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March 1, 2019

Microsoft Teams Overview

Purpose

This article is designed to introduce readers to Microsoft Teams, a new chat program that is part of the campus offering of Office 365 by Microsoft. Additionally, readers will learn about terminology, installation, sign-in, layout, and association with the existing Office 365 instance on campus.

Key Terminology

This section will go over the different terms that will assist you going forward in understanding Microsoft Teams’ general function:

  • Chat
    • A message(s) intended for an individual or group of individuals
  • Group
    • Chat sent to multiple people
    • Groups can be given group names
  • Team
    • An organizational group created to include all members of a given area; typically a department or administrative unit
  • Channel
    • A subgroup within a Team that allows for more focused conversation based on a part of a department or administrative unit
  • Member
    • A user that is part of a Team or Group
  • Owner
    • A designated user that can manage a Team or Group

How to install

Desktop applications

The Microsoft Teams desktop application is available for Windows and macOS.

  • Go to office.uoregon.edu and sign-in using your Duck ID and password.
  • Upon sign-in, you will be directed to your Office 365 home page. Select Teams from the list of available apps to proceed.
  • This will load Teams into a browser tab or window. In order to download the desktop application, select the Get App icon on the bottom-left of the tab or window. This will download the correct software package dependent upon your operating system.
    • The Get App link is highlighted on the bottom left of the window.
  • Once downloaded, open the installer file and follow the corresponding installation instructions.

Mobile applications

Open the mobile marketplace application on your device (e.g. Apple App Store, Google Play Store, Samsung Store, etc.) and search and download Microsoft Teams.

For more specific information on this process, the UO Service Portal offers additional step-by-step instructions.

How to sign-in

Desktop applications

  • If you downloaded the application to your desktop computer, open Microsoft Teams
  • Enter in your @uoregon.edu email address in the Sign-in address field then click Sign In to proceed.
  • Enter your password then click Sign In to complete the process.
    • Note: If prompted to do so, be sure to select the Work or school account option, then enter your password on the next screen, then click Sign In to complete the process.
  • If you are a part of any existing Teams groups, you will be directed to the Teams tab as default.

Mobile applications

  • Open the application and select the Sign In button to proceed.
  • Enter your @uoregon.edu email address and Duck ID password when prompted.

For more specific information on this process, the UO Service Portal offers additional step-by-step instructions.

The chat window layout

Once logged-in, your user account will showcase a view with several different options and features:

Teams window layout

The chat window is separated into four main areas:

  1. Search and create: along the top section of the window, users can go back and forward through different views, create a new chat, or search for users, chats, and add comments.
  2. Activity and collaboration: Teams activity, individual chat or Teams chat, files, and additional applications can be used to transmit messages.
  3. The Contacts Frame: a list of your recent chat messages along with a general contacts list of all users in your Team. Access to new and existing Teams are
  4. The chat transcript space: Conversations are the default view—shared files and general activity can be viewed here as well.

Creating and sending a chat

First, click on the Create Chat button adjacent to the search field at the top of the window then search by using the Duck ID of the person you wish to chat with or their first and last name:

Click the Create Chat button then type in the Duck ID or first and last name of the person you wish to chat with.

Note: If you want to connect with an individual for a one-on-one chat session, type in their name. If you want to send a message to a Team, type in the name of the Team. Returning to an existing message thread either individual chat or Team message will be in their respectively named locations.

From there, you can connect via standard chat or by a variety of other methods:

Chat window layout with features highlighted

  1. You can select one of the following methods of contact:
    • a) video chat
    • b) audio chat
    • c) screen sharing
    • d) adding them to a favorites or Teams group.
  2. There are three different views:
    • a) Conversations (default; shows all messages within the conversation with an individual or group),
    • b) Files (which show all files shared with one another; saved to OneDrive), and
    • c) Activity (an individual activity across all channels)
  3. Type here to enter text as in a standard chat
  4. Text styles, attachments, emoji, GIFs, stickers, a meme builder, and additional extensions can be added then sent as well.
  5. Either press Enter/Return on your keyboard or click the Send icon to send a chat.

Adding extension apps

Microsoft Teams allows for the integration of extension applications (apps) that expand the program’s functionality and customization for your work group(s). In order to add any apps, click on the three-dots menu and select More apps to see the full list of apps categorized by work type and function.

