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Category: Microsoft Teams

Organization tips to wrap-up your semester

Posted on by Cathy Rodriguez

Prepare for next semester by tidying up and organizing your digital information so you can start next semester off with a clean slate. The following are a few tips to get you started:

  • Clean up your digital files.
    • Organize files that you may have let go over the semester.
    • Backup important files to OneDrive that you have stored locally.
    • Clean out your downloads folder.
    • Review files you have shared in case you need to remove any of those permissions.
  • Tame your inbox.
    • Organize/archive files that you left in your inbox.
    • Set rules to automatically organize future emails.
    • Unsubscribe to listservs that no longer interest you.
    • Empty your deleted items folder.
  • Use bulk options when you are cleaning up your email or files.
    • In Outlook, you can select multiple files and then choose to delete, archive, move to a folder, make a rule around selected files and more.
    • In OneDrive, you can delete, mark as a favorite, download, move and copy.
  • Organize your content in Teams
    • Leave old Teams that are no longer active.
    • Delete any Teams that you created but are not using.
    • Review memberships in your teams to ensure it is current.

Follow these steps to start getting organized for next semester.

Boost your Microsoft Teams skills with these quick tips

Posted on by Cathy Rodriguez

Microsoft Teams is a hub for collaboration, allowing you to streamline communication, file sharing, and project management. Whether you’re new to Teams or looking to sharpen your skills, these tips can help you work more efficiently and stay organized.

Organize channels with tabs

Add tabs at the top of your team channels for quick access to important files, apps, or websites. Tabs let you bring the tools you use most right to where you collaborate.

To add a tab  Click the “+” button at the top of any channel and then select what you would like to add.

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Use @Mentions to flag someone’s attention

Need someone’s immediate input? Use @mentions to notify team members or groups. When you type “@” followed by their name, Teams will send them an alert, making sure they see your message. You can @mention the whole team, a specific channel, or an individual.

Avoid overusing @mentions to prevent overwhelming your colleagues with notifications. Continue reading “Boost your Microsoft Teams skills with these quick tips” →

New Microsoft Planner is available in Teams

Posted on by Cathy Rodriguez

Planner app logoMicrosoft has introduced a new Planner in Teams. This is the first step in their strategy to integrate all of their task management tools: To Do, Planner and Project on the web.

Exploring the Planner app interface

On the left navigation pane you will find:

  • My Day – Includes any tasks that are due today and tasks you choose to add for the day.
  • My Tasks – aggregates tasks from Loop, Teams meetings notes, and flagged emails. You can also add private tasks in this view.
  • My Plans – combines tasks from To Do lists, Planner plans and Project for web projects.

Continue reading “New Microsoft Planner is available in Teams” →

Tips for increasing productivity and collaboration in Microsoft Teams

Posted on by Cathy Rodriguez

""Microsoft Teams offers a diverse array of features designed to supercharge your productivity and foster seamless collaboration

  • Use shortcuts for faster navigation.
    • Control or Command + E – jumps to the search bar.
    • Control or Command + / – displays  a list of all of commands
    • Control or Command + [number] – opens items on the left navigation bar.
      Example: Control or Command +1 opens activity, Control or Command + 2 opens chat, etc.
    • Clean up lengthy links – Control-KL
    • See the Shortcuts for Microsoft Teams article to learn more.
  • Filter messages, people, files – type your keyword or phrase in the search bar. You can then filter by message, people, or files. See the New and improved search results experience on Microsoft Teams article to learn more.
  • Share to Outlook – Hover over the message, click the 3 dots and then click Share to Outlook.
  • Use tags to group people in a team – Team administrators can create tags that allow you to quickly reach a group of people by using the tag instead of having to reach them individually. Click the 3 dots next to the channel name and then click Manage Tags. See the Using Tags in Teams to learn all about it.
  • Pop out chats or apps – in the upper-right corner of the window click the pop out button (arrow).
  • Chat with yourself – this may seem odd, but it it is really helpful to send yourself reminders, save a website address, and more. You can also add Loop components. It’s also an easy way to quickly create a task list.
  • Schedule chats – Right-click the send button to schedule a chat..
  • History – Hover over the back arrow and you’ll see recent sites you have visited.
  • Reorder teams – drag and drop Teams into any orde

If you have any questions about Microsoft Teams, join the KSU Teams Support channel.

