. Alright, So first up is the big question. Why?
00:46
Why should we be dealing with collaboration, tools and teamwork and all of that business?
00:50
Well, it comes down to a number, and they put it right on the screen here in front of you. Ah, 121. What do you think this might mean?
00:59
So have a think about it, but it's it's to do with day to day work.
01:03
So this is, in fact, the number of e mails received per day per day. Let me make that very clear to you per day on average, by an office worker. So it's this bit here is right here per day. Massive, massive amount. And this was a source by campaign monitor
01:23
who are very big
01:23
ah, group who look into these kinds of things on a yearly basis. They look into them. So the tool kit for teamwork. Let's have a look at this. So
01:34
much of 365 has a universal toolkit for teamwork. All right, It involves having five different programs that work together effectively. So here we have outlook. Everyone knows outlook nice and easy. So email and calendar, then we have SharePoint. So SharePoint is Internet and content management
01:53
Yamma We've not discussed yammer yet, but this is where you connect across the organization.
01:59
So you're talking about working with possibly multiple sites? Think of a company like Microsoft or Apple. You know that Maybe they don't use Microsoft. Who knows? But, you know they might. They basically have multiple sites. Yammer is like almost like a social media network for your entire global business.
02:17
Then we've got office APs. So we've discussed this the whole idea of co authoring our office APS
02:23
That place is quite a large part there as well, and then our harbor teams. So that's where we come into play with all of these different programs. All right, so with that in mind, they all move in together into a single point
02:37
on that point
02:38
is right here, Microsoft graph
02:42
eso Microsoft graph is a sweet, wide intelligence that connects people to their content. Eso it's We're gonna discuss this a bit further, but it provides a connection for people to relevant information,
02:57
so we will go into it further. But then we have 365 groups over here. On the left hand side, 365 groups enables a single team identity across APS and services as well on. Then we have our security and compliance on the right hand side just here
03:15
that provides a an enhanced security and compliance environment.
03:21
Now, all these tools are modular, so you can use as many years little of them as you like. So just because we have, you know, 12345 across the top, you might only one outlook on SharePoint. Andi, Maybe you just want the office. APS. You're not quite ready to use teams or yamma
03:40
because you don't want that level.
03:42
That's absolutely fine. They work with as little or as many as you need. You can even just use one if you really need to.
03:49
All right, so that's the tool kit for teamwork. When much talk about talk it, this is what they're talking about.
03:54
All right, so let me clear down this board Onda. We will move on to the next section, so erasing there we go. All right. Excellent. So
04:05
let's have a look at these a little bit. So the first office outlook This allows you to stay in touch with colleagues using emails, calendars, files and tasks. As we've discussed very quick. We're not gonna keep you on the sly for too long. SharePoint is just to access files on pretty much any device you want
04:23
except a few. But not many probably won't ever come across any problems with it
04:27
on also, to share them with internal and external contacts with within your organization.
04:32
Teams, you can have conversations with individuals and groups while sharing the files. You know, chat phone calls, video cause loads and loads of different things that you can do there as well. And it's got full integration with things like outlook yamma. This is the one that I discussed that you know, we may not have come across before,
04:50
but it's to generate conversation across a broader area of the company.
04:56
And it's generally used, as I mentioned for larger enterprise businesses with multiple departments and science, and things like that is probably the best way to collect opinions about things. So if you have anything to do with discussing things with other people within your business,
05:14
it is great for opinion collection.
05:16
All right, we won't discuss the apse because we did a whole section on that previously in one of our videos, So I don't wanna floor with the horses. They say, Let's move on.
05:27
So co authoring what is co authoring at its most fundamental, it is the ability to edit documents with multiple users simultaneously. That's effectively what we're looking at on the three programs that supported our word, excel and PowerPoint.
05:43
All right, I'm gonna give you a quick run down of how it works. Obviously, I'm not gonna run it live because into the video because
05:49
I don't have someone else to run it with at the moment. But hopefully you'll get the idea. So let's start off document creation. So we're gonna just label these users use a one user to etcetera. So, user one,
06:02
they create an initial documents so they make a file and they save it onto their one drive, for example. All right,
06:10
then they ask user to to look at the document using teams they might send them the link
06:15
user to then opens the document while user one is still working on it. So you can see on this picture here this little icon on this screen here on this little icon here. Thes colors and names represent people. Don't worry too much. If you can't read it or anything else, it's just to show you the kind of layout of what it looks like.
