0

Meet Microsoft Teams

GetstartedwithahubforteamworkinOffice365forEducationGuideforITAdministrators

1

MicrosoftTeamsisadigitalhubthatbringsconversations,meetings,filesandappstogetherinoneplace.Becauseit’sbuiltonOffice365,schoolsbenefitfromintegrationwiththeirfamiliarOfficeappsandservices.Itdeliversenterprise-gradesecurityandcompliance,andisextensibleandcustomizabletofittheneedsofeveryschool.WithMicrosoftTeams,yourschoolorinstitutioncancreatecollaborativeclassrooms,connectinprofessionallearningcommunities,orcommunicatewithschoolstaff–allfromasingleexperienceinOffice365forEducation.

Welcome, we’re glad you’re here ThisguideisdesignedtohelpyoulaunchandmakethemostofMicrosoftTeams.AsanOffice365AdminofMicrosoftTeams,youplayacriticalroleinthesuccessfuldeployment,adoption,andongoingusageofMicrosoftTeamsacrossyourinstitution.

It’s easy to get started RolloutMicrosoftTeamsacrossyourinstitutionbyfollowingthestepsoutlinedinthisguide.Itincludesalltheresourcesyouneedtobesuccessful:

1. UnderstandMicrosoftTeams

2. DeployMicrosoftTeams

3. LaunchMicrosoftTeams

4. FeedbackandSupport

2

Understand Microsoft Teams CoreValuesTeamsisdesignedforgroupsanddepartmentsthatworkcloselytogethertogetthingsdone:

• Communicateinthemomentandkeepeveryoneintheknow

• GiveyourteamquickaccesstoinformationtheyneedrightinOffice365

• Tailoryourhubtoincludecontentandcapabilitiesyouandyourteamneedeveryday

• Gettheenterprise-levelsecurityandcompliancefeaturesyouexpectfromOffice365

MicrosoftTeamsisonecollaborationserviceinOffice365forEducationthataddressesthedifferentneedsandchallengesofworkingingroups.Becauseyourinstitutions’needsaroundcollaborationareunique,yourusersmayrelyonmultipleapplicationsinOffice365,suchasOneNote,Outlook,SharePointandYammer.MicrosoftTeamsprovidesastreamlinedsolutiontoaddressyourcollaborationneeds,whileintegratingteacher-trustedapplications.

Differentiators

BeingpartofOffice365meansMicrosoftTeamscomeswithbuilt-inintegrationstoAzureActiveDirectory,SharePoint,OneNote,Office365Groups,andmore.ThisallowsyoutomaximizeyourOffice365investments,whileprovidingasimpleandsecureuserexperienceacrosstools.

Office365hasstrongcommitmentsaroundsecurity,compliance,privacyandtransparency.MicrosoftTeamswasbuiltusingthesesameprinciplestodeliveranenterprisegradeplatform.

Fromthestart,MicrosoftTeamswasarchitectedwithcompliance,authentication,andprivacyinmind.MicrosoftTeamshascompliancebuilt-in,withsupportforindustrystandardsincludingISO27001and27018,SOC1andSOC2,FERPA,EUModelClauses,andmore.

MicrosoftTeamsprotectsteamdatasecurelyusingstrongsecuritymeasuresincludingtwofactorauthentication,hardpasswords,andaccesspolicies.Yourdataisencrypted,whetheritischat,notes,orfiles.It’syourdata:youownit,youcontrolit.Microsoftdoesnotminecustomerdataforadvertisingpurposesandwesafeguardcustomerdatawithstrongcontractualcommitments.

Inkeepingwithourcommitmenttoprovideutmosttransparency,youcanseeuptime,thelocationofyourdata.Additionally,youcanviewdetailedreportsofhowOffice365controlsmaptothesecurity,privacy,complianceandriskmanagementcontrolsdefinedintheCloudSecurityAllianceCloudControlMatrix(CSACCM).

MicrosoftTeamsisenterprisegrade,withsupportin25languagesacross181marketsand6datacentersworldwide,a99.9%financiallybackedSLAand24/7support.

Definitions

3

Institution

Allteamscreatedbyfaculty,staff,andstudentsinyourinstitutionareassociatedwithyourOffice365tenant.Youcandesignateallusersorasubsetofusers(suchasteachers)withtheabilitytocreateteams,usingOffice365Groups.

