Teams news summary of Microsoft Ignite

#MSIgnite, the Microsoft Ignite 2020 – did it again. The big and beautiful Microsoft tech and developer conference delivered again tons of announcements, news and information. In this post I am focusing on Microsoft Teams related news.. and I am not trying to list all of them but ones I see the most essential + a few picks from the roadmap that make sense in this context. There are some “old” news with updated schedules and then again I did left some out in purpose. And this is still a long post – If you are in a hurry check out news marked with 🌟 and come back later for the rest.

When there are new interesting announcements or additional information later I will update this article to include them as well. So please come back again.

As always, it is good to remember that roadmap dates are “best estimates for release product group can give today”. They are subject to change but they give idea when features can be expected to start the rollout. For currently known estimated schedules (23rd of September) I listed all roadmap dates to a summary blog post to make it easier to have a one-glance view when these can be expected to be available for users.

Of course one important link to keep on checking is the M365 roadmap for Microsoft Teams in development and rolling out features – including several of these: https://www.microsoft.com/en-us/microsoft-365/roadmap?filters=In%20development%2CRolling%20out%2CMicrosoft%20Teams

Microsoft Ignite Books of News can be found here: https://news.microsoft.com/ignite-2020-book-of-news/ for all announcements in Microsoft Ignite 2020

🌟Microsoft Teams will support teams up to 25k members later this year! I just leave that there because it will be enable the use of Teams in larger organizations than before – without a need to break the organization to smaller teams. Thinking about other releases like PowerApps for Teams, Pinned posts, Home Site App and others it enables to use Teams as a platform – or ‘operating system’ for daily info work. In some organizations this will lead Teams to be the main internal social media when team structure (channels, context, tabs, apps, use of business processes) is built smart and lasting way.

🌟Together Mode was a success when it emerged during the summer. It has helped to fight the meeting fatigue already since it is refreshing and I can see everyone at one glance. On top of that it can be also fun since you can high-five your friends and useful since raising your real a hand is very nicely visible in the Together mode. Now this gets better since it gets new screens: new auditorium, conference rooms or and even a coffee shop. Together mode will also be enhanced with a feature that automatically scale and center participants in their virtual seats, regardless of how close or far they are from their camera. Release schedule is later this year.

🌟The other greatly anticipated features was been real Breakout Rooms and they are coming out really soon: October!

Breakout Rooms allows meeting organizer (the one who created the calendar invitation) to split meeting participants into smaller groups by creating breakout rooms. Teams can distribute attendees automatically to rooms. The organizer can then start rooms and visit any one of those or make announcements that reach out every room. When rooms are closed all attendees are returned to the main room.

🌟Custom Layouts make meetings look better via enabling dynamic experience. Presenters can enable different views where both video and content are visible at the same time – including overlaying video on content or prioritizing video while moving content box to a corner. For example, they can choose for participants to see the presenter’s video feed transposed onto the foreground of the content being presented on screen. This feature uses the same AI segmentation technology employed by background blur and Together mode.

This makes it possible to create more versatile and interesting presentations with just Microsoft Teams – without having to use other tools, like OBS Studio for example, to manage the stage. Custom Layouts are coming later this year.

🌟Meeting Spotlight is already rolling out to tenants! Spotlight allows a presenter to choose the video camera that is shown to all attendees. This differs from “Pin camera” in a way that pin camera was a personal setting while Spotlight affects all attendees.

🌟Create tasks from chat and channels, will available in the next few weeks. This feature has been awaited since Microsoft To Do came out. It allows to create tasks right from any Teams chat or channel conversation. Select More options on a Teams message to choose Create task and track in the Tasks app.

🌟Customizable Praise badges, now rolling out, enable organizations to customize employee praises with custom branding. Admins can customize Praise in Teams Admin Center

🌟Meeting Recap brings post-meeting experience to the new level by bringing in together all relevant meeting information like the recording, chat, shared files and for example transcript in the details tab. You can also download attendance report from this screen.  Live captions with speaker attribution is now rolling out and will be also part of the meeting recap. Enabling the meeting transcription is a great way to automate note taking – when the meeting is in English.

Meeting recap is coming this year.

🌟What is also change is how meeting recording is stored and managed. In the future (scheduled to be released later this year) meeting recordings will be stored in OneDrive or SharePoint site. This enables to manage recordings just like any other file allowing permissions and sharing (external sharing! Hooray!) , retention policies, governance, immediate recording availability right at the meeting end much more. Since recordings will be files in OneDrive/SharePoint they are also included in the search.

Large meeting support is a bit of old news already but we got more details out. The Teams meetings supporting 1000 interactive participants is coming by end of this year. And meetings exceeding 300 interactive users can scale to support 20 000 participants in a view-only mode with live captions. This overflow meetings is rolling out soon . Both these capabilities are included only with Advanced Communications add-on.

🌟Registration and engagement reporting, in other words webinar support, is coming to Teams! This includes new attendee registration process with automated emails and it will make it really easy to organize webinars and events when this rolls out! It also includes a reporting dashboard to post-meeting insights and attendee engagement analysis.

Also the Q&A is included in the attendance report.

Scheduled for release this year.

Teams Templates are now rolling out! This updates the team creation experience and allows Teams admins to manage templates & their structure that are available in the organization by defining channels and apps. New templates can be created by selecting an existing template or building a new from the scratch.

Info Pane emerged earlier this autumn but now Pin Posts and the New Conversation button are rolling out to Teams. The New Conversation should reduce the number of accidentally created new threads when users see better the difference between reply and creating  a new thread. Pinning posts allows to attach specific posts to the info pane so they can be easily opened later and important information (like vacation list or after-work activities or even project information ) is not lost when the channel has active conversation. To take fully advantage of pinned posts the info pane should be open – but it is just a touch of the button to open or close it so as usual: make Teams to suit your needs and don’t be ok with defaults!

This month also sees the rollout of Suggested replies on Teams mobile. AI will create and suggest short responses based on the context of previous message.

🌟The Teams Search is dead! Long live Microsoft Search for Teams! We all had our difficulties and anger moments with Teams search (while it did grow to be better and usable during years) but that will be soon a thing of the past when the new Microsoft Search is released to Teams later this year. This allows a better and more smart searching experience. When using Microsoft Search from Teams it is focusing on Teams vertical only. But that is not all – you will be able to search Teams (& Yammer) conversations from SharePoint (Conversations-vertical)! This is a small step for… No. Let’s rephrase: This is a giant leap for both users and Teams.

🌟SharePoint Home Site App for Teams will connect your SharePoint Home site / intranet to Teams! Unlike those versions done with App Studio “Teams-ready solution” this app fully supports navigation in SharePoint sites. And that is big because organizations can start using Intranet from within Teams – and they can use it via browser as well. This truly makes Microsoft Teams ❤SharePoint and they are #bettertogether. One giant leap to users and towards using Teams as the primary operating system for work. And yes, it is fully branded as well! Coming later this year.

🌟Insights app in Teams (Wellbeing and productivity) is coming to Teams starting in October. It will get new features like virtual commute and integrations with apps like emotional check-in experience during first half of 2021. Visit https://Aka.ms/ProductivityAndWellbeing  to learn more.

Yammer notifications will come to Teams activity feed when you are using Yammer Communities app. This way you will get Yammer notifications even when you Yammer app is not open. On top of notifications Teams users can search for Yammer conversations using Teams search bar!

Tagging by shift allows Teams messages to be targeted to recipient groups based on their role (tags) and the shift they are working – such as tagging or sending a message to every nurse, doctor or security personnel on duty. Users are automatically assigned to tags based on their Shifts app schedule. Rolling out in November.

Walkie-Talkie is now available on Android.

🌟Off-Shift access controls, rolling out in October, will let admins to configure Teams to alert employees when they accessing Teams app on their personal device outside of working hours.

Microsoft Teams Rooms (MTR) is getting a Meeting room capacity notifications warning message. MTR Analyzes data using meeting room cameras to count the number of people in the room and if the count exceeds the capacity defined for the room by admin a warning message is displayed.

Coming soon: Coordinated meetings with Teams Room and Surface Hub using proximity or one-touch join this enables both devices join the meeting simultaneously with Teams Rooms running audio and video, while Surface Hub is automatically muted to avoid any distracting feedback. During the meeting Teams Room is used to show attendees in the meeting gallery, while the Surface Hub is used to show content or to conduct a collaborative whiteboarding session.

