Getting Started with Microsoft Teams 2026 | Full Tutorial

Hi everyone, welcome to Teachers Tech. I'm Jamie  and today we're going to master Microsoft Teams.    If you're getting started, Teams can feel  a little overwhelming. Is it a chat app?    Is it for meetings? Is it a Zoom? The answer is  it's your collaboration hub. To make this fun,   we're going to be managing a project for  Kronos Tours HQ, my fictional time travel   agency. We have a new mission to the Jurassic  period, and I need to organize my time agents,   Ashton and Kathy, to make sure  we don't get eaten by dinosaurs. We're going to cover everything from the absolute  basics of setting up your profile all the way to   using the new AI co-pilot features to save  you time. I've broken this video down into   eight modules so you can use the chapters below  to jump exactly where you need to. Let's get   started. First, let's understand what Teams is.   It isn't just a separate app. It's the connector   that ties together your Outlook calendar, your One  Drive files, and your SharePoint sites. When you   create a team, you're just not making a chat room.   You're creating a back-end site in SharePoint,   a group in Outlook, and a workspace here. Let's  look at the navigation rail on the far left.

This is your command center activity, the bell  icon, this is your news feed. If someone mentions   you or reacts to your post, it shows up here.   The chat icon, this is for private one-on-one   conversations. Think of this as your text message.   Teams, click the icon right below it. This is for   public project-based work. The number one mistake  beginners make is getting lost between these two   tabs. If you want to talk to, let's say, Ashton  privately, you can chat. If you want to post   an update for the whole Jurassic project, click  teams. Keeping these separate is a key in staying   organized. Let's move to the calendar. This syncs  with Outlook One Drive. You'll see the cloud icon   here. This replaces your old files button and  connects you to all your personal documents.    Now, if I move down one more, you can see I have  Copilot here. I like quick access to Copilot. So,   I pinned this app here. Now, if I rightclick on  it, you can see I could even move it up on my list   or unpin it. If I click on one drive now, it's  gone. But if I want to place C-Ilot back or add   a different app, if I click on these three dots,  you can see all the different ones I could look   for. Or I can simply put Copilot back. And if I  rightclick on it, I can go ahead and pin it again   so it will stay on this list. At the very bottom,  we have apps. And this is where we can search for   all the different apps that we could pin to here  to have easy access. The other thing I want to   point out, I'm using the Microsoft Teams desktop  version. I like this the best because I find it   has the most options, especially for meetings.   But if I was going to go ahead and just show you,   I can log in to my Microsoft 365 copilot account  or just go to office. com, log in. Once you log in,   if you go to all your apps, you can go to ahead  and go to Microsoft Teams and you're going to   notice that the experience is very similar. So,  you can see if I go to my teams, everything's   looking the same. The other thing you could try  is downloading the app on your mobile device,   and you're going to find a very similar experience  as well. Before we type a single thing, let's   talk about settings and ones you might want to  adjust. If I go up to the top right hand corner,   this is where I sign in. And you can see I'm  already signed in or I can sign out or I could   add other accounts to this as well and jump  in between. This is what I want to point out   right here. How do you want to be seen in your  team? Are you available to discuss things? Uh,   and if I click on this, you can see how quickly  you can just say, you know what, I'm busy. And   they're going to see this right here. So they'll  know not to contact you at that point or come back   later. But you have some different options here  that you can adjust. Now the other thing you might   want to set is are you in the office or working  remotely? They'll see this as well. And then if   we move down, we can also set a status message.   So you can see type the at to mention someone your   status and show when people are messaging you. So  just different ways to appear online to make your   day efficient. The other thing I want to point out  is these three little dots where it says settings   and more. I want to take a look at this. So, if I  go to settings, you'll see this is where you can   just have some general settings in here where you  could be opening content and team windows. Do you   want it in the main window or a new window?   And these are things you can play with. Same   thing with chats, main window, and new window.   So, when I go ahead and move to appearance,   some people like to work in dark mode. So, you  can see I'm set as classic. If I go to dark mode,   you can see how it adjusts everything in it. So,  you can go ahead and pick that. For this tutorial,   I'm just going to stay in the con this classic  one. And you can see for your reactions and   emojis, how you can pick different colors here.   Now, we have our chats and channels. And I want to   point out this. So, maybe on your teams, depending  on how it's defaulted, if I go combined here,   notice on the left, teams just disappeared. So, it  was right under chat before. But now if it is on   this, if I go to chat, now teams is inside chat.   So that's something I want to point out. If all a   sudden if yours default to this and you can't  figure out where your teams is, it could be right   here. So if I go back up to my settings again and  I can go back to my chats and channels. If you   want it separate, just go ahead and click on it.   And now teams is back. So you have some options to   adjust different things that you can just slide on  or off. And lastly, the thing I just want to point   out in all these settings is the notification and  activity. You can get overloaded with a lot of   uh sounds playing with different notifications.   If you're part of different teams, you might want   to go through and adjust these right through  here. Uh so you can see play sounds when I'm   busy in a meeting, play sounds with an incoming  calls, request to join. You can imagine how many   sounds this would uh be happening. So you can  still you can turn off the sounds, but you'll   still get display messages and you can pick where  do you want to see this display message come up   and the size of it. So those are some settings  I would take a look if I were you to adjust them   uh right before we get started. Before we go ahead  and create a brand new team, you probably noticed   that we're managing a team here called Kronos  Tours HQ. If you've been following the channel,   you know this is the fictional time travel agency  we built from scratch in my SharePoint masterass.    I'm using this example because it's important to  understand that Microsoft Teams is actually the   window in your SharePoint site. All the files  and list we use today are actually living in   the SharePoint back end. If I jump over to  my SharePoint site and go ahead and click   on documents, what you're going to see is all  the files that I have listed in Microsoft Teams   living here. And when I created this SharePoint  site, it created that teams that we're seeing   now. If you want to know exactly how we built this  internet site, including the travel request list,   and the news feed, I'll put a link to SharePoint  video right up here and in the description below.    It's the perfect companion to this course. Now  that we're set up, let's build a workspace for our

