Teams - How to involve participants in decision making in a Microsoft Teams' meeting Replay

In this video, you will learn how to involve participants in decision making during a Microsoft Teams meeting.
The video covers the steps to engage participants and gather their input, ensuring a collaborative decision-making process.
This will help you facilitate effective teamwork and make informed decisions within your Microsoft Teams meetings.

59:26
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Available in Microsoft365

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All right, so, welcome aboard everybody,

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my name is Dina.

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Today we are about to start a session

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on how to involve participants in

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decision making in Microsoft Teams meeting.

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So for now, we're just a three of us,

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but if we happen to be more people later on,

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I advise for everybody to mute their

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microphone as this session is being recorded,

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we want to avoid background noises,

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but feel free anytime you have questions

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you don't have to raise your hand,

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you can just activate your mic and

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ask me the question as I go along.

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OK, anything OK, good?

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All right, that sounds.

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Right, uh,

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so the instructions are appearing here again,

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scratch that part and let's move on.

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The plan for this session

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today for the next 45 minutes.

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Those are the items we'll cover together.

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First,

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we'll see how to prepare a meeting together.

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We gonna see how to plan a

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meeting in outlook and teams.

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Will use either the scheduling

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assistant or the find time.

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Is everybody familiar with fine time?

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When I mentioned that word.

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No, no OK I can imagine,

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but no one has used that yet right?

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OK, scheduling assistant.

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Everybody's comfortable with that term.

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Scheduling assistant for meetings.

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No, not either. OK,

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so we'll go over that as well.

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Don't worry and we'll also see how to

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manage the waiting room and presenters.

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Uh, basically,

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when you're going to organize a meeting,

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sometimes we can be a number.

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Let's say five people in a meeting,

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and perhaps I'm organizing the meeting,

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but there will be other people

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presenting also in that meeting.

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The idea is to have control on

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the options in that meeting,

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like who can speak out,

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who can share items, documents,

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share their screen to show things.

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You can mute microphone or not,

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so sometimes you give them the autonomy

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for everybody equally to be able

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to either launch the video camera

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or share a screen share documents.

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But sometimes if you have a large

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number of people you wanna make

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sure that everything is structured.

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I'm going to list who's the

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owner of the meeting is.

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If I create it,

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I'm the one who controls everything,

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but then I can decide if I have

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another colleague or two that

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needs to present also during that

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meeting and so they will have

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more rights than the others.

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So this way we are structuring.

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Meeting is not chaotic.

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We know when to speak by raising

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our hands or lowering our hands.

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We allow whether they can show reactions

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or not at any point in time we can

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activate or disable these options.

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We're going to see how to prepare

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work items ahead of time.

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Yes, go ahead,

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can we also call call a person on

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the spot during during a meeting?

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Maybe we are free for person

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and talking about.

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An issue we we say,

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OK,

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we we we need to to to listen the opinion of

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Mario can we call Mario and sometimes I have.

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Yes, you can.

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Either do it.

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Difficult to to to to add a

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person a new person a new.

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Like you mean somebody who was not

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initially invited in the meeting?

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Yeah continuously,

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you wanna add somebody?

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Yes,

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I will show you how you can

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quickly copy a link to the meeting

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and forward it either via chat

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or via outlook to someone else.

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OK,

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so they can join the meeting

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instantly as well of course.

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Umm, so again, uh,

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after preparing the meeting,

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we'll move on to using a whiteboard.

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And the whiteboard, just like at school,

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we have a blackboard,

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but this time we have a whiteboard

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where we can brainstorm with others

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and there are other certain third

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party tools that we can use also

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to collaborate in a meeting and

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we will see that together there

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are different functionalities.

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After this,

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we'll see how to launch a survey

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in Microsoft forms.

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Uh, survey is basically,

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you know,

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to ask any type of questions we

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need people to vote on any issue.

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We'll see how we can prepare this either

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ahead of time or during a meeting instantly.

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Or even afterwards,

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if you need an afterward,

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uh, post feedback,

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let's say.

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Then we'll see how to use the

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subgroup feature in a meeting.

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And locate the exchange data after

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that meeting. Whatever happened.

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We want to be able to locate that

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information, so we'll see how

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to locate all the exchange data.

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Any type, whether it's the survey,

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whether files were exchanged in the chat.

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We'll see how to locate those right after,

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so our objective today really is to

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organize meetings efficiently and use

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the right tools in decision making.

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So the first part to prepare a meeting.

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We'll go with the theory.

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First, we're going to see how to organize

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the meeting in Outlook and then we will,

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uhm, so we're preparing the items

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for the meeting ahead of time and

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we will prepare them as well.

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In teams there are functionalities

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that exist in outlook and some

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functionalities that only exist in teams,

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and we'll see that for the people

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that did not use fine time before.

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Maybe you are familiar with the word doodle,

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which is avoiding tool on slot times.