Team

Ateamisdesignedtobringtogetheragroupofpeoplethatworkcloselytogetthingsdone.Teamscanbedynamicforproject-basedwork(e.g.curriculumdevelopment,planningschoolevents),aswellasongoingwork,toreflecttheinternalstructureofyourinstitution(e.g.schools,departments,andclasses).Conversations,files,andnotesacrossteamchannelsareonlyvisibletomembersoftheteam.LearnmoreaboutthenewexperiencesandfeaturesinTeamsdesignedforteachers,students,andstaff.

Channel

Achannelhelpsorganizetheteam’sconversations,content,andtoolsaroundaspecifictopic.Channelscanbeorganized,forexample,bytopic(schoolevents,classunits),discipline(Mathteachers),project(curriculumplanning)orjustforfun(funstuff).Teamownerscancreatechannels,andenableteammemberswiththeabilitytocreatechannels,asneeded.

Tabsalongthetopofachannelenableteamstokeepfiles,notes,andcustomizedcontentsuchasfundraisinginanExcelsheet,lessonplansinaOneNotePLCNotebookorclasschartonaPowerPointslide.Thiscontentistheneasilyaccessibletoeveryoneontheteam.Additionalconnectorsto3rdpartyapplicationscanbecustomizedatthechannelleveltobringindatafromeverydayappssuchasbusuu,Canvas,Flipgrid,Kahoot!andmore.

4

Team Membership

WhenMicrosoftTeamsisactivatedforyourentireinstitution,designatedteamownerscaninviteteachers,students,orstafftojointheirteam.MicrosoftTeamsmakesiteasyforteamownerstoaddpeopleintheinstitutionbasedontheirname.

TeamownerscanalsocreateateambasedonanexistingOffice365Groups.AnychangesmadetothegroupissynchedwithMicrosoftTeamsautomatically.CreatingateambasedonanexistingOffice365Groupsnotonlysimplifiestheprocessofinvitingandmanagingmembers,butalsosyncsgroupfilesinsideofMicrosoftTeams.

Team Roles

TherearetwomainrolesinMicrosoftTeams:ateamowner,thepersonwhocreatestheteam,andteammembers,thepeoplewhotheyinvitetojointheirteam.Teamownerscanmakeanymemberoftheirteamaco-ownerwhentheyinvitethemtotheteamoratanypointafterthey’vejoinedtheteam.Havingmultipleteamownersenablesuserstosharetheresponsibilitiesofmanagingsettingsandmembership,includinginvitations.

Team Settings

5

Teamownerscanmanageteam-widesettingsdirectlyinMicrosoftTeams.Settingsincludetheabilitytoaddateampicture,setpermissionsacrossteammembersforcreatingchannels,addingtabsandconnectors,@mentioningtheentireteamorchannel,andtheusageofGIFs,stickersandmemes.

AsaMicrosoftTeamsITAdmin,youhaveaccesstosystem-widesettingsintheadmincenter.Thesesettingscanimpacttheoptionsanddefaultsteamownersseeunderteamsettings.Forexample,youcanenableadefaultchannel,“General,”forteam-wideannouncements,discussionsandresources,whichwillappearacrossallteams.

6

Deploy Microsoft Teams MicrosoftTeamsisavailableeducationcustomersaspartoftheOffice365forEducationsuitelicensing:Education,EducationPlusandEducationE5,aswellasexistingEducationE3suites.

AsanOffice365customer,MicrosoftTeamsisavailableforyourentireinstitution.BeforeyoudeployMicrosoftTeams,thereareafewthingsyoushouldknowaboutthesettingsintheOffice365AdminCenter.

EnableMicrosoftTeamsforyourinstitution

AdministratorsneedtousetheOffice365AdminCentertoenableMicrosoftTeamsforyourinstitution.

1. SignintoOffice365withyourworkorschoolaccount.

2. SelectAdmintogototheOffice365admincenter.

3. NavigatetoSettings>Services&add-ins.

4. OntheServices&add-inspage,selectMicrosoftTeams.

5. TheMicrosoftTeamssettingsscreenwillopen,selecttheeducationlicenseyouwanttoconfigure

–FacultyandStafforStudent.

7

6. Afteryouselectthelicensetypeyouwanttoenable,setthetoggletoOnandthenselectSave.

YoucancontrolwhichusersinyourinstitutioncanuseMicrosoftTeams.Bydefault,Office365GroupscreationisenabledinExchangeOnline.But,thereareacoupleofwaysanITAdmincanlimitthecreationofnewgroupstospecificusers.

