Speaker 1: Hi guys, in this video, it follows on from the basic training we did last week. So if you've not seen that, click on the link below and watch that first. This is then some extra tips that we usually do a week or two after the basic training and go through some more ways to change your notification settings. We look at some more advanced ways that you can do some posts into Teams. And we look at the one thing that you can do to make your life with files loads easier. So stay tuned for that one. My name is Gavin Jones. I am a transformation manager for Fortune 500 company. And all the tips we put on YouTube come out of real life examples. Got a new video coming out on Teams every Tuesday. So make sure you hit the subscribe button and the bell icon so you get notified every time we release a new video. And this video is accompanied by a slide deck. If you want that slide deck for use with training people in your organization, or you just want all the tips we've got in one place written down, then click on the free download link in the description below. So let's get in and have a look at basic training part two. Also should say apologies for the video in this one. I recorded the entire thing with the camera on my phone pointing the wrong way. So you won't see my head much in this one, just the screen. But I'll pop back up at the end. Okay. So in the main training, we spent a bit of time going over how best to manage your notifications, which first thing you want to do rather than messing about the notification settings and turning channels on and off and other things on and off is just to go and make sure you're showing the channels you want to get channel notifications from and hiding the ones you don't. This then is to be done after you've already done all that. If there's still too many notifications, then this will help you get those down. If you're still too many things or you're missing stuff, then that might be a conversation with your colleagues to say what you're going to use the channel for and what you're not and whether you need another channel or not. But for right now, just going to go through some of the main settings that you'll want to look at straight away. So the first one we're going to go through is email notifications. So if you've been put into a team and you started using Teams, you might find you're getting loads of emails as well as Teams messages, which might be a bit overwhelming. So if you click on your account icon at the top of the little head and go to settings and then notifications, there's loads and loads of stuff. You can personalize all the notifications in Teams. I'd say ignore all of those and start off with this one in other missed activity emails. So don't know if it varies by tenant or if it's the same for every Teams when it, when you're set up, but for our organization, at least that defaulted to once every hour. And like I say, you were using Teams, even if you're fully on it, you're still getting loads of emails because it should in theory, if you've read the message in Teams, you don't get the email because it's once every hour, I think, you know, there's some that you're missing. You've just not been in Teams for 10 minutes, or you want to do some of the work. And then you've got a barrage of emails once you get back as well to sort through. So I've changed that to daily, even though we're fully in Teams now nearly every day, still useful to have a daily one, just so that you're getting some stuff that you might've missed overnight. Delivered in DreamVox, you can always just delete the email. At least it's only one email a day, especially useful if you're on holiday, can it start to sort of surface some big things you might've missed in the email. So good idea not to turn it off, but move it to daily. That's the best thing you can do to manage your email notifications. All the rest I've left as default because I don't want to miss anything. And there's some other ways you can hide your notifications, get away from them. So second way is that if you just want to get a bit of focused work done, same section in your account icon, don't forget, you can just reset your availability. So very similar to Skype, you can, when you click reset status, that will reset it to whatever's in your Outlook calendar. So if you've got a meeting in, it'll be busy. If you've not moved the mouse for a bit, it'll be a pair away or, you know, a waste of setting Amber, if you're presenting, I think it's defaults to do not disturb, but you can put do not disturb on at any time. So if you want to do a bit of focused work, you can click on do not disturb. If your organization's got my analytics and you've got the focus plan, then that does put some focus time in your calendar for you and automatically moves on to do not disturb. If you don't have that, you can still do it manually and then nothing will ping up on screen. You can do some of the work and some deep work, and then just come and reset your status after you're finished doing that and ready to collaborate again. So that's tip number two. Then by default, like we said in the last week's video, if you have shown a channel, it's visible in your list, then you'll get channel notifications. So if someone does app testing, I'll get pinged about it. Any hidden channels, you don't get pinged. If someone did app change management, I wouldn't get notified. Someone did app integrations, I wouldn't get notified because they're hidden in my view. You can though have some tweak around with those defaults. So if I was doing lots of work in testing, but I didn't want to get pinged about lots of stuff in testing, I just wanted a quick way to get to it. I can then click those three dots, go into channel notifications. And then this is the default for any channel that's shown in your view is that all new posts is off, which means you're going to get pinged every time anyone puts anything in that channel, whether they've outmentioned the channel, outmentioned you or not, or just nothing on there, or even if they've outmentioned someone else, you're going to get pinged regardless. So I don't have a good use for that right now, but if there's a channel that was critical to your job, you might want to turn that on, we're talking about reducing notifications right now though, so probably don't want to leave that off and channel mentions, you can then either just show any feed, which means it's going to appear in your activity feed and banner is whether it pops up on the screen and goes blink when you get any message or not. So you can reduce it down and just showing your feed. So you're not getting pinged about channel