Another coming soon for in-room participants will be able to control Teams Room and collaboration bar devices using the Teams mobile app. The new room remote experience enables users to mute and unmute the room, adjust audio volume, turn cameras on and off, and exit the meeting. Wireless casting will be enabled to any Teams Room, collaboration bar, and Surface Hub. Beginning later this year, voice assistance will be enabled for Microsoft Teams Room devices, allowing in-room participants , in US, to ask Cortana to join and leave a meeting, and add a phone number or participant from the address book to a meeting. Read more from Meeting Room Experiences blog!

Intelligent speakers were also shown in demo sessions with mention they can identify who is speaking in the room and that information is used in Live Captions/meeting transcription to speaker attribution. Currently there isn’t much information available about these devices.

Microsoft Teams Panels is a new category of devices for Teams but we have seen similar panels from other vendors to be used with different solutions: these can be mounted outside a meeting room to easily view upcoming reservations, see availability or to reserve the space for example. Building Floor plan is a catchy new feature there to help booking a another space in the office using “Nearby rooms” feature to find a empty room.

This is expected to pair with Teams Room device but it will work standalone as well with ordinary meeting rooms. First panels will come out from Crestron and Yealink early next year.

🌟To help you get started with transforming your meetings rooms, Microsoft, with support from specialized meeting room partners (like Sulava https://sulava.com – my employer! ), can help qualifying customers deploy two Microsoft Teams Rooms at no additional charge. Customers can learn more at rooms.microsoft.com or be in touch with us at Sulava directly. Beginning October 1st Teams Rooms will be added to the FastTrack benefits!

There are also lots of improvements to Teams Calling experience. First one is the upgrade to new Calling view and Collaborative Calling that connects a call queue to a channel in Teams. Users can work at the channel while taking calls in the queue.

Admin and Development news and announcements

Bulk policy assignment allows admins to apply policies in batched of up to 50K users.

Line-Of-Business (LOB) Teams app catalog with organizational branding.

🌟Enterprises want also keep the data secure. Customer Key support is coming to Microsoft Teams as well. It is similar to what is already in Exchange Online, SharePoint Online and OneDrive: adding a layer of encryption with organization’s own keys when data is at rest in Microsoft datacenters. Public preview starts at the end of this year.

Microsoft Graph API for Teams Data-Loss-Prevention (DLP) is rolling out. This allows developers to build apps that can listen to Teams messages in near-real time to enable DLP scenario implementations and it also allows applying DLP actions to Teams messages.

🌟Microsoft Graph API for Teams Export allows the export of Teams messages (1:1 and group chat) along with attachments like file links & stickers, emojis, GIFS and user at-mentions. API also supports polling daily Teams messages and allows archiving of deleted messages up to 30 days. This should help with various archiving scenarios.

Resource-Specific Consent (RSC) team owners are empowered to install an RSC-enabled app for their specific team and restrict the app’s scope and access to data to only that one team, without needing the global IT admin to provision access. RSC allows apps to create, rename and delete channels; read channel messages; create tabs; and read team membership and settings. RSC are now available on the Graph API beta and will become generally available soon.

Single sign-on (SSO) through Azure Active Directory for Teams apps. Developers can build their apps to sign-in their users using the same account they are using to sign into Microsoft Teams. SSO support for tabs is generally available and support for bots and messaging extensions are coming soon.

Updates to Adaptive Cards for Microsoft Teams include design improvements, universal actions and cards, contextual views, and security & compliance. Design improvements include full-width cards, information masking, and incoming webhook support. Microsoft 365 Security & Compliance capabilities are extended to Adaptive cards, including eDiscovery and information protection & governance. Coming soon / this year.

🌟Meetings extensibility with apps in meetings will allow developers be able to integrate their apps into Teams meetings and create scenarios that have deep awareness of the meeting context — including roster, roles, and permissions. I will explore this further because it enables to integrate meetings to be part of business processes via apps and also connect meetings to a context like customer, project or person in a new way. This will bring meetings to the next level in the experience that benefits from these capabilities. Great apps to integrate with meetings are, for example, polls – yes Polls!, CRM or human resources (interviews).  Generally available in October and there are more than 20 launch partners who have been integrating their apps to these new extensibility points already.

Read more from the blog post.

Power Platform in Teams highlights

🌟Power Apps and Power Virtual Agents are coming! Now in public preview, generally available release is estimated to roll out at the end of the year. These will include embedded Power Apps and Bot creation studios inside Teams. During spring 2020,when I started to discover amazing capabilities of Power Virtual Agents, I didn’t think that the intelligent conversational bot creation would become possible from within Teams! But of course the ability to create Power Apps, with relational datastores with rich data types, from Teams is even more important to businesses. Better together applies in this as well. And these solutions can be published to Teams app store to be used off the shelf or customized to specific needs. And the sugar on the top: Power Virtual Agent bots can identify the user who is interacting with them and thus allows personalized and user-context dialogue and actions.

With Power Apps for Teams it is possible to create innovative apps that interact with team in channel.

Read more from Power Apps blog post!

The new Power Automate app for Teams, coming later this year, is a rebranded and enhanced Flow app. It offers an enhanced set of templates to automate work in Teams, along with a new designer  experience that makes it even easier to get started building. Additionally, we will be rolling out new ways to automate work, including actions like creating a Teams meeting, as well as additional entry points such as message extensions and message actions.

And looks at these new Power Platform logos!

And it looks like the team has had some fun too! 😍😎😊

Approvals in Microsoft Teams via Power Automate will become generally available during October. This is great since it allows creation of approval processes based on a team and not a single person (who is often a bottle-neck).

Enhancements to the Power Bl App for Teams will make it easier to use and review Power BI data from Microsoft Teams. The new app rolls out by the end of year.

Something missing?

Read more from Microsoft TeamsPower Apps and other Microsoft blogs.

+ Virtual Hub

And there is always something more. This time it is the reminder to go ahead and visit the Virtual Hub!

This is the place where you can keep on learning and enjoying Microsoft Ignite for more. It is not just about Microsoft Teams but about all things Microsoft 365.

This blog was originally posted at My Teams & Office 365 Day



Vesku on toiminut yli 20 vuoden ajan erilaisissa asiantuntija-, konsultointi- ja valmennustehtävissä. Hän on Microsoft MVP (Most Valuable Professional). Vesku on erikoistunut Office 365:n ja Microsoft Teamsin tarjoamiin modernin työn ratkaisuihin, mutta kokemusta löytyy monista erilaisista toimialoista ja teknologioista.

Get ready to travel the Microsoft Teams Road at Microsoft Ignite

The big big conference is just around the corner! Beginning in just TWO days it will be two days of exciting news, knowledge, keynotes, overviews and deep-dive sessions along with loads of interaction and community activities. Since #MSIgnite is virtual and free to attend this year (we all know why) Microsoft has taken extra steps to bring in more interactivity via Table Talk-sessions and Tech Community forum. There is also digital swag that can be enjoyed and used!

In this blog post I will focus the #MSIgnite : first on sessions and activities I am taking part of and then mostly on Teams-side to point out useful Teams references to you. If you haven’t registered yet then make it so as soon as possible and start building your Microsoft Ignite schedule: https://myignite.microsoft.com

My speaking and activities at Microsoft Ignite

This year community takes part of Ignite in various ways, but there isn’t any traditional “MVP and MCT lead sessions” this year. But looking the number of awesome community driven events happening around the globe you can hook into those by attending online conferences. For example #TeamsFest has 85 sessions with over 90 speakers from Microsoft and big number of MVPs as well. #TeamsFest happens on 7th of October in CEST timezone but early morning start enables people from APAC (or night owls in US) to join and at the late afternoon – end of day it will be morning in US. Check for more info at https://euroteamsug.com/teamsfest

Back to the topic at hand:

I will be doing two Table Talks with other MVPs and Microsoft speakers at Microsoft Ignite. You can sign up to them both from: https://myignite.microsoft.com/speaker/e0a2de62-1ac0-4ded-b944-a178b9aa94fc

Table Topics are interactive panel discussion sessions and audience is encouraged to participate (yes, it is a Teams Meeting, capping with 300 participants) with questions and sharing their experiences! While the actual session is short (30 minutes) it is combined with Table Talk topics at Tech Community forum tables allowing audience to interact with speakers before and after the session – making these truly interactive way and one of the best ways to engage audience with speakers in a virtual conference. And personally I love this concept because it is how Teams Meetings should be done as in intelligent meeting lifecycle: pre, during and after meeting collaboration.

