Enabling Remote Working & Productivity with Microsoft 365
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Questions and Answers
How do we see the trail of editing and what has been edited? What if, editing by other party mess up other items within the excel?
Is there a way to undo if editing by other party was done wrongly? and
Can we discover the previous version since it is auto save?
For every file stored in OneDrive and Teams, automatic versions are saved. Upto 500 versions are saved. The file owner can see past versions and restore a past version in case of accidental deletion / mistakes.
In Excel online you can see who did what. In Word, if track changes is enabled you can see who changed what. In PowerPoint, changes for each object are shown by person who did it.
How can we block people taking Screen prints? Want to allow only Viewing
You need to use Information Rights Management templates which is a part of Microsoft Information Protection to prevent screenshots being taken on PC or Mobile. Endpoint protection system also prevents screenshots. Howerver, practically speaking, someone can always use another camera or mobile phone to take a screenshot. Obviously, there is no technology available with any vendor in the world to prevent this from happening.
The protection is not just technical. It is also legal. When you protect a document, you also specify who is allowed to see it. Therefore, if someone could take a screenshot, the document must have been opened by someone. That someone is already known to the system. Therefore, if data leaks, the valid recipients of the file cannot say that I did not do it. That is called non-repudiation in legal terminology. All users should know this aspect about IRM and MIP. This is a very strong deterrent.
How long does version history last for? i mean does the entire histroy available?
For each file 500 versions are created. Every edit creates a new version. If you need a 501th version, the oldest version will be deleted automatically. The last 500 versions are available till you delete them manually or you delete the file itself.
How long a file stays in the system is usually decided by Regulatory Compliance requirements. Check with your IT / Compliance team for details.
What’s the different between Onedrive and Sharepoint?
If you are a technical person read this:
OneDrive is just a Document Library in a SharePoint site. It has been given special permissions and 1 TB storage. OneDrive is automatically mapped to one user. It is what was earlier called My Site.
SharePoint is the platform under which you can create various types of sites for collaboration, records management, document management, workflow automation and more.
If you are a non-technical person read this:
OneDrive is a space to store your files on cloud – the files we usually saved on Desktop or My Documents on local drive. The business version gives you 1 TB of space. OneDrive Apps are available on Windows, Android, iOS and Mac.
SharePoint is used to create intranet sites or company portals. Teams uses SharePoint behind the scenes and therefore, you do not need to use SharePoint directly.
Assume one team is working with an external party and we want to maintain a log of the memos with the external party, with a timeline of the memos. How to achieve that? Similar to CRM..
You can share a file as a link with external party. Or you can add them to a team where they have access to all the conversations, files, task lists and notes. In both cases you can control access duration. With link sharing you can stop the link sharing anytime. While sharing you choose read-only or editing mode.
In a team, the external party will have access only while they are part of the team.
You can also block access depending upon location, network type, device and login risk.
Finally, using Microsoft Information Protection, you can ensure only specific people can see / edit specific files whether the file is in OneDrive, Teams, local drive, in email or on a usb drive.
All actions performed on the file – edit / open / delete can be audited and the log retained for future reference.
A team has conversations outside of microsoft teams with the external party, but we want to maintain the dates and the summary with the company team, any option we can open a calendar and see when and what topic was discussed with the client?(Assume one team is working with an external party and we want to maintain a log of the memos with the external party, with a timeline of the memos. How to achieve that? Similar to CRM..)
When you say conversations, it could mean audio or text.
If it is audio and it is not recorded in anyway, then no system will help.
If the audio is recorded, then you can create a transcript using some tool. I recommend https://videoindexer.ai which is a Microsoft site based upoin Azure cognitive services.
If the external conversation is in text and outside Microsoft tool, you will have to check the archival capability of the tool you are using.
If this conversation is a part of email, that can be retrieved using eDiscovery based search.
Can we have MS Projects on Teams?
MS Project can be stored in two different ways – as MPP files or as Project Online
MPP files can be added to Teams like any other files. However, MPP files cannot be edited on a browser – you will need MS Project installed to edit them.
If on Project Online, you can add the Project Dashboard as a tab to Teams. Only people who have access to Project Online dashboard will see the content.
Project Tasks can be assigned to people. As of now, these tasks can be managed using Project Online browser page or integrate with Outlook tasks. Integration with ToDo / Planner / Teams is being developed. As of now there is no timeline available from Microsoft.
Is breakout rooms available in Teams by now? If not what is the roadmap?
Can we have chat rooms for brainstorming?
Breakout rooms are coming soon.
As of now, you can create a Team. Keep everyone in General channel. Create separate private channels and add separate groups of people there. As the organizer, you can move between these meetings.
In Teams you can have one active meeting and multiple meetings on hold. As the facilitator / faculty, you can shift between different channel meetings to work with each group separately.
Some of accouts are getting Teams Template but some of accouts are not. What is different between them?
Templates feature is controlled by policy. These may have been disabled by IT. Please check with your IT / Compliance team.
Can we edit vedios recorder in Stream like in a training video?
We cannot record videos on Stream browser version. However, in Stream mobile app we can record videos.
Can we share & collborate with extenal parties and secure the info at the same time?
