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Collaboration Tools FAQ

Microsoft Teams is a product that combines smaller tools and resources like group chat and group file sharing to create one location for meaningful collaboration.

The goal of the collaboration project that we are just launching is to consolidate the tools and infrastructure used for collaboration and file sharing into one intuitive and cross-functional system for campus.

Don't see your collaboration project question listed below? Let us know.

What are we using for collaboration tools?

The project team considered multiple tools to use for improved collaboration. We decided to go with a tool, Microsoft Teams (or Teams), that already existed within our Office 365 platform and would integrate seamlessly with the other tools we use on campus. Microsoft Teams is a product that combines smaller tools and resources like group chat and group file sharing to create one location for meaningful collaboration.

When can my group start using Microsoft Teams?

We are currently creating a form for users to request that their team be added to the rollout schedule. Once that form is ready, it will be posted in this FAQ and will be shared in OnCampus. After completing the request form, someone from ITS will be in contact with the requestor to gather further information and discuss a rollout timeline.

How do I access Microsoft Teams?

Once a group or department you are a part of has been released to use Microsoft Teams you will be able to access it through the waffle menu in the upper left corner of myDrake portal or from Drake Webmail (outlook.com/drake.edu). You can also search for Microsoft Teams in the All Apps section of the waffle menu as well.

How do I log into Microsoft Teams?

You log into Microsoft Teams using your drake.edu email address. Once you enter your Drake email, you will go to the standard Drake login screen to complete the process.

How do I access my shared files?

Once in the Microsoft Teams client you will be able to access your shared files from the Files tab within each Team.

Can I download a desktop version of Teams?

Yes, there is a desktop version of Microsoft Teams that has been tested and authorized for use by ITS, however it has slightly different features than the online version. To download the desktop version, visit Microsoft Teams in a web browser (see “How do I access Microsoft Teams” for more info).

From the web browser, click the Get App button in the lower left-hand corner to start the download. For assistance, please submit a request in the service portal by going to https://drake.teamdynamix.com/TDClient/Requests/ServiceDet?ID=14916 or call the support center at 515-271-3001.

Can I access my shared files and Teams from my phone?

Yes, both iOS and Android have apps for Microsoft Teams. Simply search for Microsoft Teams in the app store and download the free app. When you open the application for the first time, you will be prompted to enter your Drake email and then go through the Drake login process. Once you’re logged in, you will be able to access shared files, participate in chat, and use most of the same functions that exists in the web or desktop versions of Microsoft Teams.

How do I request a new Team?

A new Team can be requested through the form located in the IT Service Portal. Each request will be logged and someone from ITS will work with to the requester to verify the submitted information and to coordinate timing based on the current request volume.

How can I add or remove people from my Team?

Membership can be managed by team owners for groups that are non-departmental (not defined within an organizational chart). For instance, a committee that has formed a team can managed their membership themselves and add or remove members as needed. For a team based on a department like ITS, membership is managed automatically by a process originating in Banner.

What is the difference between a Team and a Channel?

A Team is the container for the group of people that need to collaborate. In the Microsoft Teams client, the Teams you are a part of will be listed along the left side of the screen. Each team has at least one default channel-- the General channel. Other channels can be added to a team in order to split out conversations and file storage to a specific topic or sub-group. Each member of a team sees all the channels for that specific team.

What are the chat options?

There are two new ways to chat within Microsoft Teams. There is a conversation for each channel within your team and each member of your team can participate in and view every conversation. In this option you can post documents within conversations, post a comment to the team, or tag members of your team to alert them to a comment or document.

The second chat option is the Instant Message chat feature. In this option you can search for an individual you want to have a direct conversation with. You can also start a group chat or an audio call. The same file sharing capability is available in the Instant Message chat section.

Can I restrict access to a file in my team’s shared files?

Yes, specific files and folders can be restricted by the owners of a group. If you run into issues or questions while trying to set this up, please contact ITS for assistance.

Can I collaborate with non-Drake people using Teams?

For non-departmental teams (teams that don’t have a defined structure via an organizational chart) your team owner can invite someone outside of Drake to join your team. This external person will need to have an email and have signed up for Office 365 from Microsoft to use Teams. Please adhere to Drake’s proper use of technology policy and all information sharing policies as defined by the University and FERPA when collaborating with users outside of Drake.

Can I still get to shared files from my desktop?

When using Teams most files should be able to be edited using the online Microsoft programs like Word Online, Excel Online, and PowerPoint Online. There will no longer be desktop options for accessing files (formally known as mounted drives). If there is a file that can’t be edited using Microsoft’s online tools, you can download it to your desktop, edit it using any needed program, and then re-upload it to the shared file location.

What types of files can I share?

Almost any type of file can be shared in the new collaboration and shared storage solutions. File types for applications like Microsoft Word, Excel, and PowerPoint can be edited directly online. These file types also have collaborative online editing capabilities that allow multiple users to edit a file simultaneously. Other files types can’t be edited collaboratively but can still be shared and downloaded to your desktop for editing and then re-uploaded back to the shared document library.

What is the SharePoint team site?

A SharePoint team site is a website that is designed for use by each team. Only the members of that specific team will have access to the team site. Owners of each group have the ability to add and edit tools such as task lists, announcements, and shared calendars, among others. The team site can be accessed via the SharePoint Home Page tab for each team within the Microsoft Teams client.

What is the difference between SharePoint and OneDrive?

SharePoint and OneDrive both allow for access to files from a web browser and keep a history of edits. Most campus users should be familiar with OneDrive as the tool that provides file back up and access to files using the Cloud. SharePoint is the solution that gives Microsoft Teams the ability to provide shared storage for a team. While you may still be able to see some of your team’s shared files from OneDrive, you should use Microsoft Teams to access them.

What's the difference between Teams, a team, and a team site?

Microsoft Teams (also called just Teams)
Microsoft Teams is the new tool we are rolling out at Drake that brings together collaboration tools and a document sharing solution that will improve how we communicate and collaborate on campus. Microsoft Teams is a part of the Office 365 suite of applications.

team
A team is a group of people that work together in any capacity. This can be an administrative department, a defined college or school group, or a committee or research group brought together for a purpose and period of time. You may also see references to a capitol “T” Team. That is a reference to the location within Microsoft Teams that connects all of the collaboration tools and shared files for a team.

team site
A team site is a website that is designed for use by each team. Only the members of that specific team will have access to the team site. Owners of each group have the ability to add and edit tools such as task lists, announcements, and shared calendars, among others. The team site can be accessed via the SharePoint Home Page tab for each team within the Microsoft Teams client.

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January 18, 2019