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We know that when we work with.

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People inside the same company

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we normally have access to their

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calendars at least a minimum access,

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so we know when they're in the office

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or not when they are available,

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or when they're in meetings.

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And so it's practical to organize a meeting.

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That way.

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We already know when they're

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available or not,

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but the problem is when we're

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dealing with consultants, vendors,

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people outside the company,

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we don't have access to their

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calendar and there are two tools.

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Either you use the scheduling

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assistant in outlook for internal

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people so people that work with us,

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we can see their calendar and we can

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choose the ideal slot times for all of them.

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We find the common point

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where everybody's available,

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and we normally with the schedule assistant,

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can only offer one date with

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one specific time.

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But the advantage of find time

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is that whether it's for inside

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people or outside people I can

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offer at least 20 slot times,

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so I know if I've invited 20 people.

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Five are outside the company.

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If I offer 20 slot times,

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I'm sure statistically that

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one will work for all of us,

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so it's a voting tool.

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So that's the vote that you do prior

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to create the actual meeting with the

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details and adding the information in.

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And then we'll see how to include work

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items like if I'm preparing a meeting,

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maybe for translation when

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I'm gathering my people,

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I wanna make sure that they have

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all the information with them.

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So if I have to bring in the Excel

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spreadsheet that shows the clients

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I need to do translations for the

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quantity of items that need to be

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translated and maybe in different

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languages and my colleagues,

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maybe one has to translate in Italian,

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maybe has one has to translate in

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English or French and so on, and I will.

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Be able to say OK,

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we are translating this document

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in three languages.

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We're giving ourselves that many days,

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and then validating information later.

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On all this,

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I want to prepare this ahead of time.

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I don't want to be spending time during

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the meeting locating this stuff,

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so I'm going to ask all the colleagues

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that are involved in that meeting

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to prepare all the stuff we needed

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for the meeting ahead of time.

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And we can do it in some of it in

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outlook and some of it in teams,

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and then we'll see how to manage

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these options of how we're

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forwarding the invitation.

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You know when he invites somebody in Outlook,

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uh, or teams?

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Now they have added the functionality,

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but it's better in outlook

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you have three options.

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Uh, you can either create an invitation

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and you invite a group of people

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and you can let them decide for

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themselves whether they can forward

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an invitation to someone else.

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Or they can, for instance.

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Uh, uhm, propose a new time.

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If they're not happy with the time,

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I'm scheduling the meeting in,

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or I can remove this possibility and say no.

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I'm inviting you,

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and it's the requirement you don't

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get to change the date or time and

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you cannot forward this confidential

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invitation to anyone else.

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All this can be adjusted.

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And then we'll see also that during a

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meeting we have the chat window where

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we can prep work ahead of time as well.

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Uh,

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so in there I can launch a

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conversation before actually

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before the actual meeting date.

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And suggest to everybody.

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Hey, don't forget to bring this or that.

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If you have any ideas for that meeting,

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please bring them to me now.

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So in one week we can go ahead

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and we have everything under

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us and we were able to go ahead

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and proceed with our decisions.

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So let's go now into teams.

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So I'm going to use an existing example,

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but in teams already everybody

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should know your profile appears.

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Here you have something that's

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called the status durability status.

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It's automated,

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it's actually synchronized with whatever

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you put in your outlook calendar.

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If I put in my calendar that

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I'm in a meeting or do,

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or I blocked an event.

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It will know when I'm

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available or not available,

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so the other users when they're

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trying to reach me in outlook,

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they're going to see those

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different statuses and everybody

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should be familiar with those.

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It's a bit like those social networks,

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so it shows the available busy do not

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disturb the difference between those two.

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We all know,

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I think by now that the do not

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disturb means you no longer get

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any calls or notifications the

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minute you start launching a call,

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or you go into a meeting.

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Usually you get that status,

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but you can create exceptions.

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Like no one can disturb me,

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but this one person.

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And that would be in the

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adjustment settings here settings.

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Just know that it's very practical

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for privacy managed prior

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priority access.

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And here, for instance, my supervisor,

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I did add him so when I'm having a

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meeting with you guys at the moment,

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if there's any emergency he can reach

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me anytime I will see the notifications.

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Everybody's familiar with that.

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A little yes or a little no.

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No yes so no. Yeah you are familiar.

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You know you can add the names like so.

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And if you change your

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mind or maybe later on,

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it's no longer needed.

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You can remove that person

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from that exception list.

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Alright, so I'm just gonna proceed.

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So here we have our search bar to locate

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our files and we have all these buttons.

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The button where it shows all

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our entire activity in teams.

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We have the chat button.

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This is like for a one on one conversation.

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And remember,

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when you click on the button teams,

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that means automatically you're having

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a conversation with the entire team or

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the members from a particular channel

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and the way you distinguish both is

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that in a team you see the word hosts,

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so you're posting a conversation and

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everybody at any time that belongs to the

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teams channel can see that conversation.