new mission. We're going to be planning Operation  Jurassic, and we need a new place for it. So,   I'm going to make sure that I'm under on teams  here. And if we move to the top right hand corner   of this panel and drop down, you can see we have  a couple different choices. I could join a team or   create a new team. And this is what I'm going to  choose here. First of all, let's give it the name   I mentioned, Operation Jurassic. Then we have an  option. Let's people to know what it is. I'm not   going to fill this out at this time. This is going  to be an important one right here. Team type. I'm   going to click on this private and then you'll see  I can change it. Do we want this to be private?    People need permission to join, public, anyone in  your organization can join or organizationwide.    Everyone in your organization automatically joins.   In my case, I want it to be private. And then I'm   going to be inviting some people to it. Now,  you're going to see this right here to name   the first channel. And I'm going to click on these  three dots. And you can see set name to general. I   could go ahead and call it a different channel,  but just to start off with, we're just going to   call this general. And at this point, all I have  to do is click create. So, they're giving me an   option now to add people to this. I can do it now  or later. So, let's go ahead and add Kathy here.    So, I'm going to add Kathy. And you can see I have  some choices. Is she a member or is she an owner?    I'm going to keep Kathy as a member. And I'm going  to add and then I'll show you another way how we   can add even after this point. All right, we have  our team created. You can see operation Jurassic   right here. We even have a general agent that was  created and it shows what it can do. I can handle   routine work so it can focus on top priorities,  create status reports, add assignment tasks,   schedule meetings, and share my knowledge. But  before we get to adding anything to this team,   I want to talk about some settings within this.   So I mentioned before we can add more people. So   we have more team options here. So if I go ahead  and click on this, I could either go to manage   team or add member. So if I click add member, it  jumps up here and I can type a person's name. So   I go to Ashton and keep him as a member and  I click add. So now he's been quickly added.    So, if I go back to this and this time I'm just  going to go manage team and I'm going to go over   to members. And you can see now I have members and  guest. I have Ashton and Kathy. I can go ahead and   remove people from here or change them. So, I  could remove or change if I wanted them to be   an owner. I can also add more members from here.   I'm going to go over to settings here. I wanted   to point out you can make adjustments to the name  of the team here. So I could go ahead and click   edit and I can even change the team picture.   So right now it's just OJ. So if I go ahead   and click change picture, I could upload. I could  grab something from a file that I've created and   I could hit save. So this becomes that little logo  instead of the OJ. You're going to see that right   in here. A couple other things I want to point  out here that are important ones depending on   how you want to manage your team. We have member  permissions. So, do we want members to create and   update channels? Allow members to create private  channels. You can see this list. So, if you want   to make sure to customize your team, who has what  uh permissions, go ahead and look through here to   adjust things the way you want. I'm just going  to go back and click on my general channel here.    Every team starts with a general channel. We could  have called it something else besides general,   but it always starts with one channel. If  I click the three little dots besides this,   this is going to be the channel option. So if I  click on it, I could go to edit channel. I could   go and give it a different name here and hit save.   You can see there's a little bit of layout change   I can make as well. If I click on these three  dots again, I can go to manage channel. And   this is where I could edit the name as well. But I  can also make some moderation changes here. So you   notice how I gave people member access and I was  the only one with owner access. You can see down   here I can make it so that only owners can post  messages. So I would be the only one to allowed   to post messages or I could change and select  se separate people. So you have some options   for moderation here as well as connectors. So do  take a look at the differences. So, if I click   on the team option, I have these options that  connect to the whole team. For this channel,   use it for big announcements, but we need more  structure. Think of the team as the house and   channels as the rooms. I'm going to click the  three dots right up here where I just showed you,   and I'm going to choose add channel. I'm going to  go ahead and give it a name, safety protocols. I'm   not going to worry with the description. And if  I drop down here, I'm just going to leave it as   standard so everybody on the team has access. I'm  going to keep the layout the same. And I'm also   going to click this recommend that people show  this channel in their channels list. I'm going to   go ahead and click create. Now you can see I have  safety protocols added. I'm going to go back this   time and add another channel. This time it's going  to be called budget and finance. Notice it doesn't   like that symbol. So, I'm going to change it to  end. Kathy handles the money and she doesn't want   Ashton seeing the budget. So, I'm just going to  keep this one private and I'm only going to invite   Kathy to this one. I'm going to go ahead and click  create. And this is where I can add Kathy to it. I   want to mention one other type of channel. I'm  not going to create it, but I just want you to   know what it does. So, if I go back to add channel  and let's say for an example, if it was going to   be a legal channel, maybe I needed to work with  external lawyers, what I could do is go shared.    So, this creates me a secure workspace within a  team that can be shared with specific individuals   or entire teams regardless of whether they belong  to the original team or even the organization.    So, I can take all the features of Microsoft  Teams and have meetings, maybe video calls,   all of these things with somebody shared from  outside the organization. Now, I'm just going   to go ahead and cancel this because I don't have  anybody externally to share this with. So, what