1. Select the three-dot menu on the left and 2. Select More Apps to see the full list of extension applications and descriptions

  1. Select the three-dot menu on the left and…
  2. Select More apps to see the full list of apps with descriptions

The full list of apps sorted by category. You can search for a particular app or select from the list or one from a category.

List of Microsoft Teams extension applications

Once an app is selected for installation, the app settings dialog box will appear.

Select the visibility options (for you only and/or for your team), then click Install to proceed.

Go through the visibility options for it:

  1. Select Yes for the Add for you option
  2. Select whether you want the app to be a part of a Team
  3. Click Install to proceed

Your new app will be under the Apps menu in Teams.

How to create a Team and associated channels

Teams allow for departments to organize their users into one large group. Once placed into a group, organizations can create smaller subgroups called Channels that allow for more focused conversation and collaboration for interested users. As Microsoft Teams is currently configured, channels may be subscribed to by all members of a Team and all files shared within it.

1. Teams 2. Channels

In the application window, the Team (marked as 1) will be above any Channel (marked as 2) below it.

Click Join or Create a Team to proceed.

Teams can be created simply by clicking on the Teams icon then selecting the Join or create a team link at the bottom of the Contacts frame of the application window. From there, a team can be created or you can join an existing team with a code provided by an existing team owner.

Create a team if you're looking to create a new team. To join an existing team, talk to the Group administrator and get a code from them. Enter the code in the Enter Code field to proceed.

Click on Create Team

Select the Anyone option to continue.

1. Enter your unit's name, 2. Enter a team description, 3. Select a privacy level, or 4. Select the link to create a team using existing team as template or from an Office 365 group, 5. Click Next to proceed.

Enter in a unique:

  1. Team name
  2. Description
  3. Select a Privacy setting
  4. If you want to create a Team using an existing team as a template or from an existing Office 365 group
    1. Note: If you would like to Create a team using an existing team as a template or to Create a team from an existing Office 365 group you may do so by clicking the link at the bottom of the dialog box. If you have the proper role within the existing team, you may select the desired team then click Choose team to proceed.
  5. Once all of the information is entered, click Next to proceed.

This will create the Team.

Enter in full @uoregon.edu email address

 

If you would like to add members to your new team, you may enter in the email address(es) of the desired user(s) you want as members, then click Add to complete the process.

Click the Options (three-dot) menu on the Team and select Add Channel

Once a Team is created, you can add click on the Options menu to Add channel.

1. Enter a Channel name, 2. a Description, 3. then select Add to proceed.

Enter in a Channel name, Description, then click Add to complete the process.

Relationship with Office 365

Microsoft Teams is part of the University’s Office 365 instance and is connected to OneDrive Online via Files and Office 365 Groups.

Files

OneDrive stores all files that are shared within Teams. Where the files are stored depends on where it is shared.

  • Shared via Chat
    • Files are saved within the sender’s folder and the recipient’s shared folder in OneDrive.
  • Shared via Channel or Team
    • Files are stored within the associated folder for that Channel or Team.

Note: Any files shared within Teams via Chat, Channel, or Team are protected and all file transfers are considered to be suitable for storing FERPA and HIPAA data.

Office 365 Groups

Office 365 Groups can be linked to Teams and vice versa. If you want to connect an existing Office 365 Group to a Team, you can create the Team by selecting Join or create a team link at the bottom of the Contacts frame of the Teams application window, and select the link to Create a Team from an existing group. 

Note: This process can only be completed if you are an administrator of the existing Office 365 Group.

Links to Additional Content

 

November 20, 2018

OneNote Overview

Purpose

This article is designed to guide OneNote users through an overview of its features as a desktop application and a web portal via the Office website.

