Win at remote working with 365 – Chat

Win at remote working with 365 – Chat

Problem: Needing a place to instant message and send files and documents securely among team members (internally and externally)

Solution: Microsoft Teams ‘Chat’ feature

Released by Microsoft in 2017, Teams has fast become one of the most popular applications they have ever released. Since the outbreak of Covid-19, the number of daily users of Teams has risen to an average of 115 million people. The appeal of Teams is its functionality, ease of use and extensive features designed around productivity.

As we explored in the previous blog in this series, you have now ensured your employees are working with up-to-date hardware and software – it is secure and being run through an internet connection that is consistently adequate for their needs.

Using Teams is your next step to maximum productivity. Teams has many features that can assist you in this. Let us take a closer look at some of these now.

Chat

Microsoft Teams ‘Chat’ feature allows you to be in contact with anyone in your team from anywhere. “What is the difference between this and a normal messaging app”, I hear you say, and with little experience with Teams or Chat, I can understand why you would ask this question. We will now explore what makes the Chat feature unique.

A particularly good feature that is made available by Chat is the ability to attach files directly from OneDrive(or your Sharepoint sites), easily allowing the recipient to amend the document.

You can do this by first finding the Chat option in the top left of your screen and clicking on it.

Pick your recipient, then find and click the paperclip below the message box.

Once having clicked the paperclip an option for either ‘OneDrive’ or ‘Upload from my computer’ appears. You then simply pick which one you want, and you are underway.

Having the option to hold a normal friendly conversation in the same place you can send work documents – all in a secure place – is great for productivity and is simple for the less IT able.

Another interesting part of Microsoft Teams is the ‘Activity Feed’. The feed allows you to see every place that a certain recipient has posted something within Teams, allowing you to locate something you have misplaced or just keep track of the activities of that individual.

You can do this by first selecting the person whose activities you want to check. At the top of the screen you have the options; Chat, Files, Organisation, and Activity.

Click on Activity. A list will follow of all the places they have shared something on Teams. This facility allows you to be more productive with your time.

Another feature worth looking at is the ‘Add a tab’ option. This allows you to add a tab to your dashboard, giving you easier access to selected files, etc.

Like you did when going to Activity, choose the recipient you wish to add a tab to the conversation with, go to the top of the screen and next to Chat, Files, Organisation and Activity is a + sign – click the +.

Once having clicked the + you are presented with multiple options to choose from as to which tab you want to add to your dashboard (Word, Excel, PowerPoint, etc). Click to select.

These are a few not so well-known ways to ensure you stay productive when working remotely.

In the next and last blog in the series we will take a look at one of the most interesting features of Microsoft 365 and show you how, through Co-authoring, you can revolutionise your time management and the way you do things.

 

We’re Synium IT

We want to be part of your team!  With our experience in IT management, you can be safe in the knowledge we will handle your IT support professionally and, above all, proactively. We look for problems before they arise and therefore prevent issues occurring for your system.

Synium IT provides exceptional IT support services for organisations throughout the West Midlands. We offer no-contract tie-in and great value support services for our clients.

Or, if you aren’t yet using Microsoft 365, and want to learn a bit more about what is involved in migrating to it – read our article here.

Contact us today on 0121 663 0203 to find out more about how we can help. Or fill in this form, and Simon will give you a call back to discuss.

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Simon Tonks
simon@synium.co.uk

Owner and MD of Synium who loves his job, his life and the wondrous outdoors - especially when on a bike of any kind (but preferably on a mountain bike going downhill fast). Please get in touch if there is anything IT related I can help you with (or if you want to talk bikes :-)