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Phase 3 - Teams for collaboration

This phase of the Microsoft 365 programme focused on the collaboration opportunities that Teams can provide you with. This work has now been completed.

Teams training event recordings

Our live collaboration events have now finished. If you missed a session or would like a recap of them you can watch the recordings below.

Communications and meetings

Use of Teams as a day-to-day communications platform, including meetings in Outlook and Teams.

Collaboration

How Teams can be used effectively as a shared workspace with colleagues and wider teams.

Document management

How to use OneDrive and manage personal documents, including how this works in Teams.

Teams management

How to manage your teams and channels, including adding members and creating new channels

FAQs

Below we have answered some of the questions that you asked at the training events. These are grouped in to a general section and then by the subjects of the training events.

General

Is there a support platform I can access?

We are currently developing a learning pathways platform to support you with the new collaboration functionality. This will be available early next year.

Is there a way I can search for posts by a specific member of staff or user?

Yes, there are a few options to help you find people, past messages and files, including a search function.

Microsoft support - search for messages

Is there a way I can work on a document but also have my Teams chats open?

Yes, select the ellipses (3 dots) next to the document and select Open in desktop app or Open in browser, to prevent your Teams window displaying the document.

You can also pop out your selected chat. Hover over the chat name and select the pop out icon or choose the ellipses and select Pop out chat to create a window specifically for that chat.

Communications and meetings

I have been invited to a meeting, but there is no option to join it?

Let the meeting organiser know they haven't set the meeting up as a Teams meeting.

The full process for setting up a team meeting via Outlook that links to Teams is detailed on our Set up a virtual meetingpage.

How can I manage my meetings effectively?

The meetings that display in Teams stay in sync with those in your Outlook calendar, so you are always viewing all of your scheduled meetings. Microsoft provide a useful video of how to view meeting details, respond and view participants.

Microsoft support - manage meetings

Can I arrange a Teams meeting for a regular group of contacts?

Yes, if you have a contact group set up in Outlook you can easily invite that group to a meeting. The step by step process is explained on the Microsoft website.

Microsoft support - send a meeting invite to a contact group

Will I be informed when a meeting is being recorded?

It is best etiquette for the chair or presenter of the meeting to advise all participants that the meeting will be recorded and explain why.

When consent is given, the chair or presenter selects start recording and a message appears at the top of everyone's screen to let them know the recording has started.

Someone who wasn't originally invited to my meeting now needs to present, how do I add them?

You can invite extra people to your original meeting invite before the meeting starts or you can call them in during the meeting. Both options are explained on the Microsoft support website.

Microsoft support - invite people to a meeting in Teams

If I have a large meeting with scheduled presenters, can a new presenter be added during the meeting?

Yes, you, as the meeting organiser, can give the new presenter control during the meeting. You will still have control and be able to take back control at any time.

How to do this is detailed on the Microsoft support website. Scroll down to the Give and take control of shared content section of the page below.

Microsoft support - share content in a Teams meeting

Can participants be invited in and out of the meeting if they only need to be involved at specific times?

Once you have scheduled a meeting, you as the organiser, can set up how participants join the meeting. This could be via a holding lobby for certain individuals so they can be brought in for certain parts of the meeting.

Microsoft support - change participant settings for a Teams meeting

Collaboration

Create and manage teams and channels
How do I create a team or channel?

We have provided guidance on how you create a team and the channels within it on our teams and channels page.

When creating a teams channel, does the owner only need to be named in the request?

Yes, only the owner details are required when making the request. When the team has been created the owner can add other owners and team members.

Once the team channel has been created, can a member of staff give ownership to other people?

Yes they can, but it is generally good practice to have a minimum of 2 owners of a team who are responsible for adding in new members of staff.

You can find out how to make someone an owner of a team on the Microsoft support website.

Microsoft support - make someone a team owner

If I manage multiple team channels, can I merge 2 previously created ones together?

No, there isn't an option to merge them. However you can add members from one team to the other manually.