Microsoft 365 App Developers and Power Platform Community Meet-up

Meet people from the Microsoft 365 Developer and Power Platform communities to explore what you can do with our powers combined! Unmute yourself, turn your camera on – No presentations here! Your community peers will lead a discussion to help you uncover helpful tips on Microsoft Graph, Power Automate, SPFx, Azure Functions, Auth and more!

Join the Microsoft 365 Community Table (https://aka.ms/TableTopic/Microsoft365) ahead of time so we can address your questions.

Running Community Events in an Online World

Meet and share stories with fellow attendees in an open discussion using Teams Meetings about running online community events. Unmute yourself, turn your camera on – No presentations here! Your community peers will lead a discussion about topics such as running online events using Microsoft Teams, finding ways to interact with your virtual audience, best practices for accessible online events.

Join the ‘Community Best Practices & Leadership’ Community Table https://aka.ms/TableTopic/Community on the Tech Community ahead of time to catch up on the conversation beforehand.

Be prepared for chat and a fun interactive discussion!

Ask the Experts -sessions “Microsoft Teams Virtual Booths”

This is a list of confirmed Ask the Expert sessions where I am participating as a Subject Matter Expert. go ahead and add these to your Ignite schedule and hit us with questions! These sessions are kind of virtual Microsoft Teams booths. Last year I had lots of fun being at Teams booths and talking with people, helping them out and also learning myself something new as well. Don’t miss these ATEs!

Needless to say, but I say it anyway, that I am extremely honored and proud to be involved with Microsoft Ignite via Table Talks and ATE-sessions (virtual booth a so much better name for these).

Microsoft Teams at #MSIgnite

First the fun part: Microsoft Teams Virtual Photo Booth! You don’t want miss this one – you can create your own photo booth image by tuning your selfie with lots of fun stickers on top of it!

Go ahead and create your own at https://aka.ms/TeamsPhotoBooth!

Guide to Microsoft Teams at Microsoft Ignite 2020: https://aka.ms/TeamsIgniteGuide

Key sessions you don’t want to miss are:

This picks are directly from Teams Sessions Brochure that includes all Microsoft Teams related sessions (and there are many of them!) https://aka.ms/TeamsSessions

Don’t also miss to check Patch & Switch Unofficial End User Guide to Ignitehttps://buff.ly/3gYLO5G before the event. It is especially guided towards those who are attending digital Microsoft Ignite the first time.

Excited? YES!

I am as excited about Microsoft Ignite 2020 as much as I was when I attended Ignite 2019. This year is different but also it opens up lots of new possibilities to interact with the audience. No, it is not the same as meeting face-to-face but it should not be the purpose either. Digital / virtual world has it’s own strengths and superpowers and it should not try to replicate face-to-face world 1:1, instead – just like with Microsoft Teams – think about the goal and why so you can create a digital version of it. Just like in Digital Transformation: rethink and create a better version than what was in the real world earlier.

This year’s Microsoft Ignite is different since it allows a lot more people to attend the event around the world since the event is free and there is no need for traveling nor think about the cost of attending: inclusive. All key sessions are live for three times to include different timezones as well! This is great news for us not in US – we don’t have stay away all night.

Let’s meet at the Microsoft Ignite virtually! See you in Tech Community and in sessions! And don’t forget hashtags #MSIgnite and #MicrosoftTeams when you are posting something to social media! I will be mostly active in Twitter – see you there!



Vesku on toiminut yli 20 vuoden ajan erilaisissa asiantuntija-, konsultointi- ja valmennustehtävissä. Hän on Microsoft MVP (Most Valuable Professional). Vesku on erikoistunut Office 365:n ja Microsoft Teamsin tarjoamiin modernin työn ratkaisuihin, mutta kokemusta löytyy monista erilaisista toimialoista ja teknologioista.

Power Virtual Agents & You: Integrating Bots Into Microsoft Teams Without Coding

Applications built into Microsoft Teams make it the Hub for Work by delivering integrated experiences to users using a unified canvas. Teams apps can empower your business, office, and firstline workers by letting them take advantage of your backend systems all from the palm of their hand.

Teams Application Templates and Power Virtual Agents have the power to extend Teams with bots quickly. You can integrate App Template bots into a production in a matter of hours, and Power Virtual Agents are even faster than that with a simple conversation flow.

When working in a real-world situation, you always do the first tests and proofs in a development or testing environment. It’s here where you can see what value you will get from the app/bot and how well it fits the needs in your organization. The key here is that you can start your bot Proof-Of-Concept (POC) in a matter of hours!

How can you extend Teams with these apps?

First, it’s important to state that bots are apps as well. They’re just more conversational in their nature than, say, sending a message via Teams to every user in your organization.

Apps extend Teams in several ways including:

  • Tab applications (like PowerBI reports or SharePoint pages in a channel tab)
  • Message Extensions (like Praise or Stream)
  • Message Actions (like creating a Polly poll based on a single message)
  • Notifications from various apps. Instead of checking the app every ten minutes, you can act the moment you get the notification.
  • Bringing apps to Teams. PowerApps can be brought into Teams without changes, SharePoint web parts (SPFx) can be added to Teams as apps with minor changes.
  • Having bots you can use in a conversational way (and that can be made richer and more interactive with adaptive cards)

Some uses for bots in various organizations include:

  • FAQs. These can save your organization time and help you get answers without involving IT in the process
  • Several forms (IT support/team/travel/day off and various other requests)
  • Inquiring information from the back end (available vacation days/saldo hours, updating personal information, etc.
  • Reporting leads, getting customer or project information, reporting hours, asking for assistance, and so on

As can be seen, bots are very versatile and can be used in many processes. Instead of filling out a plain form, bots let you answer questions interactively. On the one hand, these bots already work with mobile Teams. On the other hand, trying to fit just any form into a bot conversation won’t do; some just don’t work properly. Instead of trying to recreate your current processes 1:1 in Teams, reconsider what’s essential and how the process would be best supported by Teams bots (or other platform capabilities).

What Are Teams Application Template Bots?

These bots are production-ready packages you can deploy and start using in your Teams. They use several Azure resources, so you need to have enough permissions to spin up resources and a suitable subscription when you are doing the deployment.

All application templates are open-source and come with source code that you can download, edit, and utilize even more. This way you can also check the application internals if your organization requires a review process. There’s also information in each apps’ architecture and even cost estimates.

There are several benefits you get from application templates:

  • They make it easy to get started. You don’t have to be a developer to deploy these.
  • You get more understanding of how to utilize Teams as an app platform.
  • If POC/test/pilot proves that these apps match your needs, you can deploy them to your production
  • For developers they serve as a kickstart and example code of what utilizing several different Teams app capabilities can do

Power Virtual Agents

If you thought it was fast to get started with Teams bots using Application Templates then you’ve seen nothing yet!

The new cool player in town is Power Virtual Agents. These agents come in a package that has it all: the platform, AI, machine learning, integrations, and a design canvas. With Power Virtual Agents you can create versatile conversational bots without any code or understanding of machine learning/AI, and you can even connect them to business processes without being a developer with a coding background. Power Automate can be used to extend conversational processes, and with this #lowcode platform you can use resources and do actions both in and out of Office 365.

When you sign up for a new Power Virtual Agent service it only takes about 15 minutes for you to get an example bot in place. Modifying example topics/setup to suit your immediate needs can be done in just minutes. Of course, it often takes a lot longer since the process is iterative and you rarely have the design done in advance. If you just have some simple Q&A questions it doesn’t take a long time, but businesses typically have larger needs.

What is especially great about PVAs is their language understanding (limited to English at this point). You don’t have to define topics for every possible variation—instead, the PVA platform will try to figure out what you meant and pick paths based on that. It has proven to be rather useful in my experiments, and it’s easy to edit these topics later as well. And yes, this is done without any coding in a visual design canvas.

Power Virtual Agents are the new “superpower” answering to quickly changing or rising needs. Combining the conversational AI “magic” with Power Automate allows power users and citizen developers to digitalize conversational processes super quickly.

Do not wait but get started with these #nocode #locode Application Template & Power Virtual Agent bots!

