Introduction

In this guide, you will find instructions about creating a team workspace

• Microsoft Teams for team work.
• FAQ - Microsoft Teams.

1. All employees and students of the University of Tartu (17,000+) have the right to use Microsoft Office 365 products. Check Install Microsoft Office 365 for more info.
   1. This means that it is very easy to form a university family by involving UT internal working groups.
2. As it is a cloud service, data (documents, conversations, tasks) can be accessed very flexibly in terms of time and location (from a web browser, computer application or smartphone).
3. This guide introduces the four primary MS O365 products important to workgroups:
   1. Teams - chat-based workspace - mainly chats, convenient file management, task management and online meetings.
      1. Teams also has a very good smartphone app.
   2. SharePoint - a web-based central area for a workgroup with desktop-based news management and more.
      1. For each application, you can use it as a computer application, on a smartphone or on the web.
   3. OneDrive - special application for file management and sharing.
      1. Documents can be managed directly.
      2. OneDrive also has a very good smartphone app.
   4. Planner - management of work group tasks.
      1. Can be done directly in Teams, Sharepoint or Planner.
      2. Planner also has a very good smartphone app.

Creating a team workspace

Launch Teams and begin setting up a workspace

1. Go to Microsoft Teams website or the Teams app on your PC.
2. Choose the Teams subsection, then click Join or Create a Team in the top right corner.
3. Choose to Join or create a team.
4. Choose Staff.
5. Name the working group and provide a brief description.
6. Add participants. The system provides options once you input the name portion.
7. In the next box, click Add and Close to finish.

The workspace is ready - start chatting

1. The chat window is centred at the bottom of the screen.
2. There are channels on the left that may be utilised to handle a variety of significant issues.
   1. For instance, the IT-department has the Faults channel, which only accepts emergency fault communications, in addition to the General (generic) channel.
3. Important: Include the name of the recipient(s) with the @ symbol in the chat if you want them to receive the message without a doubt.
4. It's a good idea to reply to a single text by clicking the Reply button below it.
   1. The whole dialogue is then condensed into a single thread.

Add files to the workgroup and collaborate

1. Choose the Files menu.
2. You can upload files using this method: Upload.
3. Word, Excel, or PowerPoint can be used to start a new collaborative file online.
4. The currently installed Desktop application can open the online version as well (menu option Open in Desktop App).
5. If the file has been saved, it will be indicated next to the title.
6. You can use the Close button (in the upper right corner) to close the file once you're done working on it.
7. Additionally, the file can be used for a variety of operations. View the menu *** (on the right side after the file).
8. On Sharepoint, files are instantly available (and OneDrive)
9. By choosing Sync, you can synchronise workgroup files to the hard drive of your computer.
10. In OneDrive, files are also immediately accessible to the team.

Take the opportunity to discuss the document directly in Teams

• In Teams, you can add comments "beside" the documents, i.e., chat with your teammates about the document, in addition to the comments already present inside the document.
• In the team instant chat channel, document chat is available.

Create task management for a team using Planner

1. Choose the + Planner app from the Teams menu.
2. After choosing Create a New Plan, give the task centre a name (it is recommended to add the word tasks)
3. I suggest creating new bucket lists to better organise the jobs.
4. From the +Add task menu, you can add a task.
5. For the work, a title is a bare minimum requirement. A deadline, the person in charge, participants, etc. can all be added.
6. The title contains a more thorough description of the work.
   1. Put someone in charge of it and add subtasks (checklist).
   2. An existing document or external environment can have a reference added to it: Add attachment.
7. The Planner application also makes it easy to manage newly created tasks.

and adding members in Teams.

Creating a team workspace

1. On the Microsoft Teams desktop application or access Teams view web using this link: https://teams.microsoft.com/.
2. Open Teams from the tab on the left, click the Join or create a team button on the top right, and select Create team.
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3. Rakendus pakub erinevaid malle, mille järgi töörühm luuakse. Vali nimekirjast Töötajad.
   The application provides various templates according to which the workgroup is created. Select Staff from the list.
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4. Information is displayed that this template creates a single chat channel called General. You can create/modify/delete the channels later as needed.
   Click Use this template to continue.
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5. When creating, you can choose whether it is a public or private workspace. To continue, make the suitable choice and click on it.
   

   Info
   Private: People need permission to join (good for collaborative work, content only visible to group members) Public: all members of the UT organization can join (suitable for sharing information publicly)

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6. Enter the workspace name in the Team name field (and also add a description if needed) and click Create.
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7. After a few moments, it will be confirmed that the workspace has been created successfully!
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Adding members

1. During the initial setup, the following window will appear, where you can enter the names of the people you want to add to the workspace.
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2. Later, you can open the same window by pressing Teams → More options → Add member.
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For more information, check Microsoft.com create a hub for your team to work together.

Turn on notifications for new group messages

1. You must enable channel notifications if you want to always be operationally aware of what is happening in the channel of a particular working group. By default, they are off.
2. Only messages with participants marked with the @ symbol will be actively notified if channel notifications are not enabled.
3. On/Off
   1. Select three points (...).
   2. Select Channel notifications.
   3. It makes sense to enable Banner and Feed notifications.
4. Each significant channel requires a separate turn-on.

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