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So when I click on post and

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everybody that belongs to that team,

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they can see the conversation.

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But on the other hand, when I create a chat.

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You will notice that the button

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here is says chat.

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It's a one on one conversation.

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It's a private discussion that

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can be built up to a group chat,

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but it's still considered as private.

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It's no longer team collaboration,

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but for instance if I wanna add

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people to that conversation,

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maybe now I'm starting conversation

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with Danielle.

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I can add more people here,

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so just so he knows I'm just

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going to say test hi.

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And if I want to invite more

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people in a new conversation,

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teams respect the confidentiality

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at that level.

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So if I'm adding for instance, tarsier.

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Because we need to work on a

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particular project together.

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Let me add another person,

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Lisa Elliott, as a guest, why not?

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I add this conversation because I am now

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involving 2 new people in the conversation.

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The history of the conversation

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with Danielle has disappeared.

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So Starchier and Lisa

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cannot see what we spoke of.

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Danielle and I and.

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So in this part here you have also,

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after you send the first

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message to the group hello all.

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This team was already created

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group collaboration, but if I

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wanna switch to a new team name,

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know that you have the

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possibility now to switch it.

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For instance here we'll call it.

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Uh, let me see.

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Today's is gain in productivity, why not?

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So maybe no decision making.

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So just like that, I can personalize

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a conversation so we know when we

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start a new conversation we always

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have the button chat files and the

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little plus button is basically

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to create shortcuts towards your

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favorite applications or websites,

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for instance or SharePoint sites.

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So here you can see the list of tiles

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of applications that are offered.

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If you don't see all of what I'm

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showing here, it depends on the license

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and what your IT administrator has.

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Allowed in your company since I'm doing

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demonstration of Microsoft Tools,

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I have pretty much access to a lot of stuff,

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so this is applications.

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If I wanted to create a shortcut

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towards a website.

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I would use the website app and I could

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say for instance the name of the website.

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So it was YouTube.

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I would say YouTube and I would

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just copy the link to the video

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in YouTube that I wish to show.

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If it's a SharePoint site of a team,

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I can put the name of the team

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here and actually copy paste the

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home link in that window.

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Is everybody comfortable with

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that or you want me to demonstrate

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how to copy paste the link?

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I think everybody's comfortable or not.

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Don't worry,

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activate your mic and let me know.

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It's good you have to go on the website

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address and copy and yeah control C

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Control V and just yeah the URL here,

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But if it's a SharePoint site,

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remember it has to be the home page.

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That's all I have to say on that point, OK?

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So I'm gonna close that.

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So here you could have added any other

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apps you could have been like a OneNote

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if you want to create a new OneNote,

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a new Word document and so on.

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You can also do it from here

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or a stream site for instance,

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or even a whiteboard that would

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be on a private conversation.

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But today we're going to see how to

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collaborate with people in teams.

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So now I'm in teams,

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so the first thing is I need

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to plan a meeting.

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So let's say today I'm gonna be working

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with group Pick Bois over here.

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You see,

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I have different channels

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and the general channel.

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Usually when you create a team,

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there's automatically one channel

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that is created is a general channel

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that means all the Members that I've

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invited into that team have access

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to the general channel for sure,

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and usually it starts off with

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posts and files and a wiki.

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I don't like the wiki.

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Normally I like to put a OneNote

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instead of the wiki onenotes

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that's automatically there.

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Everybody's familiar with OneNote a little,

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yes or no.

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No, yes, you don't use OneNote yet.

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OK, so yes, before you go,

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and what about?

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And yes, do you use OneNote?

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No, no not either.

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OK, so we're gonna look at that as well.

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So here. Uhm, where I was is

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so we're gonna plan a meeting

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we're gonna start so the first

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thing you should know what does

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outlook and teams have in common?

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Anybody?

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When the planner, the planner, the yeah,

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the calendar exactly calendar,

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so yeah calendar or the calendar in outlook,

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they're synchronized,

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so I can start the meeting either from

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teams or I can do it from Outlook.

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I'll do it purposely from Outlook

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and then move on to teams,

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so let's do it this way.

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So in outlook. I have my calendar.

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Sorry I didn't do it right.

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Got to bring it from the other window here.

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Alright, so today's date we are the 25th.

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So if I want to create a meeting

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and I'm gonna purposely do it

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late in the evening just so that

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I have a spot here available.

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So new meeting. So we go to create

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a new meeting request. Here we go.

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Of course, before you you you

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have to create the the the team.

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Not necessarily. You can create a

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meeting without a team, of course.

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Yeah, I can do it also later afterwards

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and add the team after from here.

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Remember when you create a team,

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you normally have an e-mail address for

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the team or the name of the team actually.

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So that means that if I

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wanted to invite Group Peak.

