OCAD U 365: Getting Started with Microsoft Teams
Updated: 31 March 2020 05:17 PM

Getting Started with Microsoft Teams 


What does Teams incorporate? Microsoft Teams is a powerful online chat, file sharing, task management application with video and audio conferencing. It allows you to work in one or more teams to plan, collaborate, and communicate on day-to-day or large projects. It provides deep integration with other Office 365 services including OneNote, so it’s a great way to reduce email and get to the point when you’re trying to get things done.

  • A Team comprised of people you choose
  • Channels for chats
  • Planner for shared plans
  • To-do for personal tasks
  • A shared notebook editable in OneNote and Teams
  • Shared files using a Sharepoint Site
  • Video and Audio chat and meetings
  • An email group for the team
  • External bots that can connect other popular services 

Where do I download the Teams App?

Authenticate to https://365.ocadu.ca and either click the Teams tile, and the download button in Teams or download Microsoft Teams on any device at https://teams.microsoft.com/downloads for all platforms.

What browsers support Teams?

Microsoft recommends up to date versions of Microsoft Edge and Google Chrome, but for the best experience, download the Teams app.

Safari and Firefox are not recommended.

How does the interface of Teams work?

You should check out the Microsoft Teams for Education Quick Start. It's simply incredible.

Teams Quickstart

How can I learn more about Teams? 

How do I create a Team?Planner

Easy! Go to Office 365 > Teams > Create new Team. https://support.office.com/en-us/article/create-a-team-for-staff-in-microsoft-teams-314ac9d5-36a9-408e-8ae4-7ef20e9f1ddf

 

Can I add students to Teams?

Yes, you can! 

Creating a Class Team

  1. Go to your Canvas Class List
  2. Click the "Copy Emails to Clipboard"
  3. Go to Office 365, and Create a New Team. You can create a "Class Team" or a "Staff" or "Other" Team.
  4. Paste your student addresses when prompted

Using Teams for an Online Meeting

  1. Open Outlook for the Desktop or for the Web
  2. Open the Calendar to schedule a meeting and select Teams Meeting. 
  3. Paste your student list from your Canvas Class List
  4. If you want to meet synchronously on a regular basis, you can make this a recurring meeting
  5. All of your students will receive a calendar invite with a Teams meeting URL, and a specific Chat thread will be created for the meeting

Chatting Directly

  1. Simply type the person's name and start chatting with them. The Chat is private to you and them alone.

What do I need to do if I’m planning to use Teams?

  • Spend some time in advance learning more about Teams. Use the Lynda.com playlist and bookmark our learning resources above. Explore the interactive demo for Teams: https://teamsdemo.office.com/
  • Decide who will be the Owner(s) of the Team. Owners have special privileges like being able to add or remove members and maintain the team.  It is highly recommended that you have at least 2 owners for a team, to provide better coverage. However, avoid making all members Owners.
  • Decide who will be on your Team. There may be some department staff who prefer email communication. Because of this you are responsible for keeping your Team membership correct and up to date. Anyone you add to a Team will receive an email notification.
  • Decide what to name your Team. All Team names are mandatory prefixed with "Team_". If this is a Team for your department, use "Team_YourDepartmentName".  eg. "Team_IT Services".  If your department would like to create multiple Teams, we would highly suggest using a format such as "Team_YourDepartmentName - YourSubGroup".  eg. "Team_IT Services - Network Operations" and "Team_IT Services - Infrastructure".

Should I use the Gradebook or Assignments Built-in to Teams?

Absolutely not. Do not use the Microsoft Teams Gradebook or the Assignments features: that content belongs in Canvas.

Who can create Teams? 

Any faculty, student or staff member can create Teams, and becomes the Owner for that Team. We recommend you appoint a second owner so that in the event the primary owner is away on leave or unavailable for any reason, your Teams service is not interrupted by the dormancy rules for Teams (read below).

Can Students create Teams?

Yes!

How do I add external users to Teams?

You can add anyone to your Microsoft Team who has an email address, and they can have full access to chats, meetings and files. Guests have some restrictions, the primary one is that they cannot post files to the chat or the file repository.

Simply type in the email address of the person you want to add to your Team. 

Adding a single external user to a Teams Meeting (Video & Audio Calls)

You can also add external users to a single Teams Meeting by adding their email address.

https://techcommunity.microsoft.com/t5/Microsoft-Teams-Blog/9-tips-for-meeting-with-Microsoft-Teams/ba-p/151444

Can I forward the URL to anyone and have them join an online Teams Meeting (Audio & Video)

YES. This is called anonymous join. You can send the URL of an Teams online meeting to anyone and have them join. https://blogs.technet.microsoft.com/ukprodandcomms/?p=2335 

Is your external user an Adjunct Faculty, Visiting Faculty or other Non-Student, Non-Employee User?

If your external member is one of our special Non-Student Non-Employee user types, you should request an account be created for them using the form on the Knowledgebase page.

Can I add Teams to Outlook?

The Microsoft Teams plugin is available to Outlook 2016 for Windows users only and is automatically installed if you have installed Microsoft Teams on your computer. https://docs.microsoft.com/en-us/microsoftteams/teams-add-in-for-outlook

What are the limits of Microsoft Teams?

Please see the Microsoft knowledgebase article below on the limits of Teams.

https://docs.microsoft.com/en-us/microsoftteams/limits-specifications-teams

What happens if I stop using Teams?

Teams are renewed on a yearly basis. Team Owners will receive renewal notification emails at 30 days, 15 days, and 1 day prior to expiration, asking them to click a link that renews the Team. 

Any team owner is required to click the link in this message to keep the Team active. If your Team is not used for a year, or an Owner does not renew the Team, it will be “soft” deleted.  If your Team is soft deleted we can recover it by request within 30 days - please submit a ticket.  However, after 30 days, the Team – and all associated data - is permanently deleted and cannot be restored.  Please ensure you respond to renewal notifications to avoid inconvenience. 

Can I export the contents of chats from Teams?

End users do not have a relatively easy way to export the contents of chats. If you need to have a conversation that requires extensive detail and archive ability, use email. Teams has archiving, search, eDiscovery as part of the compliance features for IT Administrators, but it’s not readily available to end users. IT can also undelete (recover) Teams within 30 days.

How does privacy work in Teams?

Team Content 

  • All Teams created are Private by default: only members of the Team can see the content of the Team
  • Any content that is shared in a Team Channel is part of that Team
  • Any user who is part of a Team can view all Channels, unless it is a Private Channel

Chat Content

  • Any 1-to-1 Chat content is private between you and the recipient and is not part of the Team itself.
  • Any file shared in a private chat is not part of the Team and is not added to the Team Sharepoint Site

How secure or confidential is Teams?

Teams is tied to the same authentication and security protocols as other Microsoft products in the Office 365 suite. It also has the added benefit that it only connects to people inside your organization. However, remember that by the very nature of Teams, you are broadly sharing content within a group you control, so use this as a guide for the types of content you share with Teams.

How do I get support for Teams? 

Submit a Ticket with IT Services

  • Please indicate whether you’re using the desktop or web client, OS X or Windows, and what browser.

What policies apply to my use of Teams? 

Teams is an extension of your workplace, and thus all the same conditions apply of collegiality and professionalism apply, along with all other relevant OCAD U Policies. 

Can I use my Microsoft Teams Sharepoint site instead of my Departmental Sharepoint site?

We do not recommend you abandon your existing Departmental Sharepoint site due to the nature of Teams and the possibility that your Team can be soft or hard deprovisioned (meaning deleted) if it becomes dormant.

Other Resources