Schedule chat messages in Microsoft Teams

Posted on by Cathy Rodriguez
Do you need to send a chat message, but it isn’t the ideal time? Use the Send at Scheduled Time feature.

Schedule a chat
Schedule a chat

  1. Create your message in chat.
  2. Right-click the Send button.
  3. Select the date and time you want the message to be sent.
  4. Click the Send at Scheduled Time button.
  5. Click Send.

The message will automatically be sent at the time/date you specified.

Edit scheduled chat

  1. Open the scheduled chat.
  2. Click the three dots in the upper-right corner of the message and click the Edit button.
  3. Edit your message and adjust the date and time if needed.
  4. Click the Check Mark button to save the message.

Delete scheduled chat

  1. Open the scheduled chat.
  2. Click the three dots in the upper-right corner of the message and click the Delete button.

If you have any questions about Microsoft Teams, join the KSU Teams Support team.

Make your Outlook messages and Team chats interactive with Microsoft Loop components

Posted on by Cathy Rodriguez

Utilizing Loop components can make collaboration in Outlook email, and Microsoft Teams chats more time-efficient. With Loop components, collaboration can be done seamlessly within the thread, and any changes can be instantly seen. In addition, each team member can easily edit the Loop component by simply clicking on it, eliminating the need for tedious back-and-forth emails or chats.

How to access Loop?""

  1. Start an email or chat as usual, then click the Loop button on the toolbar.
  2. Select the Loop component you want to use.Note: The Loop component is saved automatically, so you can instantly start collaborating.

What types of Loop components are available?

  • Bulleted list
  • Checklist
  • Numbered list
  • Paragraph
  • Table
  • Task List

Use it for brainstorming, co-authoring, managing tasks, and more. If you have any questions, join the KSU Teams Support channel.

Office 365 training for November and December

Posted on by Cathy Rodriguez

As part of K-State’s Office 365 subscription, the Microsoft Store provides free training on Office 365 applications. The following sessions are scheduled for November and December:

All of the above sessions will be from 2-3:30 p.m.

When you click to join the Teams meeting, you will be taken to a page where you can either join on the web or download the desktop app. If you already have the Teams app, the meeting will open there automatically. Continue reading “Office 365 training for November and December” →

7 tips for increasing productivity and collaboration in Microsoft Teams

Posted on by Cathy Rodriguez

""Microsoft Teams has a variety of features that can you help you enhance productivity and collaboration.

  • Use shortcuts for faster navigation.
    • Control or Command + E – jumps to the search bar.
    • Control or Command + / – displays  a list of all of commands
    • Control or Command + [number] – opens items on the left navigation bar.
      Example: Control or Command +1 opens activity, Control or Command + 2 opens chat, etc.
    • See the Shortcuts for Microsoft Teams article to learn more.
  • Filter messages, people, files – type your keyword or phrase in the search bar. You can then filter by message, people, or files. See the New and improved search results experience on Microsoft Teams article to learn more.
  • Share to Outlook – Hover over the message, click the 3 dots and then click Share to Outlook.
  • Use tags to group people in a team – The administrators can create tags that allow you to quickly reach a group of people by using the tag instead of having to reach them individually. Click the 3 dots next to the channel name and then click Manage Tags. See the Using Tags in Teams to learn all about it.
  • Pop out chats or apps – in the upper-right corner of the window click the pop out button (arrow).
  • Use Loop components for quick collaboration – in chat and email you can add Loop components which allow you to collaborate inline and see changes instantly. You can add bulleted lists, checklists, numbered lists, paragraphs, tables, and task lists. See the Send a Loop component in Teams chat article to learn More.
  • Chat with yourself – this may seem odd, but it it is really helpful to send yourself reminders, save a website address, and more. You can also add Loop components. It’s also an easy way to quickly create a task list.

If you have any questions about Microsoft Teams, join the KSU Teams Support channel.

Microsoft Training for March

Posted on by Cathy Rodriguez

Micros 365 iconsAs part of K-State’s Office 365 subscription, the Microsoft Store provides free training on Office 365 applications. We have scheduled the following sessions with them for March:

See the session descriptions below.

All of the above sessions will be from 2-3:30 p.m. Registration is required. After you register, a confirmation will be sent to you with a link to the session.

The sessions will be held in Microsoft Teams. When you click to join the meeting, you will be taken to a page where you can choose to either join on the web or download the desktop app. If you already have the Teams app, the meeting will open there automatically. Continue reading “Microsoft Training for March” →