Requirements

Either access point will be sufficient for using this guide. Choose one of the methods listed below:

  • Access to Office 365
    • For UO users, go to office.uoregon.edu, sign-in with your Duck ID and password, then select OneNote to proceed.
  • OneNote Desktop application
    • If you do not have the application, check the Program Files (Windows) or Applications (macOS) area to see if OneNote is installed.
    • If it is not installed, UO users can download it via office.uoregon.edu, sign-in with your Duck ID and password, then select Install Office Apps, go through the installation process once downloaded, then open OneDrive from your operating system’s application folder.
  • OneDrive access (default; highly recommended)
    • Available via Office 365. OneNote saves progress by syncing to OneDrive for quick access to notebook files across all devices with OneDrive access (by web or by desktop or mobile application)

Versions

Each instance of OneNote will present different features based on each method below:

  • OneNote for Windows
    • The Windows desktop app has the most available features for OneNote.
    • Allows for rich-text entry, list building, and web-formatted text heading levels
    • Allows for insertion of tables, files, pictures, links, audio clips, stickers, Forms (from Microsoft Forms), meeting details (to connect to OneDrive), researcher tools, and math formula assistance (solving equations and graphing)
  • OneNote Online
    • It is nearly identical to the Windows desktop app in available features
    • Allows for all other data entry except for researcher tools, math formula assistance
    • Any files created or opened here will be saved to your OneDrive account
  • OneNote for macOS
    • Allows for most of the data entry methods described above but with fewer options
      • Does not support Microsoft Forms compatibility, meeting details (with connection to OneDrive)
      • No researcher tools are available and math formulas can be entered but with no additional assistance.

The versions will be mentioned alongside their respective features in the Primary Features section below.

Note: The OneNote Notebook window and Primary Features sections below showcase OneNote for Mac as it provides a baseline for the features of OneNote across current platforms and operating systems. Specific notes for features showcased in Windows and online versions are in development.

Key Terminology

Ribbon

  • Located at the top of the OneNote application window, the Ribbon will contain all of the primary OneNote content types and features. There are a few tabs that separate the content types and settings by theme. On the far-right side of this area, the notifications, sharing, and additional settings menus are contained.

Notebook Frame

  • The left-hand side of the window will contain the Notebook Frame which shows any open synced Notebooks and the Sections and Pages within the selected Notebook

Pages

  • Pages contain all entered content and content types in a OneNote file. All Primary Features (listed below) are entered on to a page and organized graphically according to the user’s desires.

Section

  • A Section is the Notebook’s container for pages. Notebooks can contain as many Sections as a user desires.

Notebook

  • A collection of Sections and Pages containing any entered content. Users may use Notebooks as a way to thematically organize their content.

OneNote Notebook window

The OneNote Notebook is where users can add take notes and organize thoughts using various content types and wide adaptability. The window will look like this:

1. Ribbon menu with tabs for all OneNote content types and features, 2. Notebook, Section, and Page lists, 3. Page editor frame

  1. The Ribbon Menu will contain all of the primary OneNote content types and features. This section also showcases the notifications and sharing settings.
  2. The Notebook content frame will show each open synced notebook, associated sections, and respective pages.
  3. The Page Editor frame is where content is add to a page. Click anywhere to enter text and select the Insert tab to add other content types.

Primary Features

OneNote is designed to act as an online notebook for many types of note-taking styles, organizational methods, and offers wide adaptability of content. The following list is located in the Ribbon menu at the top of the application window.

Home tab

The Home tab is the home for most of the primary features of OneNote which includes:

OneNote Home Tab with three sections highlighted: 1) copy, paste, and format, 2) fonts, bold, italic, underline, lists, text color, web headings, 3) content types panel and to-do button

  1. Cut, copy, paste, formatting
  2. Text font and size, rich text formatting (bold, italics, underline, links) and web headings
  3. Content types that can be added to for note-taking

Insert tab

The Insert tab allows for tables, pictures, links, equations, calendar appointments, audio recording, arrows, and stickers. To use them, select the desired content type

OneNote Insert Tab view

  1. Tables, pictures, PDF printouts, files, links, equations, date(s), date(s)/time(s)
  2. Arrows, shapes, and audio recording

Draw tab

The Draw tab allows for mass selection of content on a page, freehand drawing tools (pen, marker, highlighter) and different line thicknesses.

The Draw tab features: 1. Selection and content spacing methods, 2. Types of drawing tools (eraser, pen, marker, highlighter), and 3. Colors and additional details for the drawing tools (pen is showcased here)

  1. Selection and content spacing methods
  2. Types of drawing tools (eraser, pen, marker, highlighter)
  3. Colors and additional details for the drawing tools (pen is showcased here)

View tab

The View tab allows for adapting the active window to the user’s needs. Users can zoom in and out, add a password, change the color and style of the active page and to check for accessibility.