you're seeing here are two different accounts.   This on the left here is the account that I   was setting everything up with. This is my Jamie  account. And on the right, I logged in with a web   browser showing Ashton's account just so you can  see how the conversation happens. Now, I'm under   the general channel here, and I'm going to start a  communication. The biggest difference in Teams and   other apps is the threaded conversation. If I go  ahead and click on post in this channel, and I'm   going to go and give it a message, and it's going  to be, "Welcome to the Jurassic mission. Please   read the safety manual. " I could go ahead and add  a subject. And then I'm just going to call it JM   for Jurassic mission. And I'm going to click post.   Now over on the right, you can see that here's the   heading. Welcome to the Jurassic Mission. Please  read the safety manual. Now, let's pretend I'm   Ashton. I'm going to click reply in thread. And  I'm just going to put Reddit. And I'm going to   send it back. And you can see the response right  across. And I also got that notification bell.    And this goes back to do you want to hear that  all the time or go to the settings and turn that   off. But when I responded to Ashton as Ashton,  I didn't start a new post. I just did the reply.    If you start a new post to uh answer a question,  you break the thread. It makes things very hard   to read. So always hit reply. I want to point  out if I take a look at activity, you can see   the messaging that's happening from that team here  as well and even reply in the thread. You notice   by default I'm posting down here if you want this  to be up top. You can go over here. So we can go   see all new post at the top and then here is our  post. So depending on which way you like better,   I'm going to keep it at the bottom for my liking.   The other thing I wanted to point out is make sure   for channel notifications. I showed you the other  way already in the settings, but you can turn this   off. Notify me for all new post is off and you  have some options to follow all new threads. So,   just some other settings that you can do. Now,  here's the most important thing to understand   about posting. I have this tactical map right  here on my computer and I want to be able to   share it to the team. So I'm going to go to post  and channel and down and add this   as an attachment. So attach file. I can go from my  one drive and all the connections here or browse   teams and channels. I'm going to upload from this  device and I have it right here and I'm going to   give a message and I'm also going to give it a  subject and I'm going to click post. Now unlike   an email where the file is trapped in the message,  Teams has done something smart. If I go up and I'm   going to look in shared and I'm going to look in  the my shared folder here, I have maps. So right   here, so if I go and click on it, I can open up  this map. Teams automatically file this into the   library. So you never have to dig through old  chat threads to find it again. So now we've   set up our teams, but sometimes you need a quick  side conversation. This is what chat is for. So   we're going to click on chat. I'm going to go and  drop down here and click new message. I'm going to   choose Ashton because I don't want this directed  at Kathy. This one and I'm going to send this me   message. Did you remember the pack of flares? And  send it to him. Only Ashton is going to see this.    I can also start a group chat by adding Kathy to  this conversation. If I go up here, I can click   add. And this time I can go start a group chat and  I could go and add Kathy at this and go create.    Now it's the three of us. Now if I take a look at  Ashton's account, I can see he's being notified   of his chat. He has that blended view with teams  inside the chat combined into one. So if I go and   just click on this, you can see the conversation.   Did you remember to pack the flares? I'm going to   say you bet. And then just send that back. Now,  back under my account, if I'm under chat, make   sure you expand your chats because then you're  going to see between the group chat is here or   Ashton who just responded me with the private one.   People tend to treat chat like text messaging,   fast and sloppy. But for work, sometimes you  need clarity. Don't just hit enter. Choose this   A right here to show the formatting option. This  opens the rich text editor. Maybe I want to add a   subject line to this. Urgent equipment check.   And I'm just going to go ahead hit enter. And   I'll add another message. Ashton, please verify  the med kits. I could go ahead and bold verify.    And I could even make it stand out with maybe a  different color like this. If you wanted to add a   little bit more detail, you could add a bulleted  list or even a numbered list. This is going to   make sure that your message lands with authority.   And I'm going to hit send. Ashton's ignoring me. I   need to get his attention. I'm going to use an at  mention. I need to go down, start my message with   an at. You can see right away Ashton comes up.   I'm just in the chat with him. So, nobody else   is going to come up. So, I go ahead and select  Ashton there. You can see how it's highlighted   and I can give a message. I'm going to say, "Stop  ignoring me. " I'm going to send this. Now, he's   going to get a notification even if he has his  alerts turned down. You can also use at mention   a whole channel. If I go back over to Teams and  I'm going to go ahead and click reply in thread,   I could put an at in. I could go ahead and choose  the people or if I had a large team, if I started   typing general in, this is going to be the whole  channel if you really need to bug everyone. But   use that sparingly or people will mute you. Now,  here's a common scenario. Kathy just sent me a   message about the 1920s currency rates. It's  important, but I'm in the middle of recording   this video and I can't deal with it right now.   If I read it, I might forget it. So, I hover over   the message, click the three dots and choose save  this message for later. Later, when I have time,   I can go up to saved right here, and I'll have  my to-do list of messages. You can also use the   search bar up top. So, if I type in currency, you  can see it's going to find the message right here.    We just can't plan a Jurassic trip over chat. We  need a face- to-face briefing. So, I'm going to go

up top here where you see this little camera. I'm  going to drop down. Now, I could go ahead and meet   right now with my group, but I want to schedule a  meeting, and I want to make sure it's repeating in   a continuous fashion every week. So, I'm going to  hit schedule meeting. Let's go ahead and give this   a title, prejump briefing. I'm going to go ahead  and invite Ashton and Kathy. You see, as soon as   you start typing their names, they'll pop up as  part of the organization and part of the team.    I need to pick when this is going to be. I'm going  to say it's going to be starting this Friday and   we're going to start at 10 a. m. We'll just keep  it at a 30 minute meeting. You can see how we can   go to all day. Does it repeat? Yes. We're going to  say it repeats weekly. It gives me the start date,   repeat once a week. You can see how I can change  the date. And I'm going to say we're going to   end this in a couple months on this Friday in  March. And hit save. Now, here's another option   that you can have. You can see turning this on,  meeting invitations will be added to the personal   calendars of all channel members. I'm going to go  and select this. Is there a location where we're   meeting? I'm going to leave this one blank. This  is where I can give it some details. And I can   even attach an agenda. If you needed a little help  scheduling, you could go over to the scheduling   assistant and this will see how everybody's  schedules are matching to know when you can have   these meetings. Looks like everybody's clear for  me. I'm going to go ahead and click send. Notice   this even shows up in the team channel here under  general. Now I'm just over in Ashton's account.    