microsoft teams hub for teamwork

From Microsoft Teams, you can access almost every resource from app to data.

 

SharePoint: Open Teams and go to the Channel of a Team to find the Files tab, which is a reflection of the Channel’s folder, which resides within that Team’s SharePoint document library.

 

OneDrive: While in a private chat, share a document with a colleague. When you do, then that document stays in your OneDrive with sharing permissions for the colleague.

 

PowerApps: Create a PowerApps app for your mobile team to input data. View that app and its corresponding data on the web, within the mobile PowerApps app, or within a Teams tab as a connected app.

 

Kaizala: Very soon, we’ll see Kaizala as a new addition to Teams. The two will interop especially in terms of chat messages.

 

OneNote: The digital filing cabinet, OneNote, can also become an app for collaboration, especially when OneNote is added to a tab within a Teams Channel.

 

Flow: Microsoft Flow creates workflows that automate repetitive work tasks triggered by your Microsoft Teams data.

 

Planner: Work on your task-related project from within Teams or in Planner on the web, remove or delete your plan, and get notified in Teams when a task is assigned to you in Planner.

 

Scott Abbotts | Resolute IT | (727) 300-4940

 


Toward the end of 2008, a bit more than ten years ago, I shut down my previous business on Cape Cod, shut down the old Microsoft Small Business Server 2003, and shut down a few other servers for the last time. Instead, I went to the cloud. Ironically, I became certified with Microsoft as a Small Business Specialist in mid-2008, the same year that I abandoned Small Business Server for myself.

To replace the email functionality of SBS 2003, I went to Microsoft’s Hosted Exchange, actually provided by a Canadian company, SherWeb, who is still very much in business and still a Gold Microsoft Partner. For only a few dollars (I think it was $10-12) a month, I had all the features of the on-premises server-based Exchange, as well as document storage in the cloud with SharePoint, which came with the subscription as part of the packaged bundle.

For my two line-of-business (LOB) IT management tools, I elected each of their cloud-based versions. Same with the phone system – the IP PBX was now placed in the cloud.

I kept running QuickBooks locally for some time, although the data file and the backup file were both stored in SharePoint. Inuit doesn’t recommend this, but I was solo at that point, so there was no sharing of the working QuickBooks file. Eventually, though, I moved to QuickBooks Online.

Microsoft Office 365 was officially launched in late June 2011. I stayed with Microsoft’s Hosted Exchange for about six months but then moved to this new platform in January of 2012. That was over 7 years ago.

Since then, I have been introducing Office 365 to my customers, and no one is left that isn’t subscribed to this cloud-based platform.

When I first started with Office 365, what is now OneDrive for Business was then called SkyDrive Pro. I can’t tell you what improvements I’ve seen since then. What an evolution that I’ve experienced first-hand.

And now I use Microsoft 365 Business, which is a bundle of Office 365 Business Premium, Windows 10 Pro, and Enterprise Mobility + Security (EMS). EMS is the umbrella for several Microsoft technologies, such as Intune for device management, Office 365 Advanced Threat Protection, Azure AD, and Azure Information Protection. My subscription was a break-even upgrade from Office 365 Enterprise E3, which was also $20 per month.

I also have an Office 365 Enterprise E1 account for [email protected], which is more closely related to the Hosted Exchange account I had long ago with SherWeb. But with this Enterprise account, I can associate my Phone System and Calling Plan subscriptions. Unfortunately, Microsoft’s VoIP offering cannot be added to Microsoft 365 Business, but only available as an add-on to an E-level plan. I have to say that after using many VoIP systems in the past, I am very pleased with this Office 365 and Microsoft Teams-integrated phone system.

It’s been a long ride and I’ve enjoyed every minute of it.

 

The last few times that I bought a new mobile phone, I had the device syncing all emails, contacts, documents, etc. by the time I hit the exit door. The same principle should apply to laptops and even workstations. All of these devices are vessels into which one pours data and applications.

A common scenario is to buy a new computer. But quite often, an existing computer will have hard drive issues. Instead of bothering with expensive recovery methods, just pop a new drive into the machine and boot to a pre-configured USB drive to re-install the Windows 10 operating system.

