O365 Product Release: Stage 5. Groups, Teams, and Planner. Help Guide {Draft} September 24, 2018

Transcription

1 O365 Product Release: Stage 5 Groups, Teams, and Planner Help Guide {Draft} September 24, 2018 Columbia University Irving Medical Center Information Technology 632 W 168 th Street, PH New York, NY 10032

2 General Information Terms Used in This Document Client Refers to a User or a department in CUIMC Cloud Initiatives Refers to CUIMC IT projects in Microsoft s Azure and Office 365 CUIMC Columbia University Irving Medical Center CUIMC IT Columbia University Irving Medical Center Information Technology ISO CUIMC Information Security Office CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page ii

3 Table of Contents General Information... ii Terms Used in This Document ii 1 Groups, Teams, and Planner Rollout Groups How to create a Group? Creating Groups in Outlook (Desktop Version) Creating Groups in Web Outlook Creating Groups in SharePoint Creating Groups in Teams (Client and Web) Creating Groups in Planner Points to Consider: When to use Groups and When to use Teams? Help and Training: 10 3 Teams How to use Teams Points to Consider: When to use Teams and When to use Groups? Training: 12 4 Planner How to use Planner Points to Consider: Training: 13 Document Note 14 Trademark Acknowledgements 14 CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page iii

4 1 Groups, Teams, and Planner Rollout As part of CUIMC IT s Cloud Initiatives, we are releasing Office 365 Groups, Teams, and Planner for the Medical Center users. Users will see Teams and Planner from the App Launcher when they log on to portal.office365.com. How to access Teams and Planner from the App Launcher: Log on to portal.office365.com with your CUMC Exchange credentials. Click the waffle in the top left corner. The App Launcher is displayed. Note: If you do not see the products when you click the App Launcher, click All apps to display the list of all the applications. CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 4

5 Users can access Groups from Microsoft Outlook and Web Outlook Microsoft Outlook: CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 5

6 Web Outlook: CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 6

7 2 Groups Groups in Office 365 let you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share. Resources such as a shared Outlook Inbox, Shared Calendar and a SharePoint site for collaborating on files are automatically created when you create a Group. You don t have to worry about manually assigning permissions to all those resources because adding members to the group automatically gives them the permissions they need to the tools your group provides. 2.1 How to create a Group? Medical Center users have access to create Groups in the Office 365 environment on the Microsoft Cloud. There are several entry points for creating Groups. These are: 1. Outlook (Desktop Version) 2. Web Outlook 3. SharePoint 4. Teams 5. Planner 6. Staff-hub* 7. Stream* 8. Power BI* * Products planned for rollout before the end of this year for the Medical Center users Creating Groups in Outlook (Desktop Version) Click Groups in the left navigation pane and click New Group CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 7

8 2.1.2 Creating Groups in Web Outlook Click Groups in the left navigation pane and click New Group Creating Groups in SharePoint Click the App Launcher. Click SharePoint. Then click Create a Site in the top navigation pane CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 8

9 2.1.4 Creating Groups in Teams (Client and Web) Click the App Launcher. Click Teams. Then click Teams in the left navigation pane. Then click Create a Team at the bottom of the navigation pane Creating Groups in Planner Click the App Launcher. Click Planner. Then click New plan in the left navigation pane. CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 9

10 2.2 Points to Consider: While creating a Group you can make it private to team members you add, or public allowing any Medical Center user to join. Groups created from Outlook, Web Outlook, SharePoint, Planner show up in the Global Address Book whereas Groups created in Teams do not show up in the Global Address Book. messages to Groups are internal to the Medical Center only. You cannot receive messages from outside the domain to Group addresses. You cannot send to other addresses from the Group addresses (both internal and external). 2.3 When to use Groups and When to use Teams? If you want conversations to happen inside of Outlook using between team members and wish to use the Outlook calendar extensively with team members--use Groups. If you wish to use chat extensively, have multiple channels under the same team, utilize audio and video calling, and desktop sharing use Teams. The specific resources that are provided depends slightly on the Group s experience your team wants to have. While you re considering the options it s important to remember that one size rarely fits all. Different teams may prefer to work different ways and Office 365 has the tools to enable collaboration in whatever form your teams prefer. Note: Groups are not a replacement for Shared Mailboxes or ListServ. 2.4 Help and Training: For general help and training offered by Microsoft and Lynda.com use the links below: Please use this material to gain a general understanding of the product. Feature sets that are available to you may vary based on CUIMC IT implementation of the product for the Medical Center, your permissions on the product, and the product updates released by Microsoft every month Microsoft: Lynda.com: Log on to Lynda.com at using your MyColumbia credentials. Search for Learning Office 365 Groups course. CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 10