Now you can see in the activity that I can see the  event has been added here. We can go ahead get the   details go through. If I want to RSVP, I'm going  to drop down. We can see uh where I can accept,   be tentative or decline or even write an email.   I'm going to go ahead and I'm going to leave   notify the organizer on. I'm going to accept  this. The other place I wanted to point out   inside the calendar here, you're also going to  see the prejump briefing here. If I click on it,   it's going to open up. I already did accept this  once here. Uh, but I'll click it again. And notice   it said I've already responded. If I need to make  any changes to this, I could go to my calendar and   edit it, or I can go right here. Notice we can  edit meeting details. If for some reason this   needed to change the time, let's say we need  to move it to 10:30 to 11, I can go and make   any changes or go and attach anything to this,  I can send the update. Then everybody's going to   get notified and they'll know when the new time is  taking place. And remember, this is going to be in   Microsoft Teams, and I'm going to go over how that  looks in a moment. So, we don't need to have a set   location for this. Let's go ahead and just close  out of this and we'll keep uh we'll just discard   everything the same. Okay,  let's say it's time for our meeting. And it looks   like I'm a little late. I can see Kathy and Ashton  are already in it. So, I'm going to go ahead and   click join. Now, this is the pre-screen setup.   This is where you can choose your camera. You can   see I already had mine selected. We can toggle it  on and off. A lot of times when you first start,   it's going to be off by uh default. And you can  choose your background. Do you want it to be   blur like I am? Or you could pick different  themes. If you didn't want to use a camera,   there's also avatars to this. So, I'm just going  to leave this here. Uh, computer audio. I can make   sure that everything's going to be using the right  ones. So, the microphone, the headphones. It looks   like everything's good. I can go ahead and click  join. Now, I can take a look around. I can see   Kathy's in here. And I can see Ashton's in here  as well. You can make some quick adjustments again   here to your mic or camera. If I just click the  camera, it turns it off. If I go over to the mic,   I can do the same thing. You can do your  uh drop down here and choose what speakers,   what microphones, or what camera you want to be  using. Now, you notice when I joined this meeting   here that uh we have notes opened up down the  side, and this is a great way to keep on top of   things that we need to accomplish in the meeting.   We can see that there's an agenda, meeting notes,   and follow-up task. If you don't want this open,  you can just click on and off up here to close the   notes and reopen them. But I can see already that  Kathy is inside this component and she's already   written agenda under the agenda written safety.   So, it's a great way to stay on track within the   meeting and you can keep adding things as you go  along. Take those notes. Another thing that you   might want to do is just have some chats beside  just talking back and forth in the video. Maybe   you're listening to somebody and you're going to  be sending uh messages back and forth. If you go   to chat here, uh this is where you can go ahead  and write what you would like and send messages   and everybody in the group uh will get it. You can  use the at if you'd like to direct it specifically   at somebody. And another great thing is you can go  ahead and add. So if you wanted to attach a file,   you can go ahead and do that. So maybe there's  a document somebody's talking about or maybe   you want to put a website that you're talking  about and you can put the link right in here.    Now if we go over to the people, I can see that  there's three participants in here right now.    I'm the organizer. If I hover over Ashton, I get  these three more options here. I can pin for him,   spotlight for everybody, and I can make an  attendee. If I do that, then they're going   to have less privileges. Right now I have it so  anybody could share their screen and do those   things. But I can also remove from the meeting  here as well. Some other options you have,   you can quickly raise your hand. So if I get  Kathy to raise her hand from her account,   you can see as soon as I click on it, I can  see Kathy has a question. For her to unra it,   she just has to go click it again and it will go  away. She can also react or anybody can react. So,   if I hit thumbs up, uh you will see that under my  face, it goes thumbs up. If I hit something under   Cathy's account. So, if we say uh she'll react to  uh something in her hands, use the hands clapping,   then that will go to hers. So, it's just  simple ways to communicate without having   to say anything, but to be indicating how you're  thinking about a certain thing a person has said.    We also can quickly change our views. So, you can  see I'm in gallery right now. We can go to speaker   where it's going to highlight whoever is going to  be the speaker of it. Uh if I go back to my view,   we have together mode which is a fun way if uh  this is a bad example, but if I in together mode,   it's going to take all of our different  faces and put them into different seats   in this case. So depending where we want, I  don't have my cameras on for everybody else,   so we don't have the different faces, but  if I had it, it would just put everybody   together and kind of just gives a different  feel to the group meeting. It works well for   uh large groups. I'm just going to go back to the  gallery. We have our controls here. You can see   how we enable the lobby or lock the meeting, allow  all participants to share screen. So, if I uncheck   these here, so if I go back to control now,  not everybody's going to have that ability. So,   this is where you can go ahead and uh control all  these things. So, if you don't want to have chat,   go ahead and uncheck it. Turn on the cameras. You  have all these different controls since I'm the   organizer of this meeting. If you need to make  breakout rooms, this is where you're going to do   this. So, you can go ahead and choose how many  breakout rooms you want. You can automatically   assign one person to each, manually assign people  to rooms, or let people choose their own rooms. I'm going to come back to Copilot when I talk  about that specifically within Microsoft Teams.    So, make sure you stay and watch that because  there's lot of features in Copilot that can   save you a lot of time. I want to show you some  other important features in the more here. Uh,   I am going to come back to this in a moment  with start recording and transcription.    I'll show you how to share your screen and we'll  do that. But the timer, if you need a timer,   sometimes meetings can get away for you from you.   So maybe you want to set a 10-minute timer for   something specific so you know when that's done,  you can move on to the next topic and everything's   controlled right within here. If I just go back  to the timer and click it on again, I can get   it rid of the view there. The other thing that  you can do is if we go to language and speech,   look at these options. So, if I go to show live  uh captions, there it is underneath of me. This   is happening in real time. So, this is a great  way where people can just be reading everything as   they go along. So, if you go back to it, you can  see the check marks here. I can check it off. If I   uh want to go back here one more time, I want to  point out this turn on the interpreter for me. So,   you can listen to the meeting and you can choose  the language. So, some powerful features right   inside Microsoft Teams to make sure that your  meetings go even more smoothly. All right,   let's say for this meeting I need to show the team  of a map of the Cretaceous period. I need to share   my screen. So, uh before I get started on this, I  want to make sure that we record this as well. So,   as I showed you before, we have record and  transcribe. So, uh if I go ahead and click that,   I'm just going to hit start recording right now.   