Yes absolutely. When it comes to security, Microsoft (and most other security tools) work on the concept of Zero trust. This means every login, every attempt to access any file, email, chat, video is assumed to be insecure. It needs to be proven that it is a valid attempt each time. With this concept, internal or external parties can be managed with highest possible level of security. Multi-factor authentication ensures logins are more secure. Using PIN or face sign-in for laptops increases the security even further. We can also decide the security level dynamically. Depending upon the location, network, device, state of applications and other factors, the same person may or may not be able to access resources. This is called Conditional Access. Using this, remote working from home can be made as secure as working in the protected internal network in your office premises.
Can we delete group chat in Teams.
You cannot delete any chat in Teams – whether 1:1 or 1:group.
Why? Because, like Email, Teams chat is also a part of corporate data. For compliance, these records need to be preserved for a specific period of time – as per the regulation in your country.
Yes, we can delete mails. But actually, behind-the-scenes, the compliance team always has an automatically archived copy which is kept for specified period of time. This is legal evidence. After the stipulated period, the records are automatically deleted.
Practically speaking, just remember that Teams chat is corporate data and therefore use it only for business related discussions.
At any point of time in the future, your legal / compliance team can access the transcripts of chats, emails, conversations and file activities for investigation purposes. This is not specific to just Microsoft related data. These rules apply to all organizations, irrespective of which tools and technologies they are using.
Microsoft platform makes it easier as well as secure in an integrated manner – compared to other tools which try to do the same thing but in a more disparate and scattered manner.
Can we edit vedios recorder in Stream like in a training video?
But it does not provide a full featured video editor. For simple editing use Windows Video editor. For more professional editing you will have to use dedicated video editing tools.
I would like to ask about Planner. We could not prevent deleting the task from team member and if someone accidentally delected the assigned task how to track who deleted. Is there any permission we can put for each task. Thanks.
Microsoft is aware of this problem and is working on it.
Can I record in Breakout room? if not, How can I record ?
A breakout room is just another channel. Record the meeting as usual. The recording will be stored in Stream automatically.
Things uploaded into Files has a copy on OneDrive. If the Teams consist of 5 people, does the files takes up the spaces of each One Drive ?
Files which YOU manage by default should be stored on OneDrive. If you have a team of 5 people and you have created a team in Teams, then the file will remain as a single copy.
If you already have a file stored on OneDrive and then you realize that this file actually belongs to a team in Teams, what should you do?
The right approach is to MOVE it to Teams. Otherwise you will have two copies of it – one in OneDrive and another in Teams. You will not remember which one was edited when and this will lead to a lot of confusion.
In short, as long as you are managing the file primarily, keep it on OneDrive. When the scope expands and a team is involved, move it to Teams.
Can MS Team be used for personal use?
Yes there is a personal version available. But it will not provide all the enterprise features like integration with other tools, compliance, archival, federation with other organizations and so on.
What type of M365 license required to use restricted access features?
Access restriction to files is available in any license which supports OneDrive and Teams. You don’t have to pay extra for the ability to control file sharing and the security related to what each recipient can do.
In fact, the file security and access control is available in the free version of OneDrive as well. In the corporate version, the security is even more stringent and it complies with global regulations and privacy laws.
Please explain use of list app
List app is a reincarnation of the good old SharePoint lists. It is a modern wrapper around lists with a more modern UI. Lists are used for capturing tabular data – rows and columns – something where we have traditionally been using Excel.
You can create as many columns as required. Various data types like text, dropdowns, radio buttons, date, lookup, person, image and so on are supported. Validations are also available. Multiple persons can have access to the same list – like a shared file. Unlike a shared file, you can control security in such a way that each person can see and edit their own data. Multiple views can be created to see the data in different ways. Excel and Power BI connect to the list as though it was just another database. You can create dashboards and pivot tables / charts using List as the data source.
What are the main differences between Planner and Lists?
Planner is a shared task list. Lists is just a list. Planner is a specialized list with more features which is optimized for managing tasks, deadlines, delegation, grouping, integration with ToDo and Outlook and so on.
You can create a list yourself – using Lists – which has same columns like Planner. But because Planner is officially designated as the shared task list, it already integrates with the Microsoft 365 platform. Therefore, if you are planning to manage shared tasks, use Planner.
If you want to create a list for capturing some other type of tabular data, use Lists.
People are still used to Outlook and rarely visit Teams. Is there a way to send an auto mail to Outlook when we upload a file to Teams?
As you must have realized, using Email is inefficient – especially when it comes to working as a team on a common project. Once you start using Teams, the number of mails you receive will start reducing – which is good for everyone.
If you ask Teams to send mail to inform you about something which happened in Teams – we are back to square one – which is inefficient.
The reason people want such email notifications is because they have not undersood how to use Teams efficiently and to their advantage.
So what is the best practice?
DO NOT enable any email notifications from Teams.
Learn to go to Teams and check what is happening periodically.
How often? Well. As often as you go to Inbox – go to Teams. Soon you will realize that you are going to Inbox lesser and lesser and to Teams more and more.
Where to go and see things in Teams?
This is an importnat question. Why? Because in Outlook there is only ONE primary place to go to – Inbox. In Teams, each project and channel is like a mini-inbox.
So where to look?
First look at pinned chats. Then pinned channels. Then project names (team names) which are in bold font – those with unread updates, then in the activity feed and finally in Planner – My Tasks.
I know this sounds like extra work. But trust me, you are already doing this extra work – using Inbox!
Doing this in Teams is simpler because there is no search involved. Each project and topic is separate. Go and check. That’s it.
Can you share a stream from a meeting with people outside the team ?
Stream does not support sharing outside the organization as of now.