EveryExchangeOnlineuserhasanOWAmailboxpolicythatgovernswhattheycanandcan'tdowiththeirmailbox.ByusingtheSet-OwaMailboxPolicycmdlet,youcanconfiguretheGroupCreationEnabledparametertobe$trueforuserswhoareallowedtocreategroupsand$falseforuserswhoarenotauthorizedtocreategroups.Atthistime,theonlywaytoupdatethemailboxpolicyisthroughWindowsPowerShell.SeeUsePowerShelltomanageOffice365Groups-Adminhelpformoreinformation.

8

ThesecommandsturnoffgroupcreationonlyforOWAandOutlook.

Ifyouwanttoturnoffgroupcreationinyourinstitution,useAzureActiveDirectorysettings.Or,theGeneralAvailabilityofOffice365PlanneronJune6,2016providestheopportunitytochangethecontrolmechanismtoapolicystoredinAzureActiveDirectory.

TheadvantageofthisapproachisthatAzureActiveDirectoryprovidesacentralpointthatallOffice365applicationscancheck.Afterasuitablepolicyiscreated,controloverthecreationofnewOffice365Groupsisconsistenteverywhere.

Tenant-widesettings

General TheGeneralsectionletsyouconfigurethefollowingsettingsforyourinstitution:

• Showorganizationalchartinpersonalprofile• UseSkypeforBusinessforrecipientswhodon’thaveMicrosoftTeams• AllowT-botproactivehelpmeasures.

Todisableorenablethesetting,toggletheswitchtoOfforOn,andthenchooseSave.

Email integration Youcanenableemailintegrationwithchannelsaswellcreatearestrictedsenderslist.Todisableorenabletheemailintegration,toggletheswitchtoOfforOn,andthenselectSave.

Torestrictasenderslist,enteradomainthenselectSave.

Apps Youcanenableexternalapps,newexternalappsandsideloadingforappsinMicrosoftTeams.Todisableorenablethesetting,toggletheswitchtoOfforOn,andthenchooseSave.

9

OnceexternalappsinTeamsisenabled,theteacherscancustomizeappstomakethemavailablefortheirstudentsthroughtabs.Tabsletyoucustomizeachanneltoincludecontentandcapabilitiesyourteamneedseveryday.Theyprovidequickaccesstofrequentlyuseddocumentsandcloudservices.Thereareseveralbuilt-intabssuchasFiles.IntheMicrosoftTeamsclient,atthetopofthechannel,userscanaddtabsforWorddocuments,PowerPointpresentations,Excelspreadsheets,OneNotenotebooks,plansfromPlanner,andmore.

Overtime,moretabswillbeadded,bothfromMicrosoftandfrompartners.Custom Cloud Storage Options YoucanenablevariousformsofCloudstoragewithinMicrosoftTeams.Currently,Box,Dropbox,GoogleDriveandShareFilearesupported.Todisableorenablethesetting,toggletheswitchtoOfforOn,andthenchooseSave.

10

Usersettingsbylicense:

Terms and channels Ateamisdesignedtobringtogetheragroupofpeoplewhoworkcloselytogetthingsdone.Teamscanbedynamicforproject-basedwork(e.g.curriculumdevelopment,planningschoolevents),aswellasongoing,toreflecttheinternalstructureofyourinstitution(e.g.schools,departmentsandclasses).Channelsaresubcategoriesofteams.Youmightcreateachannelforanactivityorforatopic.Conversations,files,andnotesarespecifictoeachchannel,butallmembersoftheteamcanseethem.

Asanadministrator,youcancreateandmanageteamownersandmembersbyusingtheGroupscontrolpanelintheOffice365admincenter.

FormoreinformationaboutcreatingOffice365Groupsintheadmincenter,seeCreateanOffice365Groupsintheadmincenter.Calls & meetings Someschoolsmaywishtorestricttheamountofnetworktrafficintheirinstitution.Forexample,youmaywishtodisablevideoinlowbandwidthinstitutions.TheCalls&Meetingssectionletsyouchooseifuserswillbeallowedtousevideoorscreensharingduringmeetings.

11

Messaging Asatenantadmin,youcanturnonorturnoffmediacontentsuchasGIFs,memes,andstickersintheMessagingsectionoftheMicrosoftTeamssettingsscreen.YoucanalsoenableFactulyandStafftodeleteallmessagessoteachersmoderateclassconversationsandenableordisableprivatechatforStudents.