And you can see that start recording. We can have   a spoken language. It's going to be English. Uh  choose what we want to record video and audio.    So I'm just going to do uh both on this case. Uh  so they can see the and map. I'm   going to click confirm. So start recording. Uh  this is let everybody know that they're going to   be included. So it's part of the privacy policy.   So if I go over to Cathy's Microsoft Teams,   I can see this is coming up. So recording and  transcription started by Jamie Ke. By attending   this meeting, you agree to be included. So that's  kind of what's going to be happening. Everybody   gets that message. So what I'm going to be sharing  to the team right now is going to be uh this map   right here. So I'm just opening up this. They  can't see this yet. This is just part of what   I'm showing you on top of my screen, but I want  to be able to share this. So this is just a file   opened now in a window opened now. So now if I  go over to here, I need to share. So I'm going to   hit share content. Now I want to point out a few  different things here. So if there's any sound,   so if you're sharing a website or video, you'll  want to include sound. I don't have any sound   in this, so I'm not going to go ahead and slide  this over. You notice that we have a few options   for presenter mode. We have content only. We can  turn on your camera to select this layout. Uh, I   can go ahead and choose some different options on  layout. So, it makes it uh makes it just a nicer   experience. I'm just going to keep my camera off  for this. And so, what's going to be the screen   that I share? Now, the one thing I want to point  out with a screen, it's going to share everything   on this screen. So, if I get an embarrassing email  notification, they'll see it. If I share a window,   that's different. It's only going to only share  that specific app. So, I want that window of the   map. So, if I click on a window, I can see  here it is right here. Here's the map. So,   I'm going to go ahead and click on this. And  this is what everybody is seeing right now. So,   let me move over to uh to Ashton's view to see  what he's seeing. So, here I am looking at it   as Ashton. I'm seeing this screen right now. It's  just the window that was opened up. It's not the   entire screen. Now, I'm going to show you a couple  other features when sharing screen that you need   to try. And the first one is going to be about  sharing a PowerPoint. A lot of times people would   use open up a PowerPoint and share the window  or the screen, but I want to show you a better   way. If I go to share and I'm going to move down  and you can see that I have this down here. So,   we have PowerPoint live and I have this one  already saved on my one drive. This PowerPoint,   I'm going to go ahead and open it up. So, you're  going to see right away that this is in presenter   mode. Everybody else doesn't see this. They'll  see the slide here, but they're not going to see   my notes. So, I could go ahead and start reading  my notes uh from here and moving slide to slide   here or slide to here. You can see how I  can change the grid for the view. And I have a few   more options here that I can adjust. Now, I want  to point out as you're showing different things,   you can use the markup tools. So maybe you want  to highlight something here or maybe I want to   circle something on a different slide. Um, as I go  through, these things will show up on the person's   view. In fact, I'm going to go over to Ashton's  right now so you can see what he's seeing. All   right, here I am looking at it as Ashton. Notice  he doesn't see all the different notes. He doesn't   see the presenter view. All he's seeing right now  is the markups and what slide I'm on. Ashton still   has the ability right now uh to go to other slides  to uh check this. So if I go back and forth on it,   notice it's always synced to presenter. So if they  do go check it out, if you want them if they click   on this right here, this will go back to the  slide that pres the presenter is on. So make   sure if you're presenting in Microsoft Teams with  PowerPoint, try the PowerPoint live right inside   Microsoft Teams. I think you're really going to  like this feature. Okay, now I'm just back in   my presenter view here. So I'm going to  stop my sharing. Uh if you wanted to pop out   into a different window, this is something that  you could try as well. So I'll stop my sharing,   stop presenting because the other thing I want to  point out is that they have a whiteboard available   so that you can work as a group collaboratively.   So if I go back to share and this time I'm going   to click on Microsoft whiteboard. So start  whiteboard. I already have one uh created,   so it's automatically going to be coming up in  here. But a whiteboard provides a place for you   to work together. So, I'm just going to go ahead  and mark this up a little bit. I'll take a pen   and I'll just draw some random things. I'll put  a note on here. I can move this around. I can   uh place things where I want. Let's add just  one of these. And there's lots of things from   uh different templates that you could use to  really make this quite a productive feature.    Now, as I'm adding this, I'm going to jump over to  Cathy's to show you what she's seeing. Actually,   I jumped over to Ashton's here. I can see that I'm  in it right where my mouse is. So,   if I go ahead, if I start h go ahead and write  something else. Maybe I'll mark up a few things   here. And so, you can see if I jump back over to  my view now in my teams, I can see the different   things that Ashton is adding to it. So gives this  true collaboration space. If you're not able to   meet all in the same place, you can use Microsoft  whiteboard right within Microsoft Teams to do all   of this brainstorming and collaborating all in  live time. If I go ahead and click on the home,   you're going to see the whiteboard gallery. So  this is where I can jump to different whiteboards   if you've already created different ones or I  can go and create a brand new one. And notice I'm   still sharing as we're going along. So they're  going to see this brand new one. All right. So   I've had this meeting running for a while. You can  see that I'm over an hour right now. And I think I   kind of want to leave. So I can just click here to  leave. But I do want to point out you can end the   meeting. So uh if other people were continuing,  but I just want to end this meeting for everybody.    So I'm going to click end meeting. You'll see  you'll get messaged. You'll end the meeting for   everyone. I'm going to click end. Now the meeting  stopped. I will show you now where you can watch   the recorded part that we did. You can see right  through here that we have a review summary. I can   click on it. It will give me a little bit of a  review uh summary here. But where I'm going to   go is just to the activity. And you can see that  we have our prejump briefing here. But this is the   video part that was recorded. There's 33 minutes.   