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I could just type the name group pigboy here.

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OK, and you see when I hover over the name

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of group you can actually also see the

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e-mail address for the group you see here.

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Info pigboy at Mandarin dot Academy.

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So I could have also used the e-mail

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address of the group to invite them.

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Like so. Just as you would type

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in the address of somebody.

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External to the company, for instance,

00:17:37

that's already in my contact list.

00:17:38

There you go. You see what I mean?

00:17:41

So you can people inside outside the company,

00:17:43

unless it's been restricted in your company,

00:17:46

but normally we have the possibility to

00:17:48

invite people on both ends and also so I

00:17:53

can invite a team or I can invite a person

00:17:57

I can invite even the channel of a team.

00:18:01

We'll see that in a minute,

00:18:02

but I'm not going to do it that way.

00:18:04

So here I'm creating the meeting.

00:18:07

So in my place and I think for everybody

00:18:09

it should be that same way as the middle.

00:18:12

I started meeting by default it starts

00:18:14

a teams meeting, if it does not do

00:18:17

it by default in your environment,

00:18:19

that means you have a button

00:18:20

here that says add teams meeting.

00:18:23

Is this right for everyone?

00:18:26

Yes and yes. Can you repeat?

00:18:28

Excuse me, uh.

00:18:31

Can you repeat the the I'm gonna

00:18:33

start over again?

00:18:34

Let me close this window.

00:18:38

When you are in the calendar,

00:18:39

you can do a right click and

00:18:41

you see new meeting request yes.

00:18:44

Now when I click on that in some companies.

00:18:48

The the link here of invitation for

00:18:50

teams does not appear automatically.

00:18:52

OK, so if that's the case,

00:18:55

there's a button teams on top that

00:18:56

says add teams meeting you see

00:18:58

everything but here because it's

00:19:00

been installed by default and I think

00:19:02

for now it's been upgraded that way.

00:19:04

If no one has blocked it,

00:19:05

it shows the teams link over here,

00:19:07

but if I don't want it to be a teams meeting,

00:19:09

maybe you are required to work in

00:19:12

the office that day for the meeting.

00:19:15

So you're gonna say don't host online,

00:19:17

you see that?

00:19:18

OK so you click on that,

00:19:20

we'll know it's not an online meeting if you

00:19:22

leave by default it's on an online meeting,

00:19:24

so it's a teams meeting.

00:19:25

The other thing is the

00:19:26

meeting options you have.

00:19:27

They added the button here as well.

00:19:30

That's the meeting options it will

00:19:32

take you straight to the meetings

00:19:35

in team you know the black window.

00:19:37

And hold on. I hope we're not cut off.

00:19:45

Can you all hear me for now?

00:19:49

Yes, good yes yes, I can just want to

00:19:51

show you this is the window where you

00:19:53

can adjust the meeting options from

00:19:54

the get go like who can bypass the

00:19:56

lobby when they go into the meeting.

00:19:58

I said everyone but you can block that.

00:20:02

You see this, you have your options.

00:20:03

People in my organization,

00:20:05

trusted organization and guests or only me.

00:20:08

So that means they will be in a

00:20:09

waiting room and you will have to

00:20:11

give them access one by one when

00:20:12

they come into the room.

00:20:14

They cannot go in directly.

00:20:16

You see the difference?

00:20:19

Yes, if I know is this real?

00:20:21

Yes OK, you go Cebu all good.

00:20:25

Yes yes yes. Alright,

00:20:27

so this is the first choice.

00:20:29

You can also so all these items you can

00:20:31

check or uncheck if you want them or not.

00:20:34

So who can present this

00:20:36

is important again here.

00:20:37

In that meeting I'm allowing everybody

00:20:39

to show their screen and show documents

00:20:42

and take over for presentation,

00:20:43

even the guests.

00:20:44

But if you don't want that to happen,

00:20:46

maybe I'm having a meeting with 50 people

00:20:48

and I don't want to give them that freedom.

00:20:50

I want to choose and pick

00:20:51

and choose at the time.

00:20:52

Who's gonna do what?

00:20:53

So here I can say by default.

00:20:55

Only me can be presenter or I

00:20:57

can say specific people and then

00:20:58

in this case I'll just have

00:21:00

to add the name of the user.

00:21:03

So those are the different options

00:21:05

you have every time you can allow

00:21:07

Mike threatened attendees or not.

00:21:08

It depends on the type of meeting

00:21:10

you you are putting together.

00:21:12

Are they meant to collaborate or they

00:21:14

here to just assist an ascending meeting?

00:21:16

That means I'm just presenting a new

00:21:18

product and they just have to listen.

00:21:19

They cannot talk, you know.

00:21:21

So maybe I will just mute the mic and

00:21:23

probably allow just to chat and so on.

00:21:25

So all these things can be adjusted record

00:21:28

automatically every time I launch a meeting.