When you have a pristine computer, the first thing to do is to get it connected to perform updating. Protect the temporarily vulnerable environment by the latest Windows Updates and by the latest virus definitions for Windows Defender.

The next thing is to log into the Office/Microsoft 365 portal to gain access to the Install Software button. This installs your Office applications of course. While in the portal, go to OneDrive and click the Sync button to start getting copies of your documents represented on your machine. The same goes for SharePoint, which also uses the OneDrive sync utility. Depending on your settings, full documents will be downloaded or merely place marker icons will be established as Files On-Demand.

At this point, you’re nearly done. If you have a line-of-business (LOB) application for your industry, then install that. In most cases, though, LOB apps merely tap into the data you need from the web or from an online account. The data storage is cloud-based.

If your managed services provider maintains your computers, then they will have an installation file for you to install the remote monitoring and management (RMM) agent. During the installation of the agent, it communicates with the cloud-based system.

In some cases, your IT organization will manage your device with Intune, Microsoft’s own device management tool included with Microsoft 365 Business. Intune is tied directly to the identity management platform of Office/Microsoft 365, Azure Active Directory (Azure AD), so when you first log on to a pristine installation of Windows, the end-user will enter their work email address and password, which will join the machine and its respective user to Azure AD. The result is that the machine can be maintained remotely by your IT people, as well as the end-user only gains access to their appropriate data and applications.

The time it takes to complete these tasks? 15 minutes to open your machine and insert a new SSD drive, 20 minutes to install the operating system, 20 minutes for updates, 15 minutes to install Office, 10 minutes to establish OneDrive sync for OneDrive and SharePoint, and maybe another 30 minutes for various other installations and settings. In less than two hours, your IT person can have you back up and running as you were before.

Just like when you crack a wine glass and then reach for a new one, so can you do the same with your devices.

 

SharePoint Decription
I’d like to call SharePoint the ‘mother of all file storage’, but that might technically be Azure – we won’t go there. Within SharePoint are hidden document libraries that we know as our personal OneDrive repositories, primarily for ‘works in progress’ by individuals within the organization. But the files kept in SharePoint have been published by individuals from their OneDrive location, and now reside within the shared SharePoint space as commonly available to all members of that particular SharePoint team site.

 

What is a ‘team site’?: A ‘team site’ can be created as opposed to a ‘communications site’ in SharePoint. A ‘communication site’ would be where a company might post news or relevant information for the greater good. A ‘team site’ is more of a collaborative workspace with many features, one of which is a ‘document library’, which is the common document library that we might have synced to our computers for published items.

 

When you create a team in Microsoft Teams, a SharePoint team site is automatically created for members of the team to share their files. So now you would have another team site in SharePoint named after the Team’s name. You can jump to that SharePoint team site while within Teams by going to the Files tab in Teams and clicking on Open in SharePoint.

 

OneDrive for BusinessProperly known in this context as OneDrive for Business (just plain OneDrive usually means the consumer product), it serves as the file repository for end-users when storing their files that are ‘works in progress’ or files that only pertain to them personally as an individual member within the organization.

These files can be shared with people inside and outside of your organization, either specifically with certain users or with anyone that has a link to the file. Encryption keeps your files safe when at rest and while in transit.

The capacity of each person’s  OneDrive  is normally 1TB, but some  Office365  plans offer unlimited storage. Files kept in this cloud location can be synced to the user’s device with various options to keep the files fully downloaded and available at all times (cached) or merely as placeholders for the occasional download to save space on the local drive  FilesOnDemand. If files are deleted by accident, they can be restored within 30 days of deletion.

OneDrive is included in every Office 365 and Microsoft 365 subscription plan. OneDrive is also a feature-rich app for iOS and Android.

Microsoft TeamsI posted an article yesterday about the two-year anniversary of Microsoft Teams. My guess was that there were well more than 400,000 organizations using Teams now. This morning, Microsoft posted the infographic above to prove my guess as correct – over 500,000 organizations are onboard with Microsoft Teams.

The graphic also shows that Microsoft Teams has grown to 181 markets using over 44 languages. And it states that 150 organizations have more than 10,000 active users under their respective tenants.

