6 Tips to get the most out of Microsoft Teams

Many organizations have started to use Microsoft Teams as their tool for office communication. The idea is to help get conversations out of email and into a place where the knowledge can be shared and discovered. However, Teams can be a bit daunting at first. It takes some time to transition from the old way of working to this new way of doing things. Here are a few tips to get the most out of your Teams experience.

Tip #1 Know when to use Teams

One of the first questions when introducing teams to an organization is “When do I use Teams?”. While the answer could be very different for your organization, here are some key uses of Teams.

  • Replace internal email to distribution groups and create a Team instead.
  • Create a company-wide Team (for smaller organizations) and have a channel for company announcements.
  • Create a “Water Cooler” channel where anyone can post fun things, or ask general questions.
  • Create a team for your company knowledge base, where you can post FAQ, Industry News, company documents, templates, scripts, etc.
  • Use teams to collaborate on projects.

Tip #2: Use your Activity Feed

The activity feed is a great place to start as it can show you recent activity all in one place. The activity feed is analogous to an email inbox in that you can process new activity from one location.

  • The default feed shows all content that is relevant to you. This would include updates to conversations you are a part of or when you are mentioned.
  • The Team Activity feed shows all activity across your favorite channels. This lets you see what people are talking about, even if you are not a part of the conversation.
  • The My Activity feed shows all of the new posts, replies, and other activity that you created. This is a great place to jump back into a conversation or to find something you posted recently.

Tip #3: Ask T-Bot

If you have a question about how to use something in Microsoft Teams, just ask T-Bot! T-Bot is a chat bot that is built into the Teams product. Go to your chat and search for T-Bot, or click on T-Bot from your recent chats.

  •  Ask T-Bot any question about Microsoft Teams just like you would a real person. The bot will respond with the suggested answer. This is a great way to get familiar with interacting with a bot. Microsoft Teams has several other bots that you connect to.
  • You can also use the Tabs in the T-Bot chat to go straight to FAQ and see what is new in Microsoft Teams.

Tip #4: Use Search

If your organization uses Teams, after a short while there will be an overwhelming amount of content. Browsing to find anything will be continuously more difficult. Try to get familiar with the search functionality early on.

  • Use the search box to quickly find a specific Team or Channel that you are a member of. Click on the result to quickly jump to that location. This is a great shortcut for navigating to various teams and channels without browsing.
  • Use the search box to quickly find a person. Just enter their name and you’ll see the matching results. Clicking on the result will take you directly to the latest conversation you had with that person. From that page, you can use the tabs to see recent activity.
  • Enter any keyword or phrase and let search work it’s magic. The results will return all of messages, people, and files related to what you entered. You can then quickly filter the results to narrow your search.

Tip #5: Use Connectors

Connectors allow you to connect to external services and bring relevant content into your Teams conversations. You can add a connector to any channel.

  • Connect to your source control repository and have it post recent check-ins to your channel.
  • Connect your social media accounts and have posts from specific people or topics automatically added to the channel conversation. This lets everyone see recent activity without the need to hit all of your social media sites throughout the day.
  • Connect to news sources to bring in the latest relevant news.
  • Connect to your other favorite services. There are hundreds to choose from!

 

Tip #6 Save conversations

Teams will let you save conversations so you can quickly access them for later reference.

  • You may want to think about how you want to use this feature. If you want to be able to find all of your favorite conversations, you may want to “Like” the post instead. Then you can easily filter your activity feed to see all of the posts you liked.
  • The way I use the Save feature is to mark things that I need to come back to and finish later. It would be similar to flagging an email. You flag it (save it) and come back to it later and complete it. Removing the bookmark when you are complete will remove the item from your Saved list.
  • You can access your Saved conversations from your profile menu.

Wrap Up

I hope these tips help you enjoy your Microsoft Teams experience! Let me know if you have any questions or if you have any additional tips you would like to share.

How to manage the new SharePoint document library experience

Microsoft has recently started pushing out a new SharePoint Document Library experience that is must more like OneDrive (New Experience) than the traditional SharePoint (Classic Experience).

Overall, I think these changes are a good step to making SharePoint more modern. The new library experience is faster, visually more appealing, and works better across devices. 

However, customers may have a reason not to use this new experience. They may have customization, or just like to stick with the classic look and feel.

Currently, the new experience is only available to First Release tenants in Office 365, but will eventually be rolled out to everyone.

To manage the experience at the Library level

  • Open library settings > Advanced Settings.
  • At the bottom there is a new option to change the list experience. It can use the default, force to the New experience, or force the classic experience.

To manage the experience at the tenant level

  • Open Office 365 Administration > Admin Centers > SharePoint.
  • Click on Settings.
  • You should see a new option to set SharePoint Lists and Libraries experience. Choose either classic or new experience.

To manage the experience at the site collection or site level

Unfortunately, there is not a place in the UI to change the experience at the site collection or site level. Yet, we can change it using PowerShell. Check out this support page from Microsoft for the PowerShell script to do this.

 

 

How I organize Evernote for GTD – Getting things done with Evernote tags.

As a solutions architect I constantly have a huge list of tasks that need to be completed. For the longest time I have used Microsoft Outlook to manage my tasks which worked okay at first, but over time it turned into huge list of red (overdue) tasks. I discovered that “date” driven tasks don’t work well for me. I was constantly rescheduling tasks and always feeling behind.