06:35
So these colors and names represent the people, and those characters and names will move around the document
06:41
as people are working on it, and these colors will then match up to the people that you see on the right hand side. All right, so that's kind of how it works with document sharing Now where you can take this further down the line is toe actually edit. The document now
06:58
used to coming into this document could suggest some changes to the document. It can either be done live where user to has the ability to edit the document or they could save right, give them the option to give suggestions and then use a one can then go. Yes, I like that suggestion and the clicks a button, and it makes the change that user to suggested.
07:16
So there's different ways of doing it. But user one can see the changes if it is being done in real time on their screen. They don't need to close and reopen the document or anything like that. They can just sit there and watch the changes being made. This is great if you are in, say, a conference call or something like that, when you can just
07:33
collaborate, live on a document and you can have dozens of people working on a document or once,
07:40
All right, let's fade out the background on the other one, and then we bring out the next stage, so that would be document review and this is probably the biggest one and put usually the final stage
07:48
user to once they've completed their work. They might leave, which is one of Portland down here on this part here
07:55
on use of one, then shares the document to a group, and this is where all these other people come in here. Use a one, so use a 34 and five user. One is still in the document, so they've not moved it all.
08:07
They've been in the document the entire time, all right, so they invite other people and then all movements, highlights, suggestions, edits. They're all tracked and reviewed throughout. Everything is kept audited on a record of things on. This is a well done without ever
08:24
closing the final from the original user. Once this goes right the way back.
08:28
So what they were doing right at the beginning, they've no actually closed the document. They haven't even hit the save button because co authoring saves every time a change is made literally, any character has changed. It saves and tracks the change, and that's co authoring. It's a fantastically powerful tool, definitely worth looking into.
08:48
All right, let's move on. Let's talk a little bit about meetings and projects.
08:52
Now here's a quick quote from Microsoft. It's estimated that the average knowledge worker
09:00
spends nearly 1/3 of the week in meetings.
09:03
Now, I don't know about you, but to me, that sounds like a nightmare. I'd rather be doing more work rather than talking about doing more work if you see what I mean. So it's all about making meetings and projects easier to manage and work through effectively. So
09:20
the benefit of teamwork with you know, using all these collaboration tools is that you can easily schedule calls and online meetings using teams
09:28
so you can quickly start meeting through an ad hoc call or an instant message so you can see the team's image here. You can basically just open up a quick session. This might look familiar to you. This part here if you've ever used Skype or you know anything, he told Link. Perhaps on that, if any of you have used Link
09:46
El Y and see or Skype scratch, probably more popular people have heard of that more used to be called Link and then Microsoft border,
09:56
but basically what they've done is they've turned it into Skype for business, and that's quite for business is slowly but surely made its way into teams. So these two programs now link isn't used anymore, although you might find it in legacy environments where they still mention the word link. But Skype for business is actually in the process of being phased out by Microsoft
10:15
and teams
10:16
calls are going to take over. You're just gonna use Microsoft teams, basically, if you're a Microsoft house,
10:22
all right now, through this method, you can then create shared workspaces for things like conversations, files, meetings and APS on. That means that you can't You only have to come toe one. Place your hub, which is Microsoft teams. You come toe one program and it connects all of your applications, and resource is together. It's a fantastic program,
10:41
right, and you can then also automate processes within that so they have much soft flow, which is a very cool automation system, and you can actually create things that when it when it true in certain things triggered by either adding data, doing something toe a file,
10:58
things of that processes have been done automatically to that. Data
11:03
on a workflow is created and processed on bit's very, very cool the way it works. So it just allows you spend less time on setting up work rather than actually making the work itself.