.. they are not scary at all!

If you are interested to learn more on the subject, a longer version of this post can be found here



Vesku on toiminut yli 20 vuoden ajan erilaisissa asiantuntija-, konsultointi- ja valmennustehtävissä. Hän on Microsoft MVP (Most Valuable Professional). Vesku on erikoistunut Office 365:n ja Microsoft Teamsin tarjoamiin modernin työn ratkaisuihin, mutta kokemusta löytyy monista erilaisista toimialoista ja teknologioista.

How to use Whiteboard efficiently in Teams meetings

When you need to collaborate in more visual way with your team, you want to take a look at Microsoft Whiteboard that is automatically available with every Teams meeting. Whiteboard is also a great meeting notes tool since you can write, ink and paste content to it. Not everyone knows what Whiteboard is capable of. You could be the Whiteboard Champion to guide people how to use this tool the best way.

Whiteboard can be used by several people at the same time. It is a true teamwork collaboration tool just like OneNote, Word, Excel or PowerPoint (& others) in the Office 365 toolbox. Co-authoring is very important, since it allows multiple people to enter their ideas, votes and creations to the same canvas at the same time. And it is inclusive since everyone sees the changes every other person did.

Whiteboard ruler

 

Whiteboard or OneNote?

If your collaboration is more text-based I advise to use OneNote. For more visual needs, free form planning or just because you have used to use the physical whiteboard you should start using Microsoft Whiteboard. And what is also great, the Whiteboard app used in Surface Hub is the same than the Windows Desktop app.

If you are good at drawing or possess sketching skills the more I recommend using Whiteboard for meeting notes as well. Both Whiteboard and OneNote has its strengths and downfalls so it is good to understand which tool works for your team/project and why and in which scenarios.
Formal meetings usually have meetings notes in OneNote (better structure, notes in one book) while Whiteboard is most often the virtual counterpart of physical whiteboard. However there are also more use cases for Whiteboard than just being a digital paper.

 

Currently within your organization only

Note: Whiteboard can be currently used within your organization only. You cannot share it to others for editing unless you all use consumer Microsoft Accounts (not advised).

You can share Whiteboard as ”view only” to externals in meeting by sharing your screen (share desktop) and dragging Whiteboard App to that shared screen. Participants can then see what you are sketching or applying to the board and can give feedback by voice/chat.
Whiteboard could be used instead of PowerPoint to present ideas and solutions to attendees and it doesn’t matter if they inside or outside of your organization.

Whiteboard app in Microsoft Store

Whiteboard app in Apple Store

 

Actions in the meeting invite

You can engage the Whiteboard already when you do the meeting invitation. It is a good practice to tell other attendees about the Whiteboard and do some preparations. On top of meeting agenda it is good to have a small checklist and a reminder where meetings notes will be in.
This is also a good moment to bring to your attention that the Teams meeting scheduler has been updated:

Recipient/attendee can now RVSP directly and visually from Calendar invitation in Teams, without having to take a trip to Outlook.

And meeting organizer can see directly who had accepted or not. You can change meeting timezone also from within Teams meeting dialog! This is a great addition that enables me to keep Outlook closed for even longer times & letting me to worry about emails when it is their time.

And as you can see in that picture, I can now access meeting Whiteboard as well -without opening the meeting first. This enables me to prepare the Whiteboard for the meeting.
Microsoft Teams Whiteboard view only has a few pens and erasers. However, we can take it to the next level by opening Microsoft Whiteboard app.

 

Whiteboard tools

Whiteboard is extremely usable for teamwork collaboration online. Learn which capabilities work the best and in which situation. And the tool will only get better – remember that it is one of the most important Surface Hub applications.

Whiteboard tools

When using the Whiteboard Desktop app, instead of just a few pens we have several pens and other tools like

  • marker / highlighter
  • eraser (remove any ink/drawing – doesn’t work to shapes)
  • ruler (draw straight lines)
  • lasso selection
  • Text (write text)
  • Notes (post-it notes)
  • Image menu (add from library, from Bing or take a picture using device camera)
  • List of tools
  • Undo
  • Redo

Compared to the physical whiteboard we have just gone interstellar!

 

 

Templates

One really great addition is Templates, which are in preview currently. Templates enable you to structure you meeting more and they typically have some text and different note grids that allow you to add notes to different containers.

It is good to note that some features (Templates, List and Notegrid) are not visible in Teams/Web/Android version of the Whiteboard. If you need to display your Whiteboard in Teams share (not using desktop sharing of Whiteboard app) then stick to non-preview features.

 

Embedding content

You can also easily embed selected slides/pages of documents into the Whiteboard. This is very useful if you have a RFP or specifications that are not going to change (no need to update) often but are good to be visible during the planning.

With the ruler you can draw straight lines and keep the ruler ”on the board” visible and easily usable until you toggle it off. You can move it around with just a one finger drag to move it in its place (or away) and use intuitively two fingers to change its angle. And yes – you can draw straight lines using it’s both sides.

 

Settings

Let’s take a look of some of the most useful settings.

The Whiteboard menu is somewhat different if you have an active pen on or off. Select the one you like the most.

Ink to shape allows you to draw squares/triangles/ellipses and Whiteboard app corrects them to look better.

Ink to table allows you to draw a table just by drawing a square and then start adding horizontal and vertical lines there to add more columns. If you in inside a cell it will automatically resize, however ink to shape is not active then. If you select the table you can also click on +/- to add/remove columns and rows.

You can also use Settings menu to post a link to Whiteboard to Teams channel. Just remember to add permissions too. Exporting Whiteboard allows you to export it as a image (png or svg).

Of course, don’t forget the format background to make Whiteboard your own looking.

In these times when we suddenly need to work remotely more than ever, it is a good idea to learn how to use digital counterparts of these tools we have used in physical meeting rooms. Let’s make the best out of this unfortunate event in human history and learn how to use tools so we can work even better than we did before. Perhaps it will be a result of these tides that drives the change for us to work more online in the future as well.

This article is a shortened version of my article “How to use Whiteboard in Teams meetings efficiently II”. See to it if you want to see more detailed info on how to do the activities mentioned here

If Whiteboard is new to you or your meeting participant, read my article How to use Whiteboard in Teams meetings to learn basics of the Whiteboard.

Embedding content

Whiteboard templates

Whiteboard table

Whiteboard background



Vesku on toiminut yli 20 vuoden ajan erilaisissa asiantuntija-, konsultointi- ja valmennustehtävissä. Hän on Microsoft MVP (Most Valuable Professional). Vesku on erikoistunut Office 365:n ja Microsoft Teamsin tarjoamiin modernin työn ratkaisuihin, mutta kokemusta löytyy monista erilaisista toimialoista ja teknologioista.

6+ best practices for team leaders – how to lead, communicate, brainstorm and keep on track when working remotely

Modern tools offer help for team leaders. With the right tools and best practices, you can make sure that your team can work effectively from anywhere, anytime. As a team leader you can facilitate your team´s work by the following and these tips will help you as a team leader as well as your team members.

In this blog, you will learn for example:
– Best tips on how to communicate, work and set up video meetings
– How to brainstorm and make notes online
– How to keep on track with your team members
– How to stay connected even when working remotely
– Why to take care and consider how your team works online

Of course, you can adapt these practices to fit your organization, but these are the ones that we have found to be effective and want to share with you! Now, let´s get started!

1. Communicate and work in Teams

Make sure you have a teamspace in Teams where you work with your team. This team includes all project team members and stakeholders, for example. You have channels where you can focus on specific topics so everything in there shares the same context. All important links are in channels as tabs. This is the basic setup and you start building on those.

  • Agree that everyone in the team uses Teams. Teams client stays open, email can stay closed.
  • Every file you work on is in Teams files, under appropriate channel. No one should have files in their OneDrive nor on their hard drive. Everything is transparent by default. This is important to allow true teamwork here: everyone has access to the same information, files and can pick up the work from there.
  • Co-author files (edit the same file together at the same time) – don’t create new file copies: work on the same file.
  • Don’t send any emails to your team. Instead, write messages to team’s channels. This way everyone in the team can stay up to date and knows better what is happening. Nobody has to spend extra time asking same questions or wondering what is going on.
  • Don’t start a new thread every time in Teams: use reply. It is there.
  • Private chat in Teams should be only used to private conversations that don’t add any value to anyone else. Keep all team related discussions in team channels.
  • Use Do Not Disturb mode in Teams when you need to concentrate. You can allow specific persons to get through that mode. This is useful if you need to work in a small team but everyone else must wait.
  • Use desktop version of Office applications rather than web versions. And when you are on the road, the mobile app keeps you up to date.
  • When files are in Teams they can be accessed anywhere and with mobile devices. Files can be co-authored when they are in Teams (actually SharePoint but let’s keep that away from this post): it is much more productive.