mentions, which might not be applicable to you, but it's applicable to the whole channel, or you can turn those off completely, which is the same as hiding it really, apart from it's going to, you can still visible in your view. So I'm just going to go back and leave it and cancel. I've not bothered moving those around because you can still go and view any other channel just by clicking on it and see what's in there. If there was something that I've not seen yet, even if it's hidden, when I click on the hidden channels, that would still go bold. So I've currently got no need for turning notifications off other than hiding it. And that should be your first port of call. And if there was too many things going on, that's how to manage your channel notifications. More useful is what I've found, at least in our work, is that you can turn off threaded notifications. So again, like we said in last week's video, you want to keep things in thread and you might end up with quite a long conversation thread, especially if we've noticed if it's like a recurring meeting or a weekly scorecard that comes out and it's the same file. Because I guess now we've got versioning in SharePoint due to saving stuff into Teams. You can save over the top of the same file and that allows you to pin a file at the top and not change the link. But then you might have lots and lots of conversation about that same file because it's changing each week. If you've put a reply into a thread and someone replies beneath you, you're then always going to get pinged about replies to that thread. And if lots of people replied and actually your interest in that has now gone, there wasn't, when Teams first came out, a way to get rid of those notifications very easily. Now, if you come into whichever thread is the problem child and click the three dots when you hover over it, you can turn off notifications for that entire thread. So then if someone replies and I'm in that thread, I will now not get notified about that thread. So it's quite useful for just getting rid of all the notifications. It's a bit dangerous in that, I guess, if you've trained people that they don't need to out mention you, if they reply and you're above them, then you might miss something then because they're assuming that you're getting notified about it and they don't know you've turned off notifications and actually won't get notified unless they out mention you or the channel again. But like I say, good way of getting rid of stuff if you're just getting too much, too much noise. So moving on to ways to post things just before I do a little bonus tip. One of the main things we see after training, which I do not apologize for going over again, is that soon after training, so the first video that you were seeing last week, which I'll link in below, people spot the deliberate mistake here, hi all, the file is saved in the files tab. We see people doing that all the time, even after in-depth training and going over all the reasons why you shouldn't do it, at least do the first bit. So there's two errors there. One, they're saying hi all and not doing an out mention. If it was reply, obviously you should reply, might not need to do an out mention, but brand new post saying hi all, assumed no one's going to see it, needs to do an out mention, which we covered in the previous video. A new error then is that people are like announcing that there's a file there rather than just linking to the file. So it's like, I've saved the file down. It's like, well, in every message you should make it easy for the reader to get to whatever you are posting about why say there's a file there and leave them to go and find it, or even telling them where to go and find it, they need to then go, all right, files, yeah, you've told me to go to this folder. Okay. I found the thing. If you're linking one file in, remember you can edit or delete all your own posts. If you're linking a file in, or even multiple files, you can just go and share the link through the pay per click icon. Uh, actually we'll talk about three files. So cool. Go and select another one, share the link. Uh, and I was talking about this file. These are all the files that we've updated in this, um, random scenario. Just link the files in there with the pay per click icon rather than telling them that it's saved in the files tab, just link, put them in the files tab and then link them into your posts so you can get to them straight away. If you're linking via the pay per click, uh, that's the best way to link. Cause you get a nice little, um, box and an icon, and that'll always stay at the top of the conversation thread. Um, so you can see that there's a file there that's exciting and people want to click on, even though it's a big thread underneath those files will still stay at the top. Remember you don't want to link a text link in this one's quite a big one. I left it. We've seen people write quite a long blurb and then put a text link at the bottom and that's see more that collapses has collapsed. There's a file link there and people can't see the file. So the people then it's like, Oh, where's the file? I've missed it. Blah, blah, blah. If you link it in properly, uh, and link it into where you're talking about the file, rather than just saying it's saved somewhere, then that's the best thing you want to do. So everyone can see that, uh, all the files that you're talking about and they're visible and stay at the top of the thread. Okay. So two extra bits in terms of posting. So last time we covered the compose box, which pops you up a bit of extra space. Um, we didn't go through them one by one, but we talked about most of the things you would recognize that highlighting by old italic. Um, then we touched on the quote box, which makes a nice little gray area for you to type in a little quote. So it's sort of segregating your chat links as standard. So you can put in a text link and change the text. It looks a bit nicer, but don't do that for files. Do that in your paper clip icon. And like I just mentioned, put some code stuff. If you're in that line of work, um, horizontal lines, quite handy. So you can, uh, segregate your message a little bit. If you have any, uh, main point and then, uh, supporting underneath, uh, table, as you would expect, as we get towards the end, uh, one thing I want to cover was, uh, Marcus important, which makes a big red banner, uh, in everyone's view, puts a big red, important there. Um, and if you post something important into a channel that shall have a big red exclamation mark next to it as well. So really highlighting to everyone that there's something important in that channel, which might