Remember, I wasn't recording the whole meeting.    It was about halfway through when I actually hit  record before I was showing you everything else.    We have a transcript, an attendance here. So,  if I click on transcript and open this up,   and I'm just going to size this over so we can see  it a little bit better. You can see that we have   the video here. If I go ahead and play it. So,  start recording. Uh, this is let everybody know   that they're going to be So, that was the part  when I started recording and you heard me uh give   this talk about this. And down here we have the  transcript of all the things that I was talking   about here. So this is really going to help how  AI would sum up everything for you. And you can   see you can have AI summary right here. I can also  look at the content that was shared with this. So   this was the PowerPoint. These are the different  uh the different whiteboards that I had open.    Everything is right here that you can take a  look at and review. You can download the video.    I believe it is only going to be uh held for 120  days. So if you do want to make sure you have the   copy of it, I make sure you download it from here.   And you can also see there is delete option here   if you wanted to delete the transcript. So I'm  just going to close out of this. So it's very easy

uh to have everything just recorded and then  go back to the activity to see the meeting. If   somebody missed it, you can share it with them  and then they can view it again after. We're   inside our private operation Jurassic team. We've  already chatted about the map, but now we need to   work on the heavy documentation, specifically the  liability waiver that every time agent needs to   sign. So, where we're going to go is up top to  where it says shared. And we were here earlier.    You can see the map is already here. And now we  have our recording. So, if I go into this, here's   the video that we recorded and it's saved to  this here. So, everything's in this library. You   can see the breadcrumbs here. as you go back uh  steps, you can see all the different channels that   we have here. And if I go back into the general,  but now I need to upload a document to this spot   and I have it on my computer and I have upload  right here. I do want to point out right here I   can create new folders. I could go create a brand  new word document and type things out and it will   automatically get saved in here. If I was working  on a new PowerPoint, I could create it from right   here. And then when I create it from here, it's  going to be shared. Everybody in the team's going   to have that access. But for now, I need to go  to upload. I have a files on my computer. And we   have it right here. Here's the client waiver.   I'm going to go ahead and grab this and click   open. Here's the document that I just uploaded.   If I go over to Kathy's profile now, you can see   if I go to the same spot in the files, here it is.   here. If I click on it, I can open it up from her   account and I could start working on it. And I  can see at this point that I'm logged into it as   well. I have my Microsoft Word app open here. I'm  going to go to open. You'll notice that I can go   open this way. In a moment, I'll show you how to  save this way as well with a different document.    If I go to general, here's the client waiver. If  I open this up, I can see Kathy is online still.    So, let's do some co-authoring. I can see where  Kathy is right here. And this is where I am. And   maybe I want to make a comment. I'm just going  to go and highlight this. I'll make new comment.    And I can do an app mention. Remember how this  carries through. I know Kathy's in it right now,   but I'm just going to go ahead and paste this.   Strictly prohibited to prevent the butterfly   effect. I'm going to go ahead and hit send. And  look at this. I'm back over in Cathy's here. So,   I've clicked on the note. I can see that I've made  a note. Here is the note here. Strictly prohibited   to prevent the butterfly effect. So, what Kathy  and I are doing right now are co-authoring this   liability form. Here's something I want to point  out. I have Microsoft Excel open here with just   some demo estimate cost of our different travels.   So, I'm going to go up to file. I haven't saved   this yet. And this is overlooked a lot. If I  go to save as, look at the quick access. So,   here's the Kronos Tours HQ. the other teams  that I was showing you about. But we also have   Operation Jurassic. If I click on this, here  are my different channels. Where do I want to   save this? If I go into general, I can go ahead  and place it right here. So, I can make a new   folder if I wanted to. I need to give it a name.   We'll just call it estimated cost. And I'm going   to hit save. So, this if I'm working in an app,  it could be PowerPoint or Word or Excel like this   or others. I can save directly to that team. Now  I just jump back over to my Microsoft Teams here   and you can see here is estimated cost right in  here. Now here's a critical concept. These files   do not live in the teams app. Teams is just a  window because we created a team called Operation   Jurassic. Microsoft automatically created a  SharePoint site called Operation Jurassic to   store this data. If I click these three little  dots right here and move down where it says open   in SharePoint, now I can see the back end. And if  you're familiar with SharePoint, you can see how   everything is set up. But this is where the files  are stored. So, here's a common fear. What if I   come back to one of these files and I notice  somebody's deleted something? Uh, the paradox   prevention. Where's all this information? You can  use version history right inside Microsoft Teams.    I'm just going to close out of this and I'm going  to go back to my teams. If we go to more actions,   I'm just going to move down here. So, we can  see that we have version history right here. So,   when I click on that, it's going to show me who's  been working on it. And I can see I just opened   it up here. Here's where Ashton must have made  those changes. I'm going to go back to this one   here. So, I'm going to drop down. I'm going to go  restore. Now, if I open up my Microsoft Word, oh,   good. Everything is there. All I need to do now  is just click restore. And when I go back to it   next time and open it up, you're going to see that  those different points are added back to it. So,