The best practice how to get this started is to have a short meeting with everyone and explain why this is important.

2. Best tips on setting up a video meeting in Teams

Teams meetings are great, since they work very well and are easy to start and join. Here are best tips on how to set up and use Teams for video meetings. But first, let´s tackle a few questions that some of you might have.

Yes, you can invite customers or partners to meetings as well.
And no, they don’t need to have Teams. Teams meeting can be joined with just a link and using Chrome or Edge browser. If they are using tablets (Apple iPad for example) they need to have a Teams app installed but they don’t have to be logged in to join a meeting.

Okay – how can you make the most of meetings with video?

  • Always add a Teams meeting to every calendar invite you create. This way you can use Team’s superpowers before or after the meeting (chat, sharing): Team’s meeting lifecycle is much longer than traditional meeting has. What this especially allows is to make instant changes if someone is attending online or not. If the Teams meeting is already there you save the trouble of updating the calendar invite… and usually time too.
  • Make sure everyone knows how to use Team’s device settings so they get the audio working right away. If you are using Skype for Business (still) it usually ”steals” the audio device for itself: shut it down.
  • Use certified Skype for Business or Teams devices, if possible. This ensures the device works the best with Teams. Instead of having issues with Bluetooth using devices that connect to USB (dongle or wired) are more reliable in meetings. The audio is the most important part: if it doesn’t work the meeting experience is far away from pleasant.
  • Use video in meetings, unless you have severe bandwidth issues. Background blur makes it more pleasant to be in the meeting. When video is used, the overall experience is much better and closer to real meeting. And on bonus: displaying video also increases concentration since people will multitask less.
  • When sharing a screen in a meeting take advantage of second screen if you have one. Sharing a whole screen is easier to manage than picking up a single app or presentation. Just make sure you are displaying only the content other attendees are allowed to see.

And of course, your headset matters. I use a headset that has an active noise cancellation (ANC) which is important if you are not alone. The other great feature is that the headset also reduces noise that is heard to other meeting participants – making your voice more clear and the meeting experience better.

3. How to brainstorm and make notes online?

There are two excellent applications for brainstorming and note keeping in Office 365: OneNote and Whiteboard. Both have Windows store versions (install them). Some people prefer the older OneNote desktop version – which is fine as well. Whiteboard is great for brainstorming and planning as a replacement to traditional paper and pen flip-board, especially if you can use pen and touch-screen to draw.

Something to note:

  • Whiteboard works only on organization internal meetings (let’s not get onto tricks).
  • OneNote can be shared externally as well (be careful!)
  • OneNote is better for notes and minutes, while whiteboard excels at drawing and planning part
  • Both support co-authoring: several people can edit the same canvas at the same time
  • OneNote file is stored in the team.
  • Don’t use your personal OneNote.. Use one that is in a team so everything is shared on default with your colleagues. That is true teamwork: don’t do solo work.

4. Keep on track with Planner and To Do

As a team you want to stay on track how tasks are progressing. Team Planner board is a excellent tool for that. You can organize tasks in buckets and it will make your work more transparent. Assign tasks to responsible persons and give them a schedule/deadline.

Here are best tips for keeping on track:

  • Everyone should also use To Do application on both laptop and mobile.
  • Check from To Do settings that you get Planner tasks assigned to you to Microsoft To Do.
  • Use buckets to organize tasks and get a better understanding on how you are progressing.
  • Create new Planner boards to team if you have different contexts. Using a single board makes overview of progress easy to follow.
  • There is an upcoming Teams Tasks application that will help everyone to get a better overall view and task management.

5. Stay connected via mobile

Don’t forget, that there are amazing mobile applications that support working anywhere.

  • Installing Teams application to your mobile, company owned and/or your personal devices, allows you to be responsive and up to date even when you are not on your computer.
  • I also recommend to install OneDrive application so you can access to your files using your mobile device.
  • You can of course install Teams to tablets (Android, iOS) as well to benefit of the larger screen.

6. Take care of yourself and your team

When working from home, it doesn’t mean you are working 24/7. Teams mobile has Quiet Hours that will mute it’s notifications, Teams has Do Not Disturb mode when you need to focus or you have a situation when you can’t answer to calls nor messages.

Remember also to:

  • Take a short walk if you loose your focus and you seem to be jammed. Working anywhere needs breaks too. Step away from your ”office”. Make some coffee, enjoy the outside scenery. Relax your mind.
  • Don’t be afraid to message to call your colleague. However, respect their status in Teams.
  • Don’t be afraid to put yourself to Do Not Disturb mode.

We hope these tips help you and your team to work effectively online! If you have any questions or need help, please don´t hesitate to contact us!

Teksti: Vesa Nopanen & Tuulia Halttunen

How to move your meetings online using Microsoft Teams?

Do you have a meeting that was supposed to happen face to face and now you need to organize it or participate to it Online?

If Microsoft Teams is completely or relatively new to you, see the recording of Microsoft MVP Vesa Nopanen’s webinar full of tips, tricks and best practices!

AGENDA
1. You have received a Teams invitation. What to do before the meeting? How to get started and join?
2. How to organize and facilitate a successful Microsoft Teams meeting?
3. Collaboration in Teams meetings (e.g. taking notes, sharing and whiteboard functions)
4. Best practices for using Teams to meetings
5. Tips and hints for remote working and for crisis communication in Teams

See the recording

TEAMS – YHTEISTYÖTÄ TIIMEISSÄ

Teams tarjoaa yhteisen työskentelytilan, paikan yhteisten tietojen säilyttämiseen, kommunikointiin ja muistiinpanojen jakamiseen. Teams nopeuttaa työskentelyä ja vähentää turhat sähköpostit.

Katso webinaarin nauhoite! Kuulet, miten Microsoft Teams-työtila osana Office 365:sta tehostaa ja helpottaa tiimiesi työskentelyä.

Agenda

Teams – mistä on kyse
Tiimit ja kanavat
Tiedostot Teamsissa
Tehtävienhallinta ja muistiinpanot
Keskustelujen seuraaminen

Katso tallenne



Vesku on toiminut yli 20 vuoden ajan erilaisissa asiantuntija-, konsultointi- ja valmennustehtävissä. Hän on Microsoft MVP (Most Valuable Professional). Vesku on erikoistunut Office 365:n ja Microsoft Teamsin tarjoamiin modernin työn ratkaisuihin, mutta kokemusta löytyy monista erilaisista toimialoista ja teknologioista.

How to work from home – 10 best practices and tips for working remotely during the coronavirus crisis

Working anywhere is one of the most common topics these days. Suddenly meetings that have been face to face are now happening Online. The brainstorming session you were supposed to have with six other project members is not happening in the office either since one of those members just returned from Northern Italy and there has been a wise decision to limit exposure. And the situation globally is more or less similar – travelling is restricted and face to face meetings are rarer than ever before.

This doesn’t mean however that everything should stop – instead you can start working from anywhere and use best practices in your team, your unit and in your organization how to take advantage of Modern Teamwork and utilize Microsoft Teams for effect.

Some organizations were ready for this sudden turnaround, but unfortunately most were not.
In this article I am sharing some easy best practices how to get started.

My personal ”how I work in a modern way”:

1. Share and show

  • Everything I do – I do in Teams. I don’t send email to team members – I even don’t have email open all the time. Everything I do is shared automatically, since all my files, messages and notes are in Teams in appropriate teamspaces. I don’t use my OneDrive for work documents – that should be teams. Work transparency is my guideline.
  • Co-authoring on documents is my default. I don’t create my own copies.
  • Use Planner for team’s tasks. Mark tasks to responsible persons. And make sure you – and everyone else – follows up on tasks.
  • Use To Do to your personal tasks. Check the setting that you get Planner tasks assigned to you into your To Do. Use the mobile app as well – it is fantastic!