11 3 Teams Microsoft Teams brings together the full breadth and depth of Office 365, to provide a true chatbased hub for teamwork and give Medical Center users the opportunity to create a more open, fluid, and digital environment. Microsoft Teams is built on current Microsoft collaboration technologies woven together by Office 365 Groups. When you create a Team, it integrates with the other services within Office 365, to create a SharePoint online site and a group mailbox for each team created. Teams provides a persistent chat capability, calling and meetings, easy access to other components of Office 365 such as SharePoint and Planner. This provides a hub for teamwork for project teams, research teams, or faculty-student team for the Medical Center departments. 3.1 How to use Teams The easiest and quickest way to understand how Teams work is to go through a walkthrough demo of teams at: Points to Consider: While creating a Team you can make it private to team members you add, or public allowing any Medical Center user to join. When you create a Team in Teams application, it creates an Office 365 Group in the background. Those Group (Team) addresses do not show up in the Global Address Book messages sent to Group addresses are internal to the Medical Center only. You cannot receive messages from outside the domain to Group addresses. You cannot send to other addresses from the Group addresses (both internal and external). 3.3 When to use Teams and When to use Groups? If you wish to use chat extensively, have multiple channels under the same team, utilize audio and video calling, and desktop sharing use Teams. If you want conversations to happen inside of Outlook using between team members and wish to use the Outlook calendar extensively with team members--use Groups. The specific resources that are provided depends slightly on the Group s experience your team wants to have. While you re considering the options it s important to remember that one size rarely fits all. Different teams may prefer to work different ways and Office 365 has the tools to enable collaboration in whatever form your teams prefer. Note: Teams are not a replacement for Shared Mailboxes or ListServ. CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 11

12 3.4 Training: For general help and training offered by Microsoft and Lynda.com use the links below: Please use this material to gain a general understanding of the product. Feature sets that are available to you may vary based on CUIMC IT implementation of the product for the Medical Center, your permissions on the product, and the product updates released by Microsoft every month Microsoft: Lynda.com: Log on to Lynda.com at using your MyColumbia credentials. Search for Microsoft Teams Essential Training course. CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 12

13 4 Planner Planner enables users and teams to create plans, assemble and assign tasks, share files, communicate and collaborate with other users, and receive progress updates via various means on the Office 365 platform. Each new plan created in Planner automatically creates a new Office 365 group. With Planner on your PC, Mac, or mobile device: Create new plans, assign tasks, and share files with others. Organize teamwork and collaborate on projects in a simple, visual way. Chat with others to make sure you're on the same page in Teams Keep track of your team's progress and stay on top of your work from anywhere, on any device. 4.1 How to use Planner The easiest and quickest way to understand how Teams work is to go through a the video on Planner at: Points to Consider: When using Planner, consider your requirements and choose where you create the plan. Planner can be accessed from the Teams application and directly from the Planner App from the App Launcher. When you create a plan using Planner, it creates an Office 365 Group in the background. Those Group addresses do not show up in the Global Address Book. messages to Group are internal to the Medical Center only. You cannot receive messages from outside the domain to Group addresses. You cannot send to other addresses from the Group addresses (both internal and external). 4.3 Training: For general help and training offered by Microsoft and Lynda.com use the links below: Please use this material to gain a general understanding of the product. Feature sets that are available to you may vary based on CUIMC IT implementation of the product for the Medical Center, your permissions on the product, and the product updates released by Microsoft every month Microsoft: 15c0b15e16fc Lynda.com: Log on to Lynda.com at using your MyColumbia credentials. Search for Microsoft Planner Essential Training course. CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 13

14 Document Note CUIMC IT may revise the content in this document by way of addendums, amendments, or corrections because of changes in CUIMC processes around the use and implementation of information technology resources, revisions in CUIMC IT and ISO policies, feature capabilities of current systems or implementation of new systems. Trademark Acknowledgements Microsoft and Windows are trademarks of Microsoft Corporation. All other trademarks are the property of the respective companies with which they are associated. CUIMC IT Document Id: Sep 24, 2018 CUIMC IT Page 14

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