be very useful. By default, when you do the compose box pop-up, uh, it's a new conversation, but you can now do an announcement. All the announcement does is literally that gives you another headline. Uh, you still get a sub heading and you can, uh, type in whatever you want in there, which just makes it a bit bigger, a bit more engaging. You can choose, uh, one of the nice little pastel colors. I think they've got going on and teams that changes the text color on the background for you. Um, or you can upload a picture background, which is quite good. If you've got any branding or anything you want for your company and put a company announcement in, uh, or even just Google an image and save it down, upload it to, uh, to make a little background for your, for your post. Um, so that's quite nice. You can, uh, if you did want to do teams for like one way pushes of information, you can mark, um, conversation threads as no one can reply. Apart from moderators and yourself, um, not find that much use for that. Cause we do use teams for collaboration and we want people to, to engage with that, uh, post and post it replies. And then one thing that people are using, which I don't find particularly helpful, actually, uh, which I've covered in previous video, but, uh, seem to be fitting to it here as well is posting multiple channels. So you can post say in, uh, across teams and across channels. And, um, it puts exact does exactly what it says. And then it posts, it's going to post that exact same thing in testing channel and in the recaps channel, you can't put attachments into something that's posted across two channels. Cause there's no way to put the file. Um, so that's one downside. Um, you can at mention each channel, but it's not going to be clever enough to at mention, if I just put out channel, it won't at mention testing and testing channel and that mentioned recapture in the recaps channel. You need to put both channels in, if you want to at mention, um, and post in multiple channels. And then what's not very useful or I don't think it's very useful to post in multiple channels in the same team. At least is that you're splitting the thread immediately. So you've got the same post in two different channels and people might reply in one channel and not see the other one or vice versa. So you're not getting all the collaboration you could do. Um, if you want to bring people in to see your message, you can at mention across different channels. Anyway, like I've just said, so even if I only put it in testing, I can still ping everyone that's, uh, shown recapture channel. So it's not useful in that regard. Um, and if you've pinged, if you've at mentioned both channels and someone's shown both of those channels, they get two notifications, one for the, the at mentioned in the testing channel and one for that mentioned in recap channel, which they wouldn't get with one post. If I did that, even though I've got two at mentions, um, someone would only get one notification. If I post in two or more channels and tag both those channels, then people will get pinged multiple times, which is quite annoying. We've seen in real life. So I wouldn't do posting multiple channels. Although if you've got a one post across multiple teams, if it's like organization-wide, and that's when you want to ping into everybody's team, that might be quite useful. We don't use that right now, but those are some of the options you've got in posting messages. And to finish the, uh, I promised to do the one best thing you can do for collaborating on files, uh, and that's syncing your team with OneDrive. So, uh, at some point might've already happened in your tenant. I'm not sure there'll be a sync button appearing at the top of this files tab or any other files tab. Um, when the view of files comes into alignment with how SharePoint shows files up. But for right now, you can still do the same thing. If you open, uh, that tab in SharePoint by clicking the open in SharePoint list, and then however far down the, uh, document tree or the files tree you are, whatever you like to call it, uh, the nested folders, um, wherever you click sync, you're going to sync that view and then nothing underneath it, any existing files, nothing new that comes in. So, uh, if I only want to sync things in folder one, because I was running out of space, say on my hard drive, I'd go down to folder one, click sync, and you can do that for multiple folders in the same team. If you haven't got much in there, or if you're on Windows 10 with files on demand, come all the way back out to the top level of the team. So the document library and click sync, and it's going to pop up, uh, whatever operating system you're using on to say, do you want to switch to OneDrive? Say yes, and it's going to sync everything that's in your team into your Explorer window, uh, happens to use the OneDrive app, and there you go. You're now syncing recap core project team documents. So that means I can get all of my files then offline, as well as use in teams. And this has been the main thing that people love, but don't really, uh, know how to do, uh, if they're not that tech savvy. Uh, and then that, what that means is you can go into your Explorer and underneath your, uh, company icon here, you'll have a folder for any team that you've got any documents synced. That means you can get access to all the documents that we were looking at in teams via file Explorer. Uh, and then if I want to make sure they're saved offline in windows 10, I can right click them and always keep on this device. If I just double click it, it's going to download it from the team, open in Excel, and it's still all on. If I'm online, it's still all co-authorable and editable. And if I'm offline, it's going to save it offline for me and then try and sync it back whenever I get back online straight away for me. Okay guys. So hope that was useful for you and let us know your favorite tip in the comments below. And if you'd like to give us a like, remember to click the subscribe and the bell icon to get notified every time I release a new video, which is every Tuesday we release a video on teams. Remember if you want the deck, uh, with all the tips in, in one place, uh, to either train some of the people in your organization, or just as a reference guide, click on the free download link in the description below. I remember at me time, we think there's a big opportunity for organizations to get better at running meetings, but meeting timer in the iOS app store called me time. So search for that and check it out. We'd love to know your thoughts. Thanks for watching so far, and we'll see you in the next video.