 

2. Go straight to the point

  • Teams messages and chat is persistent. The receiver doesn’t have to be online. Don’t just write ”hi” but instead write also what is the issue why you are reaching out. That way they can answer when they have a good slot for that.
  • Don’t be afraid to message or call your colleague. However respect their status in Teams.

 

3. Use Teams features for effect

  • Manage your notifications, pin channels, show and hide teams and channels, reply to conversation threads – learn the basics of your tool.
  • Use Do not disturb when you need to focus. You can also work in a small team with this efficiently by allowing a selected few to bypass your DND status and call & message you despite that.
  • Respect working hours. Don’t assume others work 24/7 either. I usually drop in Teams messages and questions when the time suits me but I don’t expect to get an answer right away. If you have an urgent matter: don’t just rely on messages even with important flag.

 

4. Add a Teams meeting to every calendar invite

  • That way you can meet in Teams easily even if there are sudden changes.
  • It also allows you to have a chat conversation before and after the meeting so you can make the meeting more efficient.

 

5. Before the meeting

  • Learn Teams meeting controls and device settings. Use test call feature to test your setup before the meeting if you are unsure. That way your meetings can start and be productive from the minute one.
  • Be a few minutes early in the meeting, rather than a few minutes late. When you are booking meetings make them 25 or 50 minutes long – instead of scheduling back-to-back meetings.
  • Pay attention to your headset you are using. Those connected with dongle (usually Skype or Teams certified devices) have a more reliable connection than just Bluetooth. If the audio doesn’t work in meetings the whole meeting experience is bad and it won’t inspire creativity.

 

6. In meetings: Make the most of Teams features

• Use your camera in Teams meetings: turn it on. Be face to face even when you are working in different locations.
• Facilitate meetings in Teams so everyone gets their voice and opinion out. Use chat and calling. The most difficult meeting is that when most of the people are in one room and a few others are online. Respect everyone.
• Pay attention what is shown online: if you are drawing to a legacy whiteboard in the room people online won’t most likely see it (Content Camera in Teams Rooms would fix that!) . Use Office app to take a photo of that drawing and upload it to a team.

 

7. How to make notes and save information

• Put all your notes to OneNote in your team. Don’t keep personal notebook for team meetings – it is teamwork after all.
• Record meetings so those who didn’t attend can review them if needed. Or in case you need to fill in blanks for meeting notes. Teams transliteration make even text searches possible for those attending the meeting later.
• Microsoft Whiteboard is an awesome application to brainstorming or taking notes. However, it only works inside your organization – you can’t use this if you have customers or partners in the meeting (not easily anyway).
• OneNote is a great tool for taking notes and brainstorming as well. The benefit over Whiteboard is that you can share OneNote to external users as well if your organization allows that.

 

8. Keep it effective – people need breaks online, too

• Don’t do a full 5 hour workshop in one Online sitting. Have breaks. Having two 1,5 hour workshops with a break is usually much more effective.
• Take care of yourself: Take a short walk, swim, gym, run or other activity if you loose your focus and you seem to be jammed. Working anywhere needs breaks too. Step away from your ”office”. Make some coffee, enjoy the outside scenery. Relax your mind.

 

9. Work on the go

• Use Teams, OneDrive and other Office 365 mobile apps. They make it possible for you to attend meeting while in a walk – for example. This works especially well if you have a headset that cancels your ambient noise to other attendees (I have Evolve Jabra 65t and Elite 85h headsets that both do this).
• Take your files on the go with OneDrive Sync. That makes your life easier – especially if you are out of network.

 

10. Emergency and crisis communication in Teams

• Bring your emergency and crisis communication to Microsoft Teams too. Teams is the Hub for work and open all the time for many people – either in desktop or in their mobile device.
• You can use automated personal messages to users, priority messages and custom apps in Teams to make sure your crisis communication reached everyone in time.

Written by: Vesa Nopanen & Tuulia Halttunen

 

How to move your meetings online using Microsoft Teams?

Do you have a meeting that was supposed to happen face to face and now you need to organize it or participate to it Online?

If Microsoft Teams is completely or relatively new to you, see the recording of Microsoft MVP Vesa Nopanen’s webinar full of tips, tricks and best practices!

AGENDA
1. You have received a Teams invitation. What to do before the meeting? How to get started and join?
2. How to organize and facilitate a successful Microsoft Teams meeting?
3. Collaboration in Teams meetings (e.g. taking notes, sharing and whiteboard functions)
4. Best practices for using Teams to meetings
5. Tips and hints for remote working and for crisis communication in Teams

See the recording

TEAMS – YHTEISTYÖTÄ TIIMEISSÄ

Teams tarjoaa yhteisen työskentelytilan, paikan yhteisten tietojen säilyttämiseen, kommunikointiin ja muistiinpanojen jakamiseen. Teams nopeuttaa työskentelyä ja vähentää turhat sähköpostit.

Katso webinaarin nauhoite! Kuulet, miten Microsoft Teams-työtila osana Office 365:sta tehostaa ja helpottaa tiimiesi työskentelyä.

Agenda

Teams – mistä on kyse
Tiimit ja kanavat
Tiedostot Teamsissa
Tehtävienhallinta ja muistiinpanot
Keskustelujen seuraaminen

Katso tallenne



Vesku on toiminut yli 20 vuoden ajan erilaisissa asiantuntija-, konsultointi- ja valmennustehtävissä. Hän on Microsoft MVP (Most Valuable Professional). Vesku on erikoistunut Office 365:n ja Microsoft Teamsin tarjoamiin modernin työn ratkaisuihin, mutta kokemusta löytyy monista erilaisista toimialoista ja teknologioista.

 

Mikä Microsoft Teams on vuonna 2020?

Microsoft Teams näki päivänvalon 2.11.2016. Kolmen vuoden aikana Teams on elänyt, kehittynyt ja kasvanut monipuoliseksi tiimityösovellukseksi – tiimityön, tai oikeastaan ihan vain työn, keskukseksi. Se on ottanut siipiensä suojaan useita erilaisia kyvykkyyksiä ja tarjoaa niitä käyttäjille yhden käyttöliittymän kautta.

Mikä Microsoft Teams on?

Teams on tiimien, projektien ja organisaation digitaalinen työväline, joka mahdollistaa monipuolisen tiimityön niin organisaation sisäisesti kuin myös ylitse organisaatiorajojen. Teamsin avulla viestitään, kokoustetaan, soitetaan, päästään käsiksi kaikkiin tietoihin ja resursseihin sekä pysytään ajan tasalla ja voidaan reagoida asioihin tarvittaessa nopeasti.

Microsoft Teams valikko

Teams kokoaa kaikki tiimitilasi yhteen (ja vähän muutakin) mikä tekee siitä ryhmätyön keskuksen. Modernista työnteosta hyötyvät sinä itse, tiimisi, organisaatiosi, yhteistyökumppanisi ja asiakkaasi. Teamsin lyömättömiä etuja ovat avoimuus, tiedon & resurssien saavutettavuus ja uudelleenhyödynnettävyys, joustavuus ja osallistuminen laitteesta, sijainnista ja ajasta riippumatta, verkostojen osallistaminen, tasa-arvo ja tehokkuus. Työntekijän aika vapautuu työn ytimeen.

Teamsia voi käyttää monipuolisesti eri laitteilla:

  • Windows-sovelluksella, jolla saa parhaan käyttökokemuksen
  • Mobiilisovelluksilla (Android, iOS)
  • Kokoushuonelaitteistolla (Microsoft Teams Rooms) – rajoitettu vain kokouksiin
  • Verkkoselaimilla, joista osalla onnistuu myös kokoustaminen ja ruudunjako. Teamsin käyttö verkkoselaimella ei vaadi ylimääräisten sovellusten asennusta. Tästä on hyötyä erityisesti yhteistyökumppaneiden kanssa toimiessa, joilla ei ole Teamsia käytössä
  • Mac-sovelluksella
  • Linux-sovelluksella (esiversio tuli joulukuussa 2019)

Teams on siis muotoutunut monipuoliseksi ja laajennettavaksi tiimityön alustaksi. Sen ytimessä on työvälineen ainutlaatuinen tapa yhdistää ihmiset, keskustelut, tiedostot, sovellukset, puhelut ja kokoukset saman käyttöliittymän alle. Yhä useampi sovellus (kuten tehtävät, muistiinpanot, Dynamics CRM tai PowerApps) on käytettävissä Teamsin kautta, jolloin tarve vaihtaa eri sovellusten välillä on entistä vähäisempi. Ominaisuuksia on tullut viime aikoina valtavasti, joista yhtenä odotettuna asiana olivat yksityiset kanavat.

