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Microsoft Teams

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Info

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Microsoft Teams (aka Teams or MS Teams) is a unified communication and collaboration platform that combines persistent workplace chat, vide meetings, screen sharing, file storage (including real-time collaboration), and team organization. Only information with a classification rating of low confidentiality may be stored in MS Teams. Microsoft hosts a series of free, live, online instructor-led training classes designed designed to get you up and running with Microsoft Teams. To get the most out of Teams Meetings, be sure to check out our General Meeting Guidance.

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Please seek approval from Data Governance and Legal to share information with a classification rating of moderate or high confidentiality on MS Microsoft Teams.

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title	Microsoft Outlook, SharePoint, and Teams Comparison Chart

Microsoft Outlook

Microsoft SharePoint

Microsoft Teams

Speed

Slow

Difficult to know if your email has been read or when you will hear back

Average

Content is updated less frequently

Fast

Suitable for instant communication

Audience

Varies

Can be used for audiences of any size

Varies

Sites should be used to broadcast a message, share content for viewing but not editing, or to showcase services

Varies

Designed for smaller teams or groups with a focused and defined purpose

Tone

Formal

Professional setting

Formal

Content is more permanent with the organization in mind

Informal

Suitable for team members who work together closely and understand the information presented; can be conversational but should remain suitable for a professional work environment

Information Sharing

Not Easily Shared

Forwarding attachments back and forth makes traceability difficult and inhibits versioning control

Easily Shared

With either the entire organization (on the Intranet) or external partners (on External SharePoint sites)

Easily Shared

Information is shareable in various formats and methods and includes collaboration with others who have access to the Team Channel

Knowledge Transfer

Not Recommended

Any knowledge artifacts within a mailbox are only available to the mailbox owner and may be lost after a user's account is deactivated

Recommended

Particularly for external audiences; Ensures a consistent user experience and effective organizational management of information

Recommended

Changes in Channel membership have no impact on content availability; Newly added members have access to all historical data/conversations as long as these settings were selected when adding the new member.

Confidentiality

Average

Only the sender and recipient have access to the email and its contents but can be accidentally forwarded/sent to the wrong parties

High

Provides the most control over permissions, sharing and security controls

Average

Only members to the Channel have access to the shared information and data, however, confidential information may be exposed if permissions settings are not properly managed and maintained

Version Control

None

Documents sent via Outlook must be downloaded before edits can be made; each recipient will have their own file with no ability to collaborate within the document itself

High

Version history on all documents are maintained by SharePoint by default

High

Must access the Channel's File tab, then select Open in SharePoint; When viewed in SharePoint, version history is readily available

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title	Microsoft Teams Limitations

Function

Description and Limitations

Adding New Members to an Established Chat

When a current member of a Chat invites a new member, the invitee has the option to include all historical chat records, but not all shared files. The new member will not be able to see any files shared as part of the chat prior to when they were added as a member. When a file is shared in a Chat it is stored in the OneDrive account of the chat member who shared it and Teams will automatically provide access to all current members of the chat to the shared file(s). However, new chat members will still be able to see the previously shared files and can request access to them.

Mobile vs. Desktop features and functions

The web and and smartphone cloud apps are slimmed down versions of the desktop app. You may notice some missing functionality, such as the inability to edit wiki pages in the IOS and Android Apps, or the inability to share your screen during a chat in the web browser.

Email sent to a Team Channel

The ability to Email a Channel has been permanently disabled. The team is associated with a Microsoft Group which does have an associated inbox. Individuals outside the team or external to the ITS tenant can email the group inbox in order to get information to Team member, however the email and content will not be present in the Team.

Sharing your Screen in a Chat

You will need to use the Teams Desktop app to share your screen within a chat or if using the desktop app is not an option you can schedule a meeting with the person and share your screen while in the meeting.

File Storage

Files larger than 10GB cannot be uploaded into Teams. Additionally, because file storage in Teams runs off the same architecture SharePoint is built on, certain certain characters in the file name may cause problems during uploadwhen uploading files. If a file or folder you’re you are trying to upload to SharePoint contains any of the characters listed below, it may prevent files and folders from syncing. Rename the file or folder to remove these characters before you upload it.

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Quotation Marks	Asterisks	Colons	Carrots	Question Marks	Back and Forward Slashes	Vertical Bars	Leading/Trailing Spaces
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Connections to SharePoint

An externally-facing NYSERDA SharePoint site cannot be connected directly to a Team or Channel, though an Intranet SharePoint site can.

Browser Support

Chrome: General support for the latest version plus the two previous versions. Meetings are supported on Chrome 59 or later. Support for Calls is coming soon.
FireFox: General support for the latest version plus the two previous versions. Calls and Meetings aren't supported. Users who try to join a meeting on Firefox will be directed to download the Teams desktop client.
Internet Explorer: Calls and Meetings are not supported. Users who try to join a meeting on Internet Explorer 11 will be directed to download the Teams desktop client.
Microsoft Edge: Calls and Meetings supported on Edge RS2 or later.
Safari: Not supported. Users who try to open Teams on Safari will be directed to download the Teams desktop client.

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title	Request a New Team

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	ERDADSK:Teams: Requesting a New Team
	ERDADSK:Teams: Requesting a New Team

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title	Getting Started

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If this is your first time using Microsoft Teams, we recommend that you begin exploring the materials below, starting with the Interactive Demo prepared by Microsoft to acclimate new users to the tools and functionality within the application. After understanding the basics of Microsoft Teams, you can begin to explore more complex subjects by clicking the alternate tabs above.

If you would like to register for or watch recordings of virtual, instructor-led training sessions sponsored by Microsoft, please use the link below to access a list of available courses and recordings.

Free Instructor-led Training Courses

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External Training Resources

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Working with Teams

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Working with Channels

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<a href="https://support.microsoft.com/en-us/office/customize-channel-notifications-in-teams-c72b8c07-37e1-4a0b-82c9-fdfda04f15b2" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Customizing Channel Notifications</button></a>

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For Team Owners

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title	Chat & Messages

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NYSERDA users can chat with other users from any NYS entities within the NYS-ITS O365 Tenant (e.g. Department of Health, Department of Tax and Finance, etc.).

NYSERDA users cannot chat with users from a business or consumer email account, such as Outlook or Gmail.

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title	Meetings & Calls

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Meetings

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<a href="https://support.microsoft.com/en-us/office/share-content-in-a-meeting-in-teams-fcc2bf59-aecd-4481-8f99-ce55dd836ce8" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Sharing Content in a Meeting</button></a>

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<a href="https://support.microsoft.com/en-us/office/manage-audio-settings-in-a-teams-meeting-6ea36f9a-827b-47d6-b22e-ec94d5f0f5e4" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Manage Audio Settings</button></a>

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<a href="https://support.microsoft.com/en-us/office/using-video-in-microsoft-teams-3647fc29-7b92-4c26-8c2d-8a596904cdae" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Manage Video Settings</button></a>

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Calls

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Live Events

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title	Whiteboard

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Getting Started

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<a href="https://support.microsoft.com/en-us/office/getting-started-with-microsoft-whiteboard-48cab0ee-90b3-483a-9a48-ff17fe476c6b" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Getting Started with Microsoft Whiteboard</button></a>

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Working with Whiteboards

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Whiteboard Use Cases

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