But the one statistic that I would speak to is the 91 of the Fortune 100 companies who are using Teams. And yes, it once again shows that Microsoft Teams has established a massive presence within the enterprise sector of business. But what about small to medium-sized businesses (SMB)?

If the SMB market can learn anything from the enterprise, it must that Microsoft Teams within the Modern Workplace is the new norm. Enterprises still represent a massive hulk when it comes to their ability to adapt to technological change, but smaller businesses are more agile. For example:

  • The nonprofit can now get Microsoft 365 Business for $5 per user per month, as well as they can obtain Office 365 Enterprise E1 licenses for $0. These $0 licenses enable peripheral individuals within the organization to remain involved with improved communications not only with Exchange-based email accounts, but by using Microsoft Teams chat and real-time conversations, one-to-one ad hoc meetings, and scheduled group meetings (such as board meetings). These peripheral members can also access SharePoint and OneDrive documents that pertain to their team within Teams, as well as they can create and store their own data with Office Online (Outlook, Word, Excel, PowerPoint, OneNote, OneDrive, Teams).
  • Many small businesses are consulting organizations with individual consultants located across the US, as well as abroad. They often have little to no staff within their HQ location. But Microsoft Teams enables these associates to remain connected to the parent organization and all of its digital resources. Sales meetings can happen as scheduled events or new agents can be mentored by colleagues as if they were down the hall. And with Phone System and Calling Plan within Teams, they can use traditional IP desk phones or use their mobile devices as softphones with the Microsoft Teams mobile app for Android or iOS.

So it shouldn’t be considered that Microsoft Teams is only for enterprise – there are many ways that the SMB can leverage the power of the cloud.

#Office365 was officially launched ‎on June 28, 2011. At the time, I was already (since 2008) working in the Microsoft cloud by subscribing to a Hosted Exchange account, which included Exchange and SharePoint. But as you can see, I jumped on board with the Office 365 platform about 6 months later (over 7 years ago). Back then, OneDrive was called SkyDrive with just 25 GB of storage space. 

OneNote isn’t just a throw-all repository for all that you’ve clipped from the web or meeting notes that you took and forgot about. It can be a powerful system for storing your files where you can access them not just from their actual location in OneDrive, but these files can be accessed from anywhere that you put them within the OneNote hierarchy of:

Notebooks | Section Groups | Sections | Pages and Subpages

Let’s say you have a photo that you took while on vacation. The photo is of a unique menu found on a whiteboard at a Farmers Market that listed the ingredients, so you’d like to recreate the dish at home. You might create an album of your vacation experience within OneNote, but you also might want to add that menu to a collection of recipes that you keep within OneNote.

You might have a Notebook called Personal. Within that notebook is a Section Group called Vacations. As a Section within that Section Group is Sarasota. The Sarasota Section has a Page called Farmer’s Market. And under the Farmer’s Market Page is a Subpage containing the photo of the menu and you’ve entitled the Page as Menu Photo.

Personal | Travel | Sarasota | Farmer’s Market | Menu Photo

The same photo might want to be found under a Section for Recipes.

Personal | Health | Food | Recipes | Menu Photo

Either way, the original image document remains within your OneDrive repository, so that menu photo can be found by navigating through folders and then files within your locally cached files under File Explorer (Windows) or Finder (Mac).

And while still within OneNote, you don’t have to click through nested Subpages, Pages, or Sections for your file. The search functionality in OneNote is brilliantly fast, that is, if you use key search terms within the titles of your Pages.

Method: Use the Insert menu within the OneNote ribbon to choose a file, picture or PDF to insert into any given Page.

If we have communicated and agreed upon the best Office 365 services plan for you going forward and the option is available below, then please choose the respective PURCHASE button. Otherwise, a customized invoice will be sent to you as it’s considered appropriate for the given scope of services to be provided. If we haven’t spoken yet, then please schedule a free 15-30 minute meeting to initiate a preliminary plan.