right now, our Operation Jurassic team has chat  where we could have conversations in group or   private. We have the channel where we could post  and have threaded conversations. We have the file   library to share documents. And we even know how  to create a meeting that we could go through video   conferencing. But we need to do more to write a  complex mission. So we need to track who's doing   what. We don't just want to talk about the work.   We want to manage it. If we look up top here,   we have general, post, shared, notes, and we  also have this plus to add a tab. Now I'm going   to click on this. I can go ahead add a new page,  existing page. But this is what I'm interested   in the apps. So, when I look at this, I want to  place a planner in here. If this doesn't show up   right here, just go ahead and click uh type type  in planner right here, and this will come up. So,   I'm going to choose this. And all I have to do at  this time is click save. The first thing, and this   is very easy to work, you just have to create a  new plan because I don't have any existing plans   to add to it. So, I'm going to create new plan.   We can do basic plan with a project manager,   research report. We have these different  templates. I'm going to just make a simple   basic one here. I'm going to give it a name. This  is going to be called mission checklist. I want to   make sure everybody knows what they're doing.   I'm going to go ahead and click create. Now,   I want to create a bucket. So, we already have a  bucket, a to-do bucket. I'm going to just leave   this one here for now. I could go and change  the name of this one if I wanted to. I'm going   to go and create a brand new one. And I'm going to  call it pre-launch. And here is my bucket. Now I   get to add the task to it. So first of all, I want  Ashton to be able to calibrate the flux capacitor.    So I'm going to add the task. I'm going to give  it a name. I'm going to set a due date on it and   we'll make it for next Friday. I'm going to do the  assign and I'm going to give it to Ashton and add   task. Now we have this added. I want to point out  you can do some labeling. So if I wanted this to   just show differently, maybe I want this to be  orange, these labels will be applied to it. So   you could have different categories of things. Now  next I want to uh verify 1920 currencies. And this   was a Kathy task. So I'm going to go to this one.   I'm going to go verify the 1920s currency. Set the   due date. I'll make this next Saturday. Assign  to Kathy. And add task. And lastly, I just want   to add one more task for Ashton to do. And I want  him to pack the dinosaur repellent. I want to set   the due date. I'll do that. February 1st, assign  to Ashton, and add the task. What I really like   about this can view is that I can just simply  move these tasks into different buckets. So, I   could go and rename like I showed you or add more  buckets, and then I can take any of these cards,   and it depends on your workflow, and move them to  wherever I would like. You just hold and drag to   your where you want them. Now, we do have  different views if you just want this to look   more like a task view. You can go through and just  check them off this way. And you can even have it   associated with your calendar where you can look  at them. Click on the event and open it up. I'm   just going to keep it in this view here. Now,  the other thing I want to point out, if I click   on these, I can go and add more content to these.   So maybe if I wanted to make sure this is urgent,   uh you can see the progress here, but I'll let  Ashton make sure he picks that the start date   if any time there can be some notes. So I'm just  going to say to Ashton, get uh this done. And just   so he knows I'm in a hurry on this one, I'm going  to say show it on the card uh just by clicking   there. There's a checklist I could add if there  was uh you could go through a checklist and then   both people could be seeing where they are on that  checklist. And you could even add an attachment.    So once that's all done, if you go out of it, you  can see now I'm seeing it over here. We have the   due date and we know it's urgent. Let's see how  Ashton would go through and mark these off. And   this is what I really like about this. I don't  have to keep emailing Ashton uh to know where   he is. I can just come back to this mission  checklist planner here, find out where he is,   and watch how things get done. Back in Ashton's  Microsoft Teams here under the mission checklist,   I can look at this here. I can see, oh, dinosaur  repellent. I'm going to click and open this on as   Ashton. I'm going to say, you know what, this  one's in progress. Uh, the start date, time,   I'm not going to worry with that. Uh, the due  date, I can see everything's there, the notes,   and everything. I'm just going to leave it to  as that so that the person will know that it's   in progress. But this one over here, I'm gonna  just check this off. So, if I check this off,   that becomes a completed task. If I open it  up, you can see now it becomes crossed out.    When I move back over to my uh Microsoft Teams,  this is what I see. So, I can see that well,   this is in progress here. I could open it up to  see if he added any notes and I can see there's   a completed task here. This is a really great  way to manage your workflow working with Teams   inside Microsoft Teams. Now, imagine your Ashton.   Let's say he's in 10 different teams. So, he can't   go clicking into every single channel just to  find his to-do list. He doesn't have to. Now,   if we go to the far left rail, we're going to  click these three little dots here. And I can   see planner is already here. If it's not, you can  do a search for this. I'm just going to click on   it. And I'm also going to rightclick and pin  it. Now, this aggregates every task assigned   to you from every team in one single list called  the assigned to me. This is your command center   for the day. As you can see, I have my Microsoft  Teams on my mobile app open up and the experience   is quite similar. In the background, I have the  Microsoft Teams desktop app open and then my phone   uh beside it or in front of it. You can see  there's the chats, there's the teams and channels   and all the things across the top. If I go over  to Operation Jurassic and click on general, you'll   see all the different posts that we made inside of  here. Now something extra that I like what we can   do with using mobile app is connection to your  camera. So if I'm inside just the general and   I want to make a post I can go ahead and add a new  post and I'm just going to say pick. Let's say I'm   out on a mission and I happen to see a dinosaur  and I'm going to hit the plus and I'm going to go   to media this time and it will attach to my camera  or my photo library. I'm going to go to camera and   let's say I happen to see this dinosaur out there  and I just happen to be able to get a picture. You   can see I can also do video, but I'm just going  to take a quick snapshot. I can do some markup   or cropping. I'm not going to worry about it. I'm  just going to go ahead and click finish. I could   add a comment to it, but I just want to send it  back. And because I'm so excited to share it with   the team, so I'm just going to hit send. And right  away in the background, you can see on my desktop   app how that picture comes up right away. And  the team has access to see what's happening on my   latest travel event. Now, we've set up our teams,  our files, and our task. But here's the reality of