00:21:30

Do I want the recording to go on or not?

00:21:32

Allow camera for attendees.

00:21:33

Do we want to show each other

00:21:35

on camera or not?

00:21:36

If it's a meeting with 100 people,

00:21:38

I probably don't want that because then

00:21:40

it's going to slow down the bandwidth and

00:21:42

I just want we want to show myself on

00:21:44

camera so all those are meeting options.

00:21:46

So we have those meeting options

00:21:49

within the meeting room of teams

00:21:51

or we can do it from here.

00:21:53

The thing that is interesting

00:21:55

as well is this option here.

00:21:56

This is an outlook option.

00:21:57

They brought it in teams.

00:21:58

We'll see how, but those are the

00:22:00

options you can check or uncheck.

00:22:02

So I request responses.

00:22:03

Definitely they have to give me a

00:22:05

response so I have to know who's

00:22:06

going to be in that meeting.

00:22:08

Maybe I don't want it to be a requirement,

00:22:10

so I just uncheck so you see.

00:22:12

Allow new time proposals, do I?

00:22:14

No, I don't want to give them the

00:22:16

possibility to change the time.

00:22:18

Do I want to allow forwarding

00:22:19

of the invitation?

00:22:20

Maybe not.

00:22:20

If it's a confidential meeting,

00:22:21

I will remove that now.

00:22:23

I want request responses.

00:22:24

That means definitely I want to know

00:22:26

who's going to be in that meeting

00:22:27

because it's the confidential meeting.

00:22:29

The other thing.

00:22:29

And now I'm going to say what type

00:22:31

of meeting it is, so decision.

00:22:33

On new product.

00:22:37

So here I'm just going to list

00:22:39

the people I want to invite

00:22:41

to that meeting the required.

00:22:44

And the optional.

00:22:54

So decision on a new product,

00:22:56

we're going to brainstorm together.

00:22:57

Maybe I want to include stuff

00:22:59

so normally we all used to

00:23:01

including things in the outlook,

00:23:03

but it's not gonna show in

00:23:04

the library for that meeting.

00:23:06

So I'm just going to show you 2 examples.

00:23:09

I'm just putting anything in there.

00:23:10

It doesn't matter and outlook item,

00:23:12

if it's uh, from my inbox,

00:23:15

for instance Trello.

00:23:16

I wanna collect something and here

00:23:17

I have the choice to either make it

00:23:19

appear as a text only or attachment.

00:23:21

I'll leave it as an attachment.

00:23:23

So I can prepare different

00:23:25

things and remember you have a

00:23:27

new functionality where you can

00:23:29

dictate in any language you want.

00:23:31

The dictation brings this toolbar.

00:23:39

Remember the minute you click on

00:23:40

the mic, the mic is activated.

00:23:42

When is dark blue. So.

00:23:47

Anything I say now the machine

00:23:48

will write it for me. Comma I no

00:23:51

longer need a secretary. Period.

00:23:56

This is a list of things that everyone

00:23:58

should bring at the meeting. Period.

00:24:05

So we saw that.

00:24:07

That works beautifully,

00:24:08

so that can save you time.

00:24:10

And the other thing as well.

00:24:12

We can add meeting notes directly from here.

00:24:16

So we can include a OneNote

00:24:17

that's intended for that meeting.

00:24:19

If it's a, UM, spontaneous meeting.

00:24:21

But if it's a meeting that belongs

00:24:23

to a team that you have regularly

00:24:24

with a team that I'm gonna use the

00:24:26

OneNote that belongs to the team.

00:24:27

So I'll do that later.

00:24:29

But know that you have the option here.

00:24:31

So now that I've created

00:24:33

the meeting from here,

00:24:34

the other thing is I invited those people,

00:24:36

but I don't know if they're available or not,

00:24:38

and I'm gonna invite also as a requirement,

00:24:40

a guest. Uh,

00:24:41

I'm going to use my Yahoo account like this,

00:24:45

so now you see you have a guest.

00:24:47

So the button I was telling you all

00:24:49

about the find time button right here.

00:24:52

New meeting poll,

00:24:53

test equivalent of doodle.

00:24:55

So I either have the option if I

00:24:57

only invited people from the company,

00:24:59

I would probably use the scheduling

00:25:01

assistant because I have access to their

00:25:03

calendars and all I got to look for

00:25:05

is whether they're available or not.

00:25:06

The scheduling assistant

00:25:08

basically looks at all the people,

00:25:10

the ones that are in the office is going

00:25:11

to tell me when they're available or not.

00:25:13

So I'm looking for a blank spot like this.

00:25:17

If I don't know what the symbols represent.

00:25:20

I'm gonna bring this down if

00:25:22

I can hold on here.

00:25:24

The symbols are appearing here you

00:25:26

you can see you can see the other.

00:25:29

The other planning only if they

00:25:33

allow the this or anyway.

