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.

 

#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. 

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.

 

 

Too many equate Office 365 with the old Office suite of software and that they now have to pay for it on a constant basis. It is so much more than desktop software – it’s a bundle of software and services meant to enable productivity anywhere and at any time.

 

I’m going to assume that you already know about the legacy apps, such as Outlook, Word, and Excel. But do you use OneNote, OneDrive, Planner, To-Do, Teams or SharePoint? What about Bookings, Flow, Power BI, or Forms?

 

Of these that I’ve listed above, the most productivity might be realized by the adoption of just two: OneNote and Microsoft Teams. And these two apps go hand-in-hand as OneNote can reside within Teams as an integrated app within one of the navigational tabs found across the top of the Teams app.

 

Other Team members can co-author the OneNote Notebook – that is, they can edit the same content at the same time, no matter whether they’re working from the same office space or not. And if they wish to communicate in regard to the content, then members can instantly engage in a one-to-one or one-to-many chat. And that chat can be converted to an audio or audio/video meeting at any time.

 

In truth, OneDrive and SharePoint can be considered part of this mix because when a person shares a document in Microsoft Teams, that document is shared with another Team member from the sharing member’s OneDrive location. And when that document is published to the Files tab in Microsoft Teams, then that file becomes a common item in the document library of the Team in SharePoint. OneNote notebooks are also stored in OneDrive.

 

Microsoft Teams is part of a paradigm shift in the way that we think about online collaboration. The old method of emailing documents as an attachment is wrong on many fronts and warrants another conversation. The modern workplace is mobile and it’s dynamic. And in terms of productivity, there is no comparison to the ability to collaborate in real time from anywhere as we can do in Microsoft Teams.

 


For many years, we’ve learned to save files to folders. And within folders, we’ve created subfolders as yet another location to store files. And then you might create a folder within that subfolder… The result can lead to a complicated collection of nested folders with files stored in disparate locations.

 

Then along came SharePoint where we learned a new way to sort documents – with metadata. Metadata hasn’t gone away at all, but I only see its best value when considering larger document libraries.

 

 

Now we have Microsoft Teams and its filing system! Because each channel within Teams has an associated folder in the Team’s SharePoint document library, we’re starting to consider yet another way of looking at file management. Perhaps we can think of a Teams channel as a folder?

 

 

The General folder for the General channel is seen from the RIT Finance SharePoint team site.

 

 

If we were to add a new channel to a team, then a new folder by that name would appear in addition to the General folder.

 

But now we have to talk about sharing files within Teams.

 

When a file is shared with a colleague while in a private chat, then the file is stored within the OneDrive repository belonging to the person who shared the file. In truth, OneDrive is actually a hidden SharePoint library, but that’s fodder for another conversation.

 

But when you share a file while in a channel’s group conversation, then the file becomes stored within the respective channel’s Files tab, or rather, the channel’s folder within the Team’s SharePoint document library.

 

If you’ve forgotten which channel’s folder contains the file you’re looking for, then you can go to the Files button in the left-hand rail to view and scroll through the collective list of files belonging to all teams and channels. Or you can search all files across all Teams’ channels from the Command bar at the top-center. This search tool is available at all times wherever you are within the Teams app. You can also sort using metadata within the Files view by clicking the column labels, such as Type, Name, Modified, and Location.

 

 

“Currently, according to Microsoft, more than half of all commercial (business) Office users are using Office 365 rather than standalone/perpetual Office. But during some point in the company’s fiscal 2019 (which kicks off on July 1, 2018), Microsoft is expecting two-thirds of its business Office customers will be using Office 365.“ – Mary Jo Foley  (10/10/2017)

Okay, so let’s just say that we remain just past the halfway point. Somewhere else I picked up another tidbit from Redmond VP, Brad Anderson, who told of Microsoft billing for more than 120 million Office 365 licenses (users) per month. Doing the math, when it hits the 2/3 mark, then there will be an additional 40 million people using Office 365 during this fiscal year topping out at 160 million licensed users per month.

Dollar amounts and corporate earnings aside, this is a massive demographic, especially in consideration of all the servers that will be retired, all the documents that will be uploaded, and all 40 million email accounts along with each account’s respective messages, contacts, calendars and tasks that will migrated from on-premise machines to data centers.

But with the new cloud platform brings new ways of getting things done. You’ll no longer save to the S:\ (shared) drive; instead you’ll save to a SharePoint library, that is, if you’re saving to a common repository of shared documents. Your own documents – those that you’re still getting ready to publish for the rest to view and modify – will be saved to your respective OneDrive, which is actually a hidden SharePoint document library itself.

And now that your original files sit in the cloud, they can be shared with a link, not by attachment to an email. When they’re shared in this manner, then multiple users can co-author the document simultaneously. No more passing around various versions of the same file. The real file gets modified right in front of you as you share it with colleagues.

Not much will change with email, except that you’ll likely spend less time in Outlook. Instead, you’ll be chatting away in Microsoft Teams, either by text in private or within a group chat scenario, perhaps while several are co-authoring a document and tossing ideas back and forth. And if the conversation dictates a meeting, then that can happen in an ad hoc private manner with up to 20 attendees or later on as a scheduled meeting. And the scheduled meeting can be audio only, or it can be a video meeting with up to 250 attendees.

“There is also an option for recordings to have automatic transcription, so that users can play back meeting recordings with closed captions and search for important discussion items in the transcript.” – Microsoft

And more than ever, we will work from anywhere. Teams meetings, for example, can be attended using your mobile device.

40 million more Office 365 users – that’s equivalent to the entire population of California.