11:18
And then also, you can save time with self service tools for things like scheduling and task management. So
11:22
you can go onto someone's calendar, see when they're busy. When they're not click a button, it will set up a meeting that will pop up directly in teams at the time that you need. And then off you go. You know, it's very much a case of you don't need to spend ages talking to someone to arrange things you can just look see when they're available. And off you go
11:39
all right, analyzing your work. So let's have a quick look at this one.
11:43
So analysis within the marks or 365 environment is actually a I based, so they have to tours for these environments. They have my analytics,
11:54
Andi Workplace Analytics. So my analytics lets you see how you spend your time at work on, then suggests ways toe work, smarter things like cutting unproductive meeting time. Teoh getting a better work life balance.
12:11
It does this by looking at data about e mails, meetings, teams, calls,
12:16
chats as well as how you use Microsoft 365 as a whole. And it gives you this nice little break down here where you can see the meeting hours that you've attended. How many emails you've worked, All the average number of you know how many email hours you've done and then it gives you under here. The company average the number of focus hours. So it's kind of
12:35
how much you've actually focused on doing your work
12:39
and then after hours Have you been working after work? You know, company. Many companies have cottoned on to this in the last few years where before it used to be this work mentality of like, you know, work never stops. You need to put in the extra time. But nowadays, business is a very much keen on pushing the idea that you don't necessarily have to spend
12:58
your time out of hours
13:00
if the time in hours is used efficiently and that's where it kicks in. So there's my analytics. Then we have workplace and athletics. Now workplace analytics focuses on the organization rather than you. So my analytics is personal. Workplace analytics is business. So what place analytics is used to identify?
13:18
Collaboration patterns that impact things like productivity,
13:22
workforce effectiveness on employee engagement. And it helps you understand how your organization spends its time and how groups work together. This is generally mawr for managers and executive level staff like chief levels, perhaps to understand how they start for operating.
13:41
And when you understand how your organization works,
13:43
you can look for better efficiencies and best practices, and that's kind of where it kicks in. It allows you to see lots of different things, such as like the internal network sizing that we can see here on the screen. But up here, we've got a week in the life, so it gives you an idea of week in the life of your staff meetings, how they work and how they running
14:03
management and coaching up here.
14:05
And then we're on the networks and collaboration here so you can see here. It gives you lots of good information that allow to you to hopefully get more out of your business on hopefully make your lives easier for your staff. A swell.
14:18
All right, let's wrap it up Then, with a quick pop quiz,
14:20
there's pop the question on the screen. Get crackin so co authoring allows multiple authors to collaborate
14:30
on the same document in real time through word
14:33
Excel. On what other application? There were three applications. Remember eso? It doesn't work with any others as any three. So word excel. What was the 3rd 1 that actually works with co authoring?
14:48
Pause the video if you need to, then come back in a few seconds and we'll go through it
14:54
all right. If you said Power Point, you would be absolutely correct. Now the files themselves, for bonus points don't necessarily have to be in SharePoint. They can be in one drivers. Well, one drive. If you remember a while ago now, I actually mentioned that one. Drive. The foundations of one drive sits.
15:13
Sorry, I'm not the foundations. The the structure of one drive sits on top of the foundations of SharePoint. So without SharePoint, one drive doesn't function, so it can be in either one drive or SharePoint. So keep that in mind.
15:26
All right, let's summarize then. So in this video we have discussed what Microsoft calls the teamwork tool kit. Remember it was those five applications or five. No applications. How? Cabinet? Five foundational structures. Five foundations.
15:43
So they're kind of the pillars that make this work. We also discussed how much off? 365 runs, meetings and projects more effectively. So we're talking about the way that the collaboration works, Things like the co authoring. That was a major one that we went through.
16:00
Well, we also looked at the analytics tools and how to improve efficiency. So this was my analytics
16:08
analytics.
16:11
And then we had workplace
16:15
analytics as well.
16:18
So
16:18
those were the two that came in to try and get more out of the company and out of this stuff. So this one here was the personal one
16:27
on this one. Here was the organization which put Walk there.
16:33
All right.
16:33
Thank you very much for joining me in this video. I hope it's being informational for you on. I'd like to thank you for watching

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Microsoft 365 Fundamentals [MS-900]

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