00:25:36

The way it is, normally, UM,

00:25:38

tweaked together in the company,

00:25:41

is that by default I can see

00:25:43

minimal of all my colleagues.

00:25:45

At least I will know when they

00:25:47

are inside the office or outside

00:25:48

the office when they are in the

00:25:49

meeting or not in meeting.

00:25:51

I don't see the details of what's

00:25:52

in the meeting unless I have

00:25:54

given them special permissions.

00:25:55

OK, OK,

00:25:57

so this is what.

00:25:59

So now this would show me that

00:26:01

everybody's available and the ones that

00:26:02

have these scribbled Gray lines like this.

00:26:04

That means they're offline.

00:26:06

I don't have access to their calendar,

00:26:08

so this could be the guests.

00:26:10

The people that don't belong to my company,

00:26:11

I will see them always that way,

00:26:13

so I have no idea if they're available or

00:26:15

not and if I use the scheduling assistant,

00:26:17

it will only invite for one

00:26:19

date and one specific time.

00:26:22

So if they say no,

00:26:22

I cannot make it.

00:26:23

I have to start this whole

00:26:24

procedure over again,

00:26:25

so This is why I don't like to

00:26:27

use the scheduling assistant if I

00:26:28

have to deal with external people,

00:26:30

I'm going to go back to the

00:26:31

meeting tab here and I'm going to

00:26:33

use the new meeting poll.

00:26:34

So maybe on your end you can

00:26:36

look at your outlook right now.

00:26:37

See if you have that button.

00:26:38

Normally it should be there by default.

00:26:52

Everybody has it.

00:27:00

Normally I use the web the web.

00:27:05

Version of Outlook,

00:27:06

so I don't think I have no no.

00:27:09

There is. Also there should

00:27:09

be there by default as well.

00:27:11

There it should be there.

00:27:12

The outlook online has it.

00:27:15

They added it, yeah.

00:27:17

I haven't this button.

00:27:20

You don't have this button.

00:27:21

This is the desktop application

00:27:22

you're talking about,

00:27:23

like mine right now, right?

00:27:24

Not the online version, right?

00:27:26

Uh yes, OK.

00:27:27

So if you need to add it just so you know.

00:27:31

When you go to the uh home

00:27:33

tab here from your inbox,

00:27:35

of course you have to be in the inbox,

00:27:36

not on the calendar.

00:27:42

So home tab.

00:27:46

I'm in my inbox.

00:27:50

And I don't know what there's a delay

00:27:53

in time here. OK, you see the ribbon.

00:27:56

If you don't have it appearing here,

00:27:58

there's something that's called get add INS.

00:28:02

And just know you can type in find time.

00:28:07

Have not blocked it,

00:28:08

of course that was gonna have

00:28:09

to see your IT department,

00:28:10

but normally it's very simple.

00:28:12

It's a small plugin that you add so find

00:28:14

time and it will appear on the list.

00:28:16

Here you click on it and then you

00:28:18

just have to click on add button.

00:28:20

I already added it so it doesn't show

00:28:21

it but there will be a blue button

00:28:23

that says add and all you have to

00:28:24

do is close outlook and launch it

00:28:26

again and it will be appearing there.

00:28:28

OK, going back to the meeting creation.

00:28:33

So now I'm going to go a bit

00:28:35

faster so to catch up on time.

00:28:36

So here I created a meeting and I'm

00:28:39

going to click on new meeting Paul.

00:28:42

So here I'm going to imagine.

00:28:45

Normally before I added those details,

00:28:46

this is the step I should have taken

00:28:48

first was the fine time to vote

00:28:50

on the slot times I'm proposing.

00:28:55

So here.

00:29:01

You see what I'm looking for is green people,

00:29:03

and when I hover over the silhouette

00:29:05

I can see who it represents.

00:29:06

This is me. Lisa Kalamo and so on.

00:29:09

The people outside the company

00:29:11

will be in great automatically,

00:29:12

So what I want is to propose dates

00:29:15

so I can choose the duration,

00:29:18

time for the meeting here,

00:29:19

whether it's 30 minutes or more,

00:29:22

I can choose the time zone over

00:29:24

here and for every single date.

00:29:26

What I don't want is red or purple,

00:29:28

red is busy and purple is tentative.

00:29:32

When you see that.

00:29:33

So every day, and I'm going to select

00:29:35

and of course I forget we were OK.

00:29:37

Here we go.

00:29:38

See here I have a lot of availability

00:29:40

and quickly I can suggest for every day.

00:29:45

Any dates quickly,

00:29:46

many slot times like this.

00:29:47

The man I see everything green.

00:29:49

I know all the people inside my

00:29:51

company are available for Gray I won't

00:29:53

know but I'm going to offer them 20

00:29:54

slots so I know when everybody votes.

00:29:56

Definitely there will be a time

00:29:59

where everybody agrees on.