TodisableorenableGiphy'stoallowuserstoaddgifstoconversations,selectOfforOnthenselectSave.WhenGIFsareenabled,youcanapplyacontentratingtorestrictthetypeofGIFsthatareallowedwithintheMicrosoftTeamsinyourinstitution.Contentratingsincludethefollowing:

12

• Strict• Moderate• Allowallcontent

Additionally,youcanenableorallow:

• Memesthatuserscanedittoaddtoconversations• Stickersthatuserscanedittoaddtoconversations• Ownerstodeleteallmessages• Userstodeletetheirownmessages• Userstochatprivately

Bots Youcancompletetaskssuchasqueryinginformationandperformingcommandsbyusingbots.AsofMarch14,2017,therewere20+nativeandthird-partybotsavailableinTeamswithadditionalmorecomingsoon.Note,T-Botisapartoftheproduct’shelpsystemandcannotbedisabled.Ifyou’reinterestedinbuildingabot,reviewtheMicrosoftTeamsBotsPlatform,whichhasstep-by-stepinstructionsforgettingstartedwithwritingbotsforMicrosoftTeams.Connectors ConnectorsallowsupitoreceiveupdatesfrompopularservicessuchasTwitter,Trello,Wunderlist,GitHub,andVSTS.Formoreinformation,seeConnectappstoyourgroupsandOfficeConnectorsPlatform.Clientdistribution

ThesetupfilefortheMicrosoftTeamsclientisanexecutablethatcanbedownloadedbyadministratorsandendusersfromhttps://teams.microsoft.com/downloads.Endusersondesktopsmayinstalltheapplicationprovidedtheyhavetheappropriateprivileges.ITAdminscanalsodistributetheinstalleranddistributeitthroughclientdistributiontools.EnduserswithmobiledevicescandownloadtheMicrosoftTeamsappfromthemobileplatform’sappstore.MicrosoftTeamsisavailableonWindows(Windows7andabove)andMacdesktop(Mac10.10andabove).ItisalsoavailableoniOSv9andabove(iPhoneandiPad),Android4.4andabove,andWindowsPhone10.0.10586andabove.SupportforWindows10Swillbecomingatalaterdate.MicrosoftTeamssupportsthewebclientonEdge12+,InternetExplorer11+,Firefox47.0+,andChrome51.0+.UserstryingtoopentheMicrosoftTeamswebclientonSafariwillbedirectedtodownloadthedesktopclient.SupportforSafariwillbecomingatalaterdate.

13

EnableordisableMicrosoftTeamslicenses

AdministratorsmanageMicrosoftTeamslicensesbyusingtheOffice365admincenter.YouneedtobeanOffice365globaladministratororusermanagementadministratortomanageMicrosoftTeamslicenses.IfyouwanttolimittheuserswhohaveaccesstoMicrosoftTeamsinyourinstitutionorremoveauseryouwanttorestrict,youcandosobydisablingtheMicrosoftTeamslicenseforthatpersonorpersons.Oncethelicenseisdisabled,theuser(s)willnolongerbeabletoseeMicrosoftTeamsintheOffice365applauncherandhomepage.YouassignorunassigntheMicrosoftTeamslicensetousersinthesamewayyouassignanyotherOffice365BusinessorEnterpriselicense.SignintoOffice365,navigatetotheOffice365admincenter,andontheUsers>ActiveUserspage,assignorunassigntheMicrosoftTeamslicenseforusers.MicrosoftTeamsURLsandIPaddressranges

IfyourschoolrestrictscomputersonyournetworkfromconnectingtotheInternet,checkoutOffice365URLsandIPaddressranges.ThisarticleliststheendpointsthatyoushouldincludeinyouroutboundallowlistsandInternetExplorerTrustedSitesZoneofclientcomputerstoensureyourcomputerscansuccessfullyuseMicrosoftTeamsinOffice365.

14

Launch LaunchPilotTeams

Help team ambassadors stage and launch pilots BeforeyourolloutMicrosoftTeamstoyourentireinstitution,itisrecommendedthatyoubeginwithafewpilotteamsofteachers,students,andstaff.Thishelpsyourefineyourlaunchplanandensureyouarereadyforaninstitution-widedeployment.Successfulpilotshelpgenerateexcitementthroughouttheinstitutionforthenextwaveoflaunch. Identify pilot teams

Reachoutacrossafewfacultyorteacherdepartmentstoidentify2-3pilotteams.Inordertoparticipateinthepilot,encouragetheentireteamtocommittousingMicrosoftTeamsastheprimarywaytocommunicateandcollaboratewitheachotherregularly.ThisgivespilotteamstheopportunitytofullyunderstandthecapabilitiesofMicrosoftTeams,andidentitythebestwaytointegrateitintotheirworkflows.Identify ambassadors