Can I hide or delete old teams channels previously created?

Yes, there are a number of options to show, hide and delete channels including unpinning them from your pinned list. Only owners are able to delete channels.

Microsoft support - show, hide or pin a team or channel

Microsoft support - delete a channel

Collaboration with others
What's the difference between using attachments in a team channel and in a chat?

In a team channel, all attachments are saved to SharePoint and are accessible by all members of the team.

Using the chat function, all attachments are saved to OneDrive. This is more suitable for one-to-one sharing.

My team's work involves collaboration with external agencies. Can external collaboration be done in Teams?

Yes, if the external agency uses Teams you can collaborate with them in this way. Whether or not you choose to, is a service specific issue.

Can documents be shared with external people as well as council staff?

Yes, they can be shared externally. It is important, however, to make sure that documents are shared with the right people and the correct permissions are given.

Document management

General
I am only temporarily collaborating with others on a document, should I put this in files within a teams channel or on OneDrive?

Both have separate retention and deletion policies, which means the documents will be stored for different periods of time.

Teams is the best place to collaborate on documents as they are automatically deleted one year after they are last modified, preventing duplication and a build up of unwanted documents.

When a document has finished being collaborated on, should I keep it in Teams or in a shared drive?

Teams should be used for collaboration purposes only. Finished documents should always be saved into a system of record or on a shared drive. This depends on the service area's governance and information management protocols.

If I put a password on a sensitive document, can I share it with a specific person outside the council?

The key to sharing sensitive documents is to share them with the correct person in the first place.

The most common mistake which causes things to go wrong is incorrect email addresses. Passwords can be added but should only be added to documents when completely necessary, as this can create issues later down the line with access, if a staff member leaves for example.

If emails are marked correctly by using the protective marking scheme, documents will always be sent securely.

If my team uses documents and spreadsheets that are updated daily, and are currently stored on a shared drive, can they now upload them to OneDrive or Teams?

Yes, documents can be uploaded to OneDrive and Teams channels. However, please remember Teams is a collaboration tool and not for long term storage of documents.

There are various timescales on how long conversations and documents are stored within different areas of Teams. The new retention schedules are now in place and are available on our chat and teams and channels pages.

Teams recordings
How do I record a Teams meeting?

You can record Teams meetings to capture audio, video, and screen sharing activities. The recording happens in the cloud and is saved to your OneDrive so you can share it securely across the council.

You should only record a meeting if it necessary. Before you start recording a meeting you should tell the rest of the meeting participants that you are going to record the meeting and the reasons why.

Step by step instructions on how to start and stop recordings are available via the Microsoft support website.

Microsoft support - record a meeting in Teams

Where can I find my Teams recordings?

Where can I find my recordings

Once you have recorded a meeting it will appear in your OneDrive folder in your personal drive called Recordings.







You can also access your recordings via the OneDrive website by logging in with your East Riding email address and password. These are also stored in a folder called recordings.

Internal attendees will automatically be sent a link to be able to watch the recording back. External attendees will need to be given access by the meeting organiser.

Why are my Teams recordings now in OneDrive?

Microsoft are constantly reviewing the way that their products work and have determined that this is a better way to manage recordings.

How long can I access my recordings for?

Each recording will be available for 30 days in your 'Recordings' folder of OneDrive. After 30 days the recording will automatically be deleted.

Should I save my Teams recordings out of OneDrive?

If you have a genuine business reason for needing the information for longer than 30 days, you can save the recording out of OneDrive.

You should only do this if it is necessary. It is no different to the fact that you should only record the meeting in the first place, if you have a reason to do so.

Remember that information held and captured in Teams is subject to disclosure regimes such as, freedom of information and subject access requests (data protection).

What types of recordings can be made?

There are a wide range of meetings types available that can be recorded such as 1-2-1 or group calls with internal or external staff, scheduled or adhoc meetings. The Microsoft support website details where each type of recording goes and who has access depending on who selected the record button.

Microsoft support - permissions or role based access

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