00:30:00

So when I say next.

00:30:03

It recaps all the dates I've selected,

00:30:05

and maybe I can tweak again and choose.

00:30:07

Oh well,

00:30:08

maybe not the one at noon.

00:30:11

This is too early and when I'm

00:30:13

done with the recap selection,

00:30:15

I'm just going to say add to e-mail.

00:30:18

So they will get notified.

00:30:21

That Dina Harvey has created a meeting.

00:30:25

Whether they have enough, uh,

00:30:27

Microsoft account or not,

00:30:28

they'll be able to vote

00:30:29

online through fine time.

00:30:31

So here this is what it looks

00:30:32

like when they get the invitation.

00:30:33

We will click on seven options.

00:30:35

See says organizer Dina Harvey.

00:30:37

The meeting is 30 minutes and

00:30:39

there's seven options of slot times.

00:30:42

And by default it will open your

00:30:44

browser when you click on that.

00:30:51

And quickly everybody can say I prefer this.

00:30:54

Yes no yes, no yes prefer and so at the end.

00:31:02

Me, the organizer will be notified

00:31:04

when finally there's a vote on

00:31:06

one date and one specific time.

00:31:08

Until everybody votes,

00:31:09

all these seven options will be

00:31:11

blocked on everyone's calendar.

00:31:12

The people that have Microsoft accounts,

00:31:14

their calendar will show the

00:31:16

seven slots blocked temporarily

00:31:18

until the vote is realized.

00:31:19

Then it will delete all the other

00:31:21

slots that are not needed and will

00:31:23

keep only the one that everybody wants

00:31:25

for somebody outside the company who

00:31:26

doesn't have a Microsoft account,

00:31:28

they will just have to add that date

00:31:30

manually to their personal calendar.

00:31:32

Is this correct between preferred and yes?

00:31:36

What prefer? What do you think?

00:31:38

That's my favorite?

00:31:39

Yes is well,

00:31:41

you know if I this always good to

00:31:43

put yes or preferred preferred

00:31:44

prefers really you love it?

00:31:46

Yes, because they give the option

00:31:48

for the outsiders to meet your time.

00:31:50

You know what I'm saying.

00:31:51

The best option?

00:31:51

OK OK OK yeah yeah yeah,

00:31:53

that's the degrees of level so and

00:31:56

of course the way the machine works

00:31:58

it always looks at who is required

00:32:00

in the meeting based on the favorite

00:32:02

stuff of the required people.

00:32:04

This is where it's going to make

00:32:06

it vote on 1st. Just so you know.

00:32:08

So even if a guest,

00:32:10

if he's required in that meeting,

00:32:12

he will be also according to his preference.

00:32:14

And this is how it's it's, uh,

00:32:16

it judges, but anyway,

00:32:17

so it's a very practical tool.

00:32:19

Put it aside for that.

00:32:21

Now I'm going to close this.

00:32:23

I'm not going to go beyond that.

00:32:25

I think everybody got the so I'm just

00:32:27

so I'm going to close this part.

00:32:29

I couldn't send this,

00:32:30

but I'm not going to send it.

00:32:31

I'm just going to send it first invitation.

00:32:35

Here. So I'm gonna send this.

00:32:39

What I'm going to do now is I'm going

00:32:41

to go in teams locate that invitation.

00:32:44

So inside teams I'm here.

00:32:46

I'm going to the calendar.

00:32:51

And in that calendar,

00:32:53

where it says, uh, well, no.

00:32:56

Which one was it called?

00:32:57

I forgot the name of it too.

00:33:00

I chose different dates and I forgot.

00:33:01

I switched the dates, didn't I?

00:33:04

I did, but OK, let me go back, uh,

00:33:08

do you remember the date I chose after that?

00:33:10

I don't remember what I did here we go hold

00:33:13

decision to new or new product no this

00:33:16

is was see everything that is blocked.

00:33:19

Those are the different slots I chose

00:33:21

for the the voting and it's going to be

00:33:23

blocked on my calendar to matically.

00:33:27

All right, so let me go back decision

00:33:30

making forget what it was, but here it is.

00:33:41

Umm, I forget I'm in teams.

00:33:43

I cannot do it that way.

00:33:44

Let me go back here and see where I invited.

00:33:47

This would be easier. OK,

00:33:51

November 25th from 4:00 to 4:30, OK.

00:34:06

Uh, I think it's just my eyes.

00:34:07

I didn't see it. OK, so here we are.

00:34:10

We have the meeting and you see

00:34:11

when I click on it I have I can

00:34:13

join the meeting or can edit it.

00:34:14

So what I wanna do is edit

00:34:16

and this is the second part.

00:34:18

This is where you gonna be able

00:34:19

to prepare everything you want.

00:34:20

You have all these tabs,

00:34:22

the scheduling assistant,

00:34:24

the meeting notes, the whiteboard,

00:34:26

the attendance and the breakout rooms.