I then discovered GTD (Getting Things Done) by David Allen, which introduces the concept of Next Actions to manage tasks. Rather than assigning a date to the tasks, you add it to a Next Actions list and simply work off of that list. There is a lot more to it then that, but I’ll spare the details here.

evernote_logo_center_4c-lrg

Why Evernote? I’m a Microsoft guy overall and I love OneNote. I still use OneNote every day for shared project notes and other things. However, I find that using OneNote to organize content gets to be cumbersome and messy. In Evernote, I can simply tag a note and not worry about which notebook and section it is in. Evernote allows me easily cross-reference notes using tags and search, which I love. It also feels more like a database than a notebook. I suppose the developer in me likes that aspect of it. I can build my daily workflow in Evernote, while in OneNote I spend more time organizing and searching.

So let’s get on with it.

Inbox Notebook

My default notebook is called Inbox. This is the dumping ground for everything I want to process in Evernote. This includes ideas, tasks, emails I want to review, documents I want to edit, articles I want to read. Inspiration from the web. The purpose of the Inbox is to hold any content that may need further action.

Cabinet Notebook

The Cabinet notebook stores everything else in Evernote. I keep it simple by keeping all of my processed notes in this one notebook and use tags to organize the content within it.

Evernote Notebooks

Next Action Tags

My Next Action tags are very simple. Rather than using the “Context” as described by David Allen for GTD, I organize my next actions around the mode that I’m working in. I picked up this idea from Mike Vardy. The difference is that a “Context”, as described by David Allen, is more about where you are, while a “Mode” is about what you feel like doing at that moment.

By working on tasks that are in the same mode I can jump from one to the next without switching gears and losing focus. All of my Next Action tags start with an @. This makes them easy to find when typing into Evernote search and when tagging items.

Here are some examples of my Next Action tags.

  • @agenda – Items I need to discuss with others.
  • @chores – Chores I need to do when I’m at home.
  • @development – Tasks that require me to write code.
  • @documentation – Tasks that require me to write documentation or technical design.
  • @errands – Tasks that need to be done while I’m not at home or work.
  • @planning – Tasks that involve planning. I like to do these tasks together while I’m in the zone.
  • @read-review – Items I want to read or watch later.
  • @waiting for – Tasks that are being worked on by others that I need to follow-up on. (I like to keep this one full.)
  • @writing – Blog posts that I’m writing and ideas for future blog posts.

Horizons of Focus Tags

In addition to Next Action tags I also tag content based on the project or topic it belongs to. I find that organizing the tags in a hierarchical outline helps me think of other projects that I may want to work on. I also keep active projects separate from inactive projects. Here is a snippet of how my project tags are organized. Notice that the actual project tags start with a . (dot). Again, this is to make them easy to find when tagging new items or searching across Evernote.

Evernote Horizons of Focus

Other Tags

I use tags for other things as well. But I don’t spend time organizing them. I just put them in an “Other” bucket and generally use them when searching in Evernote.

Reminders and Calendar

While I generally do not to assign a due date to my tasks, I do use Evernote Reminders to remind me to review things on certain days. This could be a reminder to send a weekly status report, or just to change the air filters in my house every six months.

If I do have tasks that should be completed on or before a specific day I block off time on my calendar to work on that project. By utilizing my calendar to block off time I get a better sense of how my week looks and how busy I am with important tasks. It also lets others, who want to book meetings, see that I’m busy working on things.

Putting it all together

  • Capture – Any ideas I have, tasks I need to process, articles to read, email to review, or anything else that I need to work on will go into the inbox.
  • Process – I go through each item in the inbox and either do it (if it takes less than 2 minutes), or tag it appropriately and move it to the cabinet. I don’t actually do any of the work from the inbox (unless it takes less than a couple of minutes).
  • Organize – About once a week (usually Sunday night) I’ll review my tags and make sure everything is up to date.
  • Execute – If I have time blocked off on my calendar for a specific project or task, I’ll work on that. If not, I’ll pick a Next Action tag that makes the most sense based on where I am and the energy I have. I then start working on those tasks.
  • Complete – When a task is complete I simply remove the Next Action tag. The note is always available as reference but no longer appears in my Next Actions list. Since each task is also tagged with a project, I can quickly see everything for that project in one list of notes by selecting that project tag.

Evernote Tags

Conclusion

While my process is always changing over time, this is how I work today. I find it interesting to see how others organize the work they need to get done. I hope sharing my approach is helpful to others who are trying to get work done using Evernote.

Find Office 365 content quicker using Windows 10 search

With the launch of Windows 10, I thought it could be useful to show some interesting ways to use both Office 365 and Windows 10 together. You will need Office 365 or SharePoint 2013, and the OneDrive for Business sync client, which is installed automatically the first time you sync. Some of this also works in Windows 8 and Windows 7, but I’m demonstrating on Windows 10, which seems to have a bigger focus on search and finding content in general. Continue reading

What’s new for Office 365 and SharePoint 2016 – A summary from the Microsoft Ignite Conference

Last week I was one of the 23,000 people who attended the Microsoft Ignite conference in Chicago. The size of this conference was mind boggling and the amount of content was staggering. My focus was to learn as much as I could about Office 365 and SharePoint 2016. Here is my attempt to summarize the key things that I learned. Keep in mind that there were over 1000 sessions in total and I only attended a dozen or so. Continue reading

Working with List View Thresholds in SharePoint 2013

Thresholds were introduced by Microsoft in SharePoint 2010 in order to prevent large queries from occurring which have an impact on performance of the SharePoint environment. I’ll explain why thresholds were introduced, what happens when thresholds are reached, and provide some tips to fine tune your queries to avoid performance and scalability issues.
Continue reading