OneNote View tab: 1. Manipulation of OneNote display features, 2. Zoom and page width, 3. Security, paper style, and accessibility tools

  1. Manipulation of OneNote display features
  2. Zoom and page width
  3. Security, paper style, and accessibility tools

Class Notebook tab

The Class Notebook tab may appear on some accounts. It is designed to have teacher-student interaction within the software however any correspondence and collaboration may only occur with UO-affiliated persons with @uoregon.edu email addresses.

OneNote Class Notebook tab

Considerations

Syncing

If OneNote opens without any issues and is aligned to your OneDrive account, any changes made to the OneNote file will be available on all machines in which you access your file.

The Recent dialog box: opening a OneDrive-synced file that was recently opened on a connected device.

Note: The file and the order any of your OneNote notebooks are not going to match precisely across devices but the content will still save automatically and be in sync.

Opening files from other locations

OneNote like other programs will allow for files to be stored on a computer that is not synced via OneDrive.

OneNote Open Dialog: OneDrive is setup by default. Other places can be added but they will not sync across connected devices.

Note: OneNote is designed for the cloud: one file accessible via multiple entry points and synced to a central repository. OneNote will still work if files are isolated to one computer or device but syncing will need to be done manually in that case.

Links to Additional Content

 

August 13, 2018

CISO: Office 365, OneDrive, and HIPAA data

Listen to this article:

Purpose

This article is a statement from the Chief Information Security Officer (CISO), Leo Howell, regarding HIPAA Data in Microsoft OneDrive

Statement

Office 365 (O365) has been vetted and approved by the Information Security Office for storage of sensitive data including HIPAA covered data. The University has a current Business Associate Agreement with Microsoft, in which Microsoft has agreed to take responsibility for addressing security of the cloud environment in which our data is stored. However, the security provided by Microsoft does not account for user-level actions in sharing, downloading and printing documents in O365. To ensure that sensitive documents are always protected, owners of documents in O365 should follow the guidelines below:

(more…)

February 9, 2018

OneDrive Basics How-To Guide

Purpose

OneDrive is part of the Microsoft site-license agreement that provides the Office suite of applications (Word, Outlook, Excel, PowerPoint, etc.) and Office 365 Online (the same applications but online). It is a web-based file storage (or cloud-based storage) solution provided for free to University-affiliated persons.

This article is designed to guide users through the features of OneDrive for faculty, staff, and students at the University of Oregon:

Navigating to OneDrive at UO

Go to office.uoregon.edu and sign-in with your Duck ID and password.

Enter your @uoregon.edu email address then click Next to proceed.

Enter your @uoregon.edu email's password then click Sign in to proceed.

Click on the OneDrive application button to proceed.

Click on the OneDrive icon to proceed

If you would like to download the Office applications for your desktop or laptop, click on the Install Office apps link on the upper-right of the screen above.

Installation and Configuration of OneDrive Application

Install the OneDrive application by going to the OneDrive site and clicking Download. Open the file from your downloads folder on your computer to initiate installation. Follow all the prompts it gives you to proceed.

Click Download to start the OneDrive installation process.

Go to Office 365 website, sign-in using your @uoregon.edu email and password, then select the OneDrive icon.

Office 365 Dashboard with OneDrive icon highlighted

From the OneDrive screen, select the Sync button in the options menu.

OneDrive Home Screen with Sync button highlighted

Note: If you do not see the Sync button, ensure that no other files or folders are selected as the options menu will dynamically change.

A dialog box will appear which will start the OneDrive application from your browser (it may ask for permission to do so) then follow the steps to setup OneDrive.

Getting ready to sync... dialog box (example from macOS version of Google Chrome browser)

Enter your @uoregon.edu email address in the field then click Sign In.

Set up OneDrive dialog box with email address field highlighted

Select the Work or school button to proceed.

Set up OneDrive page 2 dialog box with Work or school button highlighted

Click on the Choose OneDrive Folder Location button to select the desired folder for OneDrive syncing. You can create a new folder then designated it if you choose to do so.

OneDrive Set Up page 3 dialog box with Choose OneDrive Folder Location highlighted.