00:34:29

Meeting notes is the wiki note if you

00:34:32

don't like using wiki notes to take notes.

00:34:35

You can add a OneNote directly here.

00:34:40

One note is your digital notebook.

00:34:42

In there you can add audio, video and any.

00:34:46

Applications office applications like Excel,

00:34:49

Word, PowerPoint inside those digital notes.

00:34:52

It's really practical so I can use

00:34:54

an existing OneNote that already

00:34:56

created or I can create a new note,

00:34:59

so maybe I'll call this one decision making.

00:35:10

So now everybody's gonna be able

00:35:12

to Co edit in this document and

00:35:14

put their ideas into that same

00:35:16

notebook and we can all trace

00:35:17

the history of who added what.

00:35:19

And we can collaborate instantly

00:35:22

together in in this notebook as well.

00:35:26

It's very practical.

00:35:27

You also have the dictation.

00:35:29

You can translate.

00:35:30

You have the immersive reader,

00:35:32

so basically it looks like a

00:35:34

binder with dividing tabs,

00:35:36

except they call it sections and you

00:35:38

can add as many pages in each section.

00:35:40

So if I wanna create like this quickly.

00:35:44

Different sections like admin.

00:35:48

It's great because it shows

00:35:49

the date and the time at

00:35:50

which you created the section.

00:35:52

I'm going to keep adding

00:35:54

sections here. Accounting.

00:36:01

Marketing, why not so just like

00:36:03

that I've created sections.

00:36:05

This one I didn't write it right.

00:36:07

Why is it taking it OK admin good all right?

00:36:12

Oh, it's the page I'm silly.

00:36:14

OK, so here this is where

00:36:16

I meant to write admin.

00:36:20

This is a page I forgot, so this is

00:36:22

page one for instance and I can add

00:36:24

as many pages under each sections.

00:36:26

You see, we'll say untitled page and every

00:36:28

time I go here I can put a number 5.

00:36:34

So I don't know why it's doing that every

00:36:36

time it keeps switching the paint, but OK.

00:36:39

Alright, let's see 6.

00:36:41

For all this to show you that it's

00:36:44

pretty flexible, you can change the

00:36:46

order of the pages very easily.

00:36:48

As well as the sections,

00:36:49

you can put them in any order you want.

00:36:51

You can select the color of the section so

00:36:54

it's very practical to organize yourself

00:36:56

and you can add audio video inside.

00:36:58

Here you also have the dictation where

00:37:00

you can dictate in any language you want,

00:37:02

so the notes I'm scribbling just to

00:37:04

show you that you can write modules

00:37:07

like this and basically move them

00:37:09

around just like PowerPoint modules,

00:37:11

but very fashionable.

00:37:12

It's like a whiteboard really,

00:37:14

but it's the OneNote,

00:37:16

so usually this is what we use for.

00:37:18

Meeting notes is very practical,

00:37:20

so I'm gonna go back.

00:37:21

So here you saw it's the the name of

00:37:23

the notebook decision making notes.

00:37:25

It has this dividing tabs and in each

00:37:27

under each tab I can put as many pages

00:37:30

as I want and I can move them around.

00:37:32

And when you right click you can see

00:37:35

you can make subpages move copies

00:37:38

and you can export this stuff and

00:37:39

give it to somebody on the outside

00:37:41

if they're not part of the team,

00:37:43

for instance.

00:37:46

So this is an idea of how you

00:37:48

can enrich ahead of time.

00:37:50

So here if I need to create a survey,

00:37:52

I can do this in the middle

00:37:54

of a meeting or before,

00:37:55

and I'd rather prepare things ahead of time.

00:37:57

So probably I want to create

00:37:59

a survey with forms.

00:38:00

I'm going to add this tab.

00:38:12

So here create a new poll so I can use an

00:38:15

existing poll or I can create a new one.

00:38:20

So here it says multiple choice

00:38:22

Paul multiple Choice Quiz,

00:38:24

World Cloud and so on.

00:38:25

So let's say multiple choice

00:38:28

Paul and here would be when.

00:38:30

Or how? To schedule.

00:38:35

Are future meetings or next meetings?

00:38:39

And for instance,

00:38:41

here I would put something like daily.

00:38:45

And you see it suggested automatically

00:38:47

the next obvious weekly monthly.

00:38:49

Yearly.

00:38:49

And sooner people can vote and

00:38:52

I can say can they choose many

00:38:54

answers or not by activating this

00:38:57

button I can say share results

00:38:59

automatically after voting.

00:39:01

Keep responses, anonymous,

00:39:02

allow others to coauthor.

00:39:04

That means if I'm allowing them to Co.

00:39:06

Author on this poll,

00:39:07

that means they're going to change

00:39:09

or add more stuff to the poll for

00:39:11