IdentifyambassadorsacrosspilotteamsandenlistthemtodriveadoptionofMicrosoftTeams.Teacherleadersareoftenexcitedtoevangelizeandhelptheirpeerstolearnmoreeffectivesolutions.Set up pilots for success

GiveambassadorstheflexibilitytocustomizeMicrosoftTeamsfortheirpilots,whileensuringyoumaintaincontrolthroughadvancedsecurityandmanagementcapabilitiesintheITAdmincenter.HavingopensettingsenablespilotteamstoexploreeverythingMicrosoftTeamshastooffer.Youcanalwaysadjustsettingsasteamsevolve.Launchtotherestofyourinstitution

Hold a kickoff meeting with team ambassadors

ThebestwaytogetpilotteamsexcitedaboutMicrosoftTeamsistogeteveryonetogether,eitherinpersonorvirtually.ScheduleakickoffmeetingtointroduceMicrosoftTeams,discussthepilotprogramandgetteamambassadorstoexperienceMicrosoftTeams.SharetheGettingStartedGuidestoexplainhowtogettheirteamupandrunning.

Invite team ambassadors eaders to Microsoft Teams

StartusingMicrosoftTeamswithyourteamambassadorsasyouplanforlaunch.Communicateimportantupdatesregardinglaunch,capturefeedbackfrompilotteams,answerquickquestions,andsharesuccessinMicrosoftTeams.

15

StagingMicrosoftTeams

AssistambassadorswiththestagingoftheirMicrosoftTeams,includingteamsettings,channels,andintegrationswith3rdpartyapplications.Encourageteamambassadorstoseedwelcomepostsandteamresourcesforuserstodiscoverinsidetheproduct.Itisrecommendedthatyoukeepinitialstagingveryminimalastoallowuserstoorganicallycreatechannels,customizetabs,andaddconnectorsasneeded.SeetheUsingTabsvideoscreatedforthispurpose.

LaunchingMicrosoftTeams Teamambassadorsareresponsiblefordefiningthepurposeoftheirteams,scopeofuseversusothertools,normsforcommunicatingintheopen,andconventionsforcreatingteamchannels.Asteamambassadorsprepareforlaunch,encouragethemtoorganizeameetingwiththeirpilotteam,similartoyourinitialkickoffmeeting.EncouragethemtousevideossuchasthisProductiveConversationsvideotoillustratehowMicrosoftTeamscanhelpthembemoreproductivetogether.TeamambassadorsshouldensureteammembersareproperlysetuptouseMicrosoftTeamsbydedicatingtimeforeveryonetosignin,downloadthedesktopandmobileapplications,andtostartchattingwitheachother.Nurture

Shift work to Microsoft Teams

Helppilotteamstakeoffbyencouragingambassadorstoshiftimportantconversations,updatesandprojectstoMicrosoftTeams.Thismakesteammembersfeelconfidentaboutmakingtheswitchthemselves.Integrate Microsoft Teams

Bringliveupdatesanddatafrom3rdpartyapplicationsandservicessuchasPollyandbusuudirectlyintoMicrosoftTeams.Thissavesemployeestimefromcheckingmultipletoolstogettimelyinformation.Encourageteamambassadorstosharetheirideasforcustomintegrationswith3rdpartyapplicationsandbots,tailormadefortheirteams.Monitor Microsoft Teams ShareanalyticsaroundadoptionandusageofMicrosoftTeamswithteamchampions,andremindthemtosharefeedbackfromteammembersinthe“Feedback”channel.

Raiseawareness

16

GobeyondpilotteamstoletyourentireinstitutionknowaboutMicrosoftTeams.FastTrackprovidesITAdminresourcestodothisbyincludingresourcestohelpspreadtheword,suchastheAnnouncementtemplate,Countdowntemplate,Flyer,Poster,Tips,andTricksemails.ChecktheFastTrackwebsiteoraskyourMicrosoftsalespersonfortheseassets.

Providetraining

OrganizetrainingeventsandQ&Asessionstailoredforspecificteamsandusecases.

Enableinnovation

Collaboratewithambassadorsacrosstheinstitutiontoidentifyadvancedusecases,includingcustomintegrationsandbotstomakethemostofMicrosoftTeams.ConsidercreatingateamforMicrosoftTeamsambassadorsacrosstheinstitutiontoshareideasthatwilltransformthewaytheirteamsworktogether.

ShareMicrosoftTeamsfeedbackviatheUserVoiceorviathein-productFeedbacklink.EngagewithotherITProsintheMicrosoftTeamsTechCommunity.

17

Feedback and Support Sendasuggestion

Contactsupport

AsktheCommunity