Professional Services – $120 Per Hour Pre-Paid

  • Hourly Remediation and Professional Consulting Services:
    • Per request and approved proposal.
    • Minimum one hour required to initiate Monthly HelpDesk.
    • Same rate for remote and onsite.
      • Minimum 1 hour for remote control.
      • Minimum 4 hours for on-site visit.

 

Complete Cloud Backup – $10 Per End-User Per Month ($100 Per Year)

  • One User License:
    • 1 year of cloud-to-cloud, unlimited backup with lightning-fast search and one-click restore of Office 365 data:
      • SharePoint, OneDrive, Exchange, Office 365 Groups, and Microsoft Teams.
        • Microsoft Teams conversations, calendar, files, and notebook.
    • Six daily snapshots.

Managed IT Services – $120 Per End-User Per Month

  • All-inclusive and proactive IT services (per user per month):
    • 24/7 remote included.
    • Vendor liaison and purchasing agent roles.
    • Network documentation.
    • Network health reporting.
    • Customer support ticketing portal and knowledge base.
    • Security hardening with best practices.
    • Microsoft 365 Business subscription included!
    • Complete Cloud Backup included.
    • One license for one user and *all* of their devices to enjoy on-demand support throughout the year.
    • Unlimited support incidents (tickets) per month.
    • Covers Windows 10 Pro, MacOS, iOS, Android, all Office 365 plans (software and services), and cloud-to-cloud backup offered by RIT.
    • Support of Line of Business (LOB) applications included.
      • Must have current maintenance or service plan
      • Must have proper & complete licensing for every user
    • Infrastructure ramp-up project required prior to start of agreement.
      • Computers and servers fully updated and running optimally
      • Printers under service plan
      • Mobile devices (phones and tablets) updated to recent model and current OS
        • Only iOS and Android
      • Internet service(s)
        • Two for failover and load-balancing
      • Local Area Network (wired and secured wireless)
        • Gigabit certification
        • Clean and orderly communications closet
        • Separate guest WiFi network
      • Billed as an hourly project under Professional Services
    • Ongoing training & coaching.
    • Servers and network-attached devices not included.

Documents and Mailbox Migration – $250 Per End-User One-Time Fee

  • One Seat – covers all of the following:
    • Automatically discover email environment and configure a migration plan that’s right for you.
    • Identify the impact of migrating your file server to SharePoint Online with Office 365.
    • Perform identity mapping by scanning SharePoint, Active Directory, and Azure Active Directory.
    • Monitor progress and output files into the Logs directory showing the summary and more detailed insights into the scenarios that could be impacted by migration.
    • Data automatically synced before, during and after migration cutover.
    • Full fidelity sync technology ensures no data loss on final data sync post-cutover.
    • Account provisioning and DNS updates take place during Migration Sync.
    • Desktop readiness and remediation:
      • Outlook configured to work with Office 365.
      • Local data moved as required.
      • User’s previous Outlook experience recreated as closely as possible post-migration.
    • Seat defined:
      • For billing purposes, any migrating top-level Public Folder or Mailbox (Individual, Shared, or Resource Room/Equipment) is considered a seat.

 

I used to recommend Office 365 Enterprise E3 as the best bang for the 20 bucks within the realm of Microsoft’s Office 365 offerings. But when Microsoft 365 Business was launched for the same $20 mark, then there was a new kid on the block – and this one had Office 365 Advanced Threat Protection.

 

Office 365 Advanced Threat Protection (ATP) adds important layers to the security stack, such as ATP Safe Links and ATP Safe Attachments. And to round out the trilogy, there’s ATP for SharePoint, OneDrive, and Microsoft Teams.

 

Just to test drive this latter member of the trio, I downloaded a sample virus file and then uploaded that test malware to my OneDrive file repository. I opened the Office portal and navigated to the supposedly-infected file to give it a click. Because I’ve configured an alert for just such a problem, I instantly received an urgent notification:

 

office 365 advanced threat protection

 

Fortunately, this was a harmless test file. But if it were the real thing, then we would take immediate measures.

 

And the file is locked down:

 

So as much as we have Exchange Online Protection for email scanning and filtering, I’m more than pleased to know that we have built-in security when it comes to Microsoft Teams, SharePoint and OneDrive for Business.