working with Operation Jurassic. It gets busy. I  have backto-back missions, and I can't read every   single message or attend every briefing. This is  where Microsoft Copilot changes the game. It's our   AI assistant built right into Teams. But before  we dive into the features, we need to clear up the   confusion about which license you actually need  because Microsoft has made this a little tricky.    There's two paid versions of Teams and there's two  different things. First, there's Teams Premium.    This gives you better security and stat static AI  summaries after a meeting, but does not give you   that thinking brain of AI. Second, there's the  co-pilot for Microsoft 365. This is the big one.    And this is what you need for the agents. The  ability to ask questions and writing tools to   use these features I'm showing you today like the  facilitator agent and the chat rewrite. You need   the full Copilot license. If you only have the  team's premium, you'll get the meeting summary,   but you can't chat with it. Okay, let's get  started with this first feature. First, a   quick note on security. Copilot can only see what  I have permission to see. It can't look at Cathy's   private payroll files because I don't have access  to them. It respects your existing permissions.    Let's say I've noticed this chaotic thread between  Ashton and Kathy and I missed this, but I don't   really feel like reading the whole thing. I'm just  going to open it all up. And as soon as I do that,   notice up top we have open copilot. I'm just  going to click on this. Once this opens up,   you can see I can start conversing with co-pilot  about this thread. So if I go summarize this   discussion and send this, I quickly get back  this summarization here that I can quickly read   through to understand the whole chain and the key  points of it. Then if I wanted to go even further,   I could go and ask another question or go one with  one of the suggested ones like pull out action   items. Another way we could use Copilot is over on  the left here. So you saw me pin this here and I'm   going to open this up. I'm just going to go ahead  and ask a question about what Kathy's up to. So,   I'm going to say, "What is Kathy up to? " And I'll  just type that in and send it off. So, look at the   results I get. And this information is public  based on the communication that we have here,   but it's summing it all up. So, what is Kathy  doing right now? Kathy was active in Operations   Jurassic about 20 minutes ago, helping manage  an urgent fence failure. So, as I go through,   you can see that message about the 1920s currency  rate. Here's her upcoming schedule. We have that   meeting coming up at 10 to 10:30. Recent email  activity, and we have files that she's worked   on or shared. So, all these things that you saw  Kathy and I and Ashton work on. We're seeing this   specifically asked around Kathy. So, we can really  dig into the organization to see what everybody's   up to. I'm going to go ahead and start a brand  new meeting here. So, I'm just going to click meet   now. And for the moment, I'm just going to make  sure my microphone is turned off. And I'm just   going to click on join now. And I'm going  to get Kathy to join as well as soon as it pops   up under her account and hit join. All right. So,  I have at least one other person in here. So, what   I'm going to be doing in a moment is I'm going to  read a script, but then I'm going to come back and   show you how Copilot works so that everything is  summed up. So, if I click on co-pilot, I'm going   to make sure I start this. And I'm muted right  now, so it's not listening to me at this point,   but I'm going to go ahead and click confirm. So,  now what happens is C-Pilot will open up right   here. And it's going to need a transcription, and  it's not going to hear me yet. So, I'm going to   stop it, do the script, and then we'll take  a look at what Copilot can do to recap. But,

I could be using, if I wanted to create an agenda,  I can be using a co-pilot as an assistant before.    so I can get it to put information together. But  I what I like is the recap for the meeting because   if I come in late, then I'll be able to get  caught up or ask questions with co-pilot with the   information that's happening. Let me record the  script and then we're going to come back. Okay,   I read my script. So, let's pretended like  I came to a meeting late. I'm like, "Oh no,   I missed everything. " So, I'm going to go recap  this meeting so far. And I'm just going to send   this off. And in a few seconds, I get this. So  here's a clear structure recap. So the meeting   so far I can see that there was a mission planning  orientation operation JRASIC. The tactical map was   reviewed. The grid currently showed low biological  activity. The team will no longer pursue the 1985   mission department responsibilities and even the  action items. So coming into a meeting late or   maybe I missed some things. I was chatting and I  or I completely missed it or I didn't understand   something. I can use co-pilot to help me sum this  up. And this the important thing this is just for   my view only. Other people that are part of this  meeting aren't going to see what I'm doing with   co-pilot. It's private for each of us. Another  way you can use co-pilot is inside any of these   messages. So if I was going to type something like  this, Ashton, you forgot the medkits again. Go get   them now or we're leaving you behind. That doesn't  sound too professional. If I go ahead and click on   rewrite with co-pilot, you can see the shortcut  alt a. I'm going to go and adjust this. I have   some options of rewrite, proof, read, or adjust.   I'm going to go and choose professional. Ashton,   it appears the bed kits were overlooked  again. Could you please retrieve them as   soon as possible so we can proceed with our plans?   I kind of like that. Let's go replace. So, now I   can go ahead and post this and things sound a lot  more professional. So, wherever you see that with   C-Pilot, use it to help. Right. Now, we've set up  the team, we've planned for the mission, and we've   managed the documents. To wrap up this class,  I want to show you the perfect team's workflow,   and then give you three golden rules to keep  your teams from turning into a chaotic mess. So,   how should you actually work every day? Let's look  at how we handled Operation Jurassic. It started   in chat when I noticed Ashton forgot the gear. I  didn't make a big public post. I used chat for the   quick private coordination. It moved to a meeting.   When we needed to discuss the landing zone map,   we scheduled a meeting so we could look at the  data together. It then became a task. We didn't   agree on a plan. We wanted the planner tab and  assigned the flux capacitor task to Ashton so   it wouldn't get forgotten. It finished in files.   We co-authored the waiver directly in the files   tab so everyone had the single source of the  truth. That's what the loop is. Chat, meet,   plan, co-author. If you stick to that, you'll  be miles ahead of most organizations. Finally,   here are my top three tips to survive  in Microsoft Teams. Rule number one,   avoid team sprawl. Don't create a new team  for every single project. If we had a team   for Operation Jurassic and another for Operation  Cretaceous and another for Operation 1985, it'd   be a nightmare. Instead, use channels. Keep your  house, the team, organized with different rooms,   the channels. Rule number two, protect your focus.   We talked about this in module one, but I'll say   it again. Tune your notifications. If every if you  leave every sound on, you'll hate this app in a   week. Be ruthless with your notification settings.   Rule number three, respect the channel. Don't post   memes in the safety protocols channel. Keep the  fun stuff in a general or dedicated water cooler   channel. If you clutter up the serious channel,  people will stop reading them and that's where   the mission fails. And that's our complete guide  to Microsoft Teams. Now, throughout this video,   you saw that we were saving files in SharePoint.   If you want to understand where those files   actually go and how to build a beautiful internet  site like the one we saw at the beginning,   you need to watch my SharePoint master class. I'll  make sure I put the link right down below. Thanks   for watching this week on Teachers Tech. I'll see  you next time with more tech tips and tutorials.