Once this process has been completed, you will have a OneDrive folder set up. This folder can be accessed like any other file or folder in your computer’s file system in any program designed to view it (like any of the Office applications, Adobe Acrobat, etc.)

Primary Features

Creating files

To create new files, click on the New menu from the Home Screen

Click New to create a new file or folder

Select the desired option to proceed. You can choose from selecting a Folder, Word document, Excel workbook, PowerPoint presentation, OneNote notebook, Forms for Excel, or a link.

The New Menu: Select from Folder, Word document, Excel workbook, PowerPoint presentation, OneNote notebook, Forms for Excel, or a link.

Uploading files

Select the Upload menu to upload a file or folder.

The Upload menu: select this to upload a file or folder

Select the file or folder from your computer’s file system to proceed.

Sharing files

Select the file or folder you wish to share, then select Share from the menu, the Share icon, or the three-dot Options menu > Share to proceed

Click on the file or folder you wish to share, then select Share from the menu, the share icon (not pictured) next to the three-dot Options menu, or select Share from the three-dot Options menu.

Select the desired audience with whom you wish to share. If you select the Specific People option, you must enter their email address(es) individually (or comma-separated if multiple) and click Apply to proceed.

Note: You can allow recipients to edit the file or folder if you wish. Select the checkbox if you wish to allow that capability.

Select the desired audience and whether they can edit the file or folder, then click Apply to proceed.

The shared files will remain in the same place on your home screen and it will appear in the recipient’s Shared with me folder.

The Shared with me screen is accessible from the link in the left-hand side Navigation Menu.

Sharing with other users

Click Upload then choose either File or Folder

Click on Upload then select File or Folder to proceed

Click on the desired sharing tier and whether you would like them to edit the file or folder, then click Apply to proceed.

Click on the desired sharing tier and whether they are allowed to edit the file(s) then click Apply to proceed.

The file will be available in the recipient’s Shared with me section on the OneDrive home screen.

Click on the desired sharing tier and whether they are allowed to edit the file(s) then click Apply to proceed. The file will be available in the recipient's Shared with me section on the OneDrive home screen.

Connection to OneDrive from applications

OneDrive is accessible from your desktop through the OneDrive folder or on your mobile device through the OneDrive app (iOS, Android)

OneDrive for Windows and macOS is accessible through the Office 365 home page (once signed-in with your Duck ID and password). Click on the Install Office apps button and choose Office 2016 to begin the download.

Click the Install Office apps button then choose Office 2016 to download Office applications

For installation on iOS or Android, click the appropriate link below:

Once downloaded and installed, sign-in with your Duck ID and password to access your OneDrive and Office applications.

 

Connection via Office

Once OneDrive is installed on your computer, it will appear as a folder within your computer’s file system. When you are going to save a file in one of the Office applications, you may select OneDrive as the location to save your file. It will be accessible to any authenticated, OneDrive-enabled computer or device.

Connection via Office 365 Online

Clicking on a file in OneDrive will grant you a preview and options for it.

Along the top of the frame, the file location within OneDrive is visible along with the following: Accessibility Mode: Puts the previewed file into a different view (similar to Track Changes) with any heading levels visible in the margin. Edit Document: You can choose to edit the file in the associated desktop application or through the web browser. Print: Allows printing to any connected printer. Share: Similar to the sharing features described above (see Primary Features > Sharing Files). Options Menu: Allows for translation of the file, file download, downloading as PDF, embedding the file for a website, and an accessibility checker assistant.

Along the top of the frame, the file location within OneDrive is visible along with the following:

  1. Accessibility Mode: Puts the previewed file into a different view (similar to Track Changes) with any heading levels visible in the margin.
  2. Edit Document: You can choose to edit the file in the associated desktop application or through the web browser.
  3. Print: Allows printing to any connected printer.
  4. Share: Similar to the sharing features described above (see Primary Features > Sharing Files).
  5. Options Menu: Allows for translation of the file, file download, downloading as PDF, embedding the file for a website, and an accessibility checker assistant.

If you clicked editing the document in the browser, you can switch to the desktop application version by clicking the Edit in (application) link in the ribbon menu:

Click the Edit In (application) link to edit the file in app

If you have any further questions, please contact us either by phone at x6-2388 or email at casit@uoregon.edu