Saavutettavuus on nousut tärkeäksi teemaksi Teamsissa vuoden 2019 aikana. Teams mahdollistaa entistä useampien osallistumisen tiimityöhön, joka helpottaa itse työn tekemistä, avaa uusia näkökulmia ja tasa-arvoistaa organisaatiota. Ominaisuudet kuten viestien käännös omalle kielelle ja kokouksen tekstitys (esiversiossa kirjoitushetkellä, vain englanti tuettuna) auttavat monikulttuurisessa Teams-ympäristössä meitä jokaista. Viestien ääneenluku tai fontin ja kontrastin kasvatus helpottavat heitä, joilla on jonkinasteinen näköhäiriö. Tähän osa-alueeseen tulee todennäköisesti vielä lisää panostusta, jolloin kukaan tiimistä ei jää tiedon ulkopuolelle.

Microsoft Teamsin tärkeimmät toiminnot

Teamsin ominaisuudet lisääntyvät, monipuolistuvat ja päivittyvät kuukausittain. Tässä muutamia tärkeimpiä toimintoja, jotka saat käyttöösi Teamsiin siirryttäessä.

Teams sisältää mm:

Toimintasyötteen

Syötteestä löydät ilmoitukset, jotka koskevat joko sinua tai jotka voisivat olla sinulle kiinnostavia (mm. trending-ilmoitukset). Ilmoitusasetuksia voi nykyään säätää hyvinkin monipuolisesti, jolloin jokainen voi räätälöidä Teamsin itselleen työn tueksi eikä ilmoitusten häly riko keskittymistä.

Microsoft Teams: viestimuotoilut, pollytMicrosoft Teams: viestimuotoilut, polly-kyselyt

Keskustelut eli chatit,

joko yksityisesti tai ryhmissä, jotka eivät liity suoraan mihinkään tiimiin tai kanavaan. Keskustelun kautta voidaan myös käynnistää puhelu videolla tai ilman sekä ruudunjako ilman soittoyhteyttä. Viimeisin lisäys on eri organisaatioissa olevien henkilöidenvälinen 1:1 -keskustelu, jossa Teamsin toimintoja tuetaan monipuolisesti. Jotta tämä ns. federoitu keskustelu on päällä, pitää molempien organisaatioiden sekä henkilöiden olla siirtynyt TeamsOnly-tilaan eli Skype for Business ei ole enää käytössä vaan pikaviestittäminen, puhelut ja kokoukset hoidetaan Teamsillä.

Kalenterin,

joka näyttää työkalenterini sisällön. Tämän kautta voi liittyä yhdellä napin painalluksella kokouksiin, ajastaa kokouksia tai luoda vaikka pikakokouksen.

Kokoukset,

jotka Teamsissa mahdollistavat paikkariippumattoman työn todella tehokkaasti erityisesti helppokäyttöisyytensä ja monipuolisten ominaisuuksiensa vuoksi, kuten:

  • Aiheiden työstäminen myös ennen ja jälkeen kokouksen: kokouksen keskustelu ja tiedot ovat käytössä heti sen luonnin jälkeen ja käyttöä voi jatkaa kokouksen jälkeenkin. Sähköpostien sijaan asioita voi viestittää ketterästi kokoukseen osallistujille sen keskustelussa.
  • Parempi, olosuhteisiin mukautuva, äänen- ja kuvanlaatu ja audio/videolaitteiden vaihto kesken kokouksen – ilman keskeytyksiä
  • Perinteisessä, kaksisuuntaisessa, kokouksessa voi olla 250 osallistujaa, mutta Teamsin Live -tapahtumaa käyttäen voidaan esitys ”striimata” jopa 10 000 osallistujalle
  • Ruudun ja ohjelman jakaminen osallistujille – ruudunjaossa on mukana myös zoom-toiminto
  • Jokaisessa kokouksessa on mukana Microsoft Whiteboard luonnosteluun ja innovointiin
  • Tekstitys (preview, vain englanti) – joka toimii muuten yllättävän hyvin ihan omakohtaisella kokemuksella suomimurteella lausutusta englannista
  • Taustan sumennus – jolloin kokouksessa voidaan keskittyä henkilöön ja asiaan eikä sekavaan taustaan
  • Teamsin mobiilisovelluksella voi myös osallistua kokoukseen monipuolisesti ”tien päältä”: voit jakaa mobiililaitteen ruudun, kameran tai vaikka tiedostojasi kokoukseen esitettäväksi – tai käyttää vain mobiililaitetta kokouksessa esityksen kauko-ohjaimena

Tiimit,

Microsoft Teams: tiedostot

joissa tiimityö tapahtuu. Tiimit muodostuvat esimerkiksi tietyn projektin tai organisaatio-osan ympärille (kuten talous tai johtoryhmä). Tiimeissä eri aiheet on jaoteltu kanaviin, joissa on jokaisessa omat keskustelunsa, tiedostot sekä välilehdet. Tämä on Teamsin ydintoimintaa, jossa ”taika” tapahtuu ja jonka myötä on mahdollista minimoida sisäiset sähköpostit lähes olemattomiin.

Kanavilla käyty keskustelu (historian kanssa) pitää kaikki ajan tasalla missä aiheessa mennään, yhteismuokattavat tiedostot poistavat tarpeen parsia viimeisin versio kasaan eri kopioista (jokaisella dokumentilla on vain yksi kotipesä!) ja tiimiin kuuluvilla henkilöillä on pääsy kaikkiin tiimin tarvitsemiin resursseihin aihe-kanavien, tiedostojen, välilehtien ja sovellusten kautta. Lisäksi uudet yksityiset kanavat mahdollistavat suppeamman tiimin tietoturvallisen työskentelyn saman aihepiirin alla – ilman että tietoa eriytetään eri tiimeihin. Tiimit helpottavat myös uuden henkilön mukaantuloa, koska kaikki tieto on löydettävissä yhdestä paikasta.

Puhelut,

jota käyttäen voi soittaa eri kontakteille tai kuunnella saapuneet puhepostit. Eniten Puhelut-osiosta on hyötyä kun Teams on yhdistetty puhelinverkkoon, mutta ilman tätäkin toimintoa käyttäjien ryhmittely ja tilan näkeminen tuo omat helpotuksensa. Itse käytän enemmän keskustelua, jolloin myös sitä kautta on luonnollista aloittaa puhelut. Tämä on jälleen yksi esimerkki siitä, miten Teams mukautuu eri käyttäjien erilaisiin tarpeisiin.

Tiedostot,

jonka kautta pääsen helposti käsiksi viimeisimpiin tiedostoihini, joita olen työstänyt. Tiedostot voivat sijaista tiimeissä tai OneDrive for Busineksessani. Entäpä SharePointin tiedostot? Nehän löytyvät tietysti tiimien välilehtien kautta – SharePointin dokumenttikirjaston voi liittää suoraan tiimin välilehdeksi, jolloin tiimeihin kuulumattomatkin tiedostot saadaan saataville ilman tiimeistä poistumista! Jokaisen tiimin takanahan on myös SharePointin työtila, joten tiimin Tiedostot-välilehden takaa itseasiassa avautuukin näkymä SharePointin kirjastoon – mutta käyttäjäystävällisesti Teamsin tapaan.

Vuorot,

jonka avulla voidaan hallita työvuoroja sekä tuoda mukaan myös itsepalveluominaisuuksia esim. vuoron vaihtoon. Teams Shifts -sovelluksessa on myös ominaisuuksia työajan kellottamiseen. Sovellus tietysti kytketään aina tiimiin, jolloin työntekijöillä on käytettävissään tiimin keskustelut, tiedostot ja muut tarvittavat resurssit.

Hakulaatikon.

Microsoft Teams: sovellukset

Teamsissa on hakulaatikko keskellä ylhäällä, jonka kautta voi myös käyttää pikakomentoja kuten soittaa jollekulle, vaihtaa omaa statusta tai nähdä mihin keskusteluihin sinut on merkitty.

Sovellukset

Microsoft Teams on alusta, jota voi laajentaa sovellusten avulla ja tämä korostuu tämän vuoden aikana selkeästi. Sovelluksia voi lisätä mm. tiimien kanaviin välilehtinä, keskusteluun sekä viesteihin laajennuksina, botteina tai helposti saatavilla olevina työkaluina vasemman laidan valikkoon. Näiden lisäksi integraatiot Teamsiin onnistuvat monipuolisesti liittimillä (Connectors) ja erityisesti Power Automaten (aiemmin tunnettu nimellä Flow) työnkuluilla.

… -valikon kautta on saatavilla pääsy muihin asennettuihin sovelluksiin, joita ovat tyypillisesti OneNote, Planner, Stream, Shifts ja Yammer. Teamsille on saatavilla myös paljon muita sovelluksia kuten Shifts, Dynamics 365, Azure DevOps ja Youtube sekä lukuisia (ja määrä vain kasvaa) kolmannen osapuolen sovelluksia kuten Jira Cloud, Polly, SurveyMonkey tai vaikkapa ZenDesk . Sovelluksia voi myös yrityksen omiin tarpeisiin tehdä helposti PowerAppsilla, jolloin Teamsista saadaan organisaatioiden ja tiimien työtä tukeva työn käyttöliittymä.

Organisaatio voi myös asettaa käyttäjille saataville sovelluksia tähän vasemman laidan valikkoon. Piakkoin käyttäjät voivat myös itse raahata sovelluksia itselleen helposti käytettäväksi samasta paikasta. Tämän vuoden alkupuolella tehtävät (Tasks-sovellus) ja Yammer tulevat myös entistä paremmin käytettäviksi Teamsin kautta omien uusien sovellusten myötä. Sovellukset tekevät Teamsista todellisen tiimityön, ja työn, keskuksen, jossa voi keskittyä työn tekemiseen eikä sovellusten välillä pomppimiseen!

Astu kokoushuoneeseen

Microsoft Teams Rooms (Teams-huoneet, MTR) ovat moderni vastine Skype-kokoushuoneille. Teams-huoneiden avulla kokouksiin osallistuminen onnistuu napin painalluksella, tai huoneen voi vaikka lisätä lennossa mukaan kokoukseen. Näissä huoneissa on oma laitteistonsa ja osan Skype-kokoushuoneista voikin päivittää Teams-huoneiksi tai tukemaan myös Teams-kokouksiin liittymistä. Teams-huoneet mahdollistavat sen, että huoneiden laitteistot saa hyvin helposti mukaan kokouksiin ja kokouksen perustaminen on yksinkertaista. Bonuksena myös erilaisten kaapeleiden ja adaptereiden kanssa pelaaminen jää lähes kokonaan historiaan.

Teams-huoneen ollessa mukana kokouksessa saadaan osallistujat huoneessa ja online-olijat ”saman pöydän ääreen” keskittymään aiheeseen, eikä yhteyksien konfiguroimiseen. Mikäli käytössä on fläppi/piirtotaulu saadaan sekin mukaan sisältökameran (Content Camera) avulla näkymään linjoille reaaliajassa eikä tarvitse tyytyä lopussa tauluista otettuihin kuviin. Mitä suurempi organisaatio on kyseessä, sitä enemmän hyötyä Teams-huoneesta on vähentyneiden käyttöongelmien myötä.

Teams kokoushuoneMicrosoft Teams: viestimuotoilut, polly-kyselyt

Teams-huoneet skaalautuvat pienistä (1-2 hengen kopeista) aina suuriin neuvottelutiloihin (kymmeniä paikkoja) saakka. Perusneuvotteluhuoneita on yleensä kahta kokoa (4-6 henkeä ja 8-12 henkeä), joihin Teams-huonelaitteistot ovat lisäksi järkevästi hinnoiteltuja. Hallintoa kiinnostaa yleensä myös se, että sertifioitujen Teams-huoneiden laitteistot ovat päivitettävissä ja pitkälti ylläpidettävissä web-liittymän kautta, jolloin huoltotoimenpiteitä voidaan tehdä keskitetysti.

Haluatko testata Teams-huonetta? Ole meihin yhteydessä niin järjestetään tilaisuus!

Microsoft Teams on jatkuvasti kehittyvä ratkaisu ja alusta, jonka onnistuneen käyttöönoton myötä voidaan muuttaa organisaation työskentelytapoja ja myös kulttuuria moderniin suuntaan, tehdä yhteistyöstä mutkatonta sekä samalla vähentää sähköposti minimiin. Haluatko teille Teamsin onnistuneesti käyttöön tai saada jo käyttöönotetun välineen ottamaan organisaatiossa siivet alleen? Ole meihin yhteydessä!

Teams-aiheiset webinaarit Sulavasti

Käyttämällä Microsoft Teamsia yhdessä Power Automaten kanssa voit automatisoida useita liiketoimintaprosessejasi. Tai haluatko Teams -ympäristöstäsi helpomman hallita ja käyttää? Tule mukaan webinaariin! Tutustumme prosessien automaation ja provisioinnin mahdollisuuksiin ja etuihin. Saat myös viimeisimmät Teams-vinkit.

Kuinka tehostan tiimieni toimintaa Teamsin avulla? Tule Microsoft Teams -yhteistyötä tiimeissä -webinaariin!

Millaisia uutuuksia Teams sai vuoden 2019 lopussa, ja mitä on tulossa lähiaikoina. Katso Teams Spotlight -webinaarin tallenne!

Trip down to memory lane? Jos haluat muistella, mistä Microsoft Teamsissa oli kyse vuonna 2016, löydät Olli Jääskeläisen alkuperäisen artikkelin täältä (pdf).



Vesku on toiminut yli 20 vuoden ajan erilaisissa asiantuntija-, konsultointi- ja valmennustehtävissä. Hän on Microsoft MVP (Most Valuable Professional). Vesku on erikoistunut Office 365:n ja Microsoft Teamsin tarjoamiin modernin työn ratkaisuihin, mutta kokemusta löytyy monista erilaisista toimialoista ja teknologioista.

Esittelyssä Vesa Nopanen

Hei! Olen Vesku Nopanen ja aloitin Sulavalla konsulttina marraskuussa!

Minulle on kertynyt IT-alalta kokemusta reilusti yli 20 vuoden ajalta ja olen toiminut vuosien saatossa hyvin erilaisissa asiantuntijatehtävissä, asiakaskentissä sekä myös useammassa eri roolissa myynnistä projektipäällikköön. Kaiken tuon lopputuloksena on laaja-alainen konsultti. SharePointiin sain ensikosketukseni noin 15 vuotta sitten, mutta viimeisten 7 vuoden aikana Office 365 ja sitä myötä sen moninaiset työkalut, kuten Microsoft Teams ja edelleen myös SharePoint, ovat olleet vahvasti esillä töissäni.

Olen myös Microsoft MVP (Most Valuable Professional) Office Apps & Services -alueelta. Toimin yhteisössä aktiivisesti niin Office 365 -tietouden jakajana, esiintyjänä kuin Suomen Teams Yhteisön yhtenä organisoijana. Oma intohimoni keskittyy Microsoft Teamsin ympärille, koska tuon työkalun myötä on auennut mahdollisuus muuttaa niin työskentelytapoja kuin -kulttuuriakin monessa organisaatiossa. Itselleni on erittäin tärkeää saada työ ja elämä yhdistettyä parhaalla mahdollisella tavalla ja se on vain parantunut Teamsin myötä. Tiimityö on parasta!

Paikkariippumaton työ on myös tärkeä osa työelämääni, koska asun Turussa perheeni kanssa. Pidänkin yhteyttä työkavereihin ja asiakkaisiin useimmiten videokokousten (Microsoft Teams tottakai) kautta, mutta mielelläni tapaan myös ihmisiä kasvotusten!

Verkostoidun mielelläni kanssasi, laita kutsua tulemaan!
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Tervetuloa Veskun webinaariin!

Microsoft Teams Spotlight: Latest features and roadmaps



Vesku on toiminut yli 20 vuoden ajan erilaisissa asiantuntija-, konsultointi- ja valmennustehtävissä. Hän on Microsoft MVP (Most Valuable Professional). Vesku on erikoistunut Office 365:n ja Microsoft Teamsin tarjoamiin modernin työn ratkaisuihin, mutta kokemusta löytyy monista erilaisista toimialoista ja teknologioista.