Have you heard about Microsoft Teams laptop with Microsoft Teams

One of the best things about Microsoft Teams is the ability to collaborate with your teammates and with external guests on documents. For documents, read Word Documents, Excel Spreadsheets, PowerPoint Presentations.

There are different ways of collaborating. You can create folders in a channel, upload or create documents, and then anyone who is a member of the team and has access to the channel can get to those documents.

You can add a file to the channel chat which will upload the document to the main Files section. This is then available to all team members who have access to that Channel.

You can also create a new document on the fly and have everyone in the Channel work on it together – magic right?

Where are documents found?

Note that there is a link called Files along the top row next to the name of the Channel you are in. Here you will find any folders and files.

Use the links along the top to:

Upload – upload a document from your computer

Sync – use this to synchronise this folder to your local machine, it uses the OneDrive functionality to create a local copy of this folder. You will see it in your navigation in File Explorer (Windows) and Finder (Mac) . This is very useful when you want to add things to the folder in Teams as you can use drag and drop in the File Explorer or Finder.

Copy Link – at the folder level it copies a link to the folder which can be shared and if you select a document and click the link you can share an individual document.

Download – allows you to download a local copy of the document

Add Cloud Storage – connect another online storage account such as Drive, Box etc

… – three dots – whenever you see this it means there are more options – possibly due to screen size and not being able to display them.

Open a document inside a Channel

Anyone can open a document within a channel and work on it. Several people can work on the same document at the same time.

In the image below you can see that I have the document open in my copy of Teams and Veronica also has the document open in her copy of Teams. Both of us can work on the document at the same time right there inside Teams.

Where are the documents stored?

When a Team is created a mini SharePoint site is created with it and this is where all the files are stored. As they are in SharePoint, they are automatically shared with everyone who has access to that Team/Channel.

What about Private Channels

When you create a private channel only the people that you invite into it have access to the Channel and to any documents. So, if you create a private channel for the Finance team only those members invited will be able to see the files.

How will you be collaborating in Microsoft Teams? Sharing files, working on them together? Let me know. I love to hear from my readers.

This article first appeared in Executive Secretary Magazine, a global training publication and must read for any administrative professional. You can get a 30% discount when you subscribe through us. Visit the website at www.executivesecretary.com to find out more or to get your 30% discount email subscriptions@executivesecretary.com
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The session was well structured and the explanation was very clear. It was amazing how Shelley managed to squeeze so much info in just one hour and a half! Colin’s support and contributions were also very valuable, and so were “Virtual Veronica”‘s. Thank you for a most interesting and useful training session at the Miss Jones Virtual Summit!

Laura Carizzo- Royal Norwegian Embassy in Argentina

I haven’t used PowerPoint in 20 years, this has really boosted my confidence.

Lyn Parker

Course is packed with so much valuable information in a easy-to-understand and follow language, even for a complete beginner. I can respect the fact that sometimes it’s very hard for an expert to break the information down to basics. but Shelley has done it brilliantly. I was sure that I knew quite a bit but Shelley has proven me wrong even at the very beginning of the basics of PowerPoint. Lessons are short and precise which allowed me to easily transfer the new skill into practice without being overwhelmed and to carry on adding on more with each lesson. I had so many ‘Aha!’ moments and for most of them I couldn’t believe I used to pay graphic designer to do it for me, now, thanks to Shelley, I am looking forward to creating, designing, converting my presentations all by myself!

Iva Freeman – Vertex Human Capital

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James O’Connor – Cavannah Homes

Very informative, constantly getting everyone in the meeting involved, loved every bit of it!

Dylan Teal Hopkins – Cavannah Homes
Fantastic and informative training and great to see all of the exciting functions with Microsoft Teams.
Laura Rigby – The Apprenticeship College
Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.
Leigh Dowling – Innuous

Microsoft Teams One to One Training Session

Shelley was approachable, easy to work with, and agile with answering questions to apply the session to my specific needs

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A course on Outlook had been on the top of my list when Shelley asked VA’s what they wanted to learn.

It was a real case of ‘so that’s how you do it’ or ‘I never knew that’. I have to say that I learnt so many great tips it has definitely improved the way I work in Outlook and my inbox is looking colourful and organised and I can’t wait to share this knowledge with my clients.

Jacqueline Leake – JLeake VA Services – Outlook

A great course with lots of examples and step by step instructions. I can now confidently create infographics and as a bonus, I learnt a lot of new PowerPoint functionality that will enhance all my PowerPoint work and save me so much time.

Jessica Bailey – Integral Resource

I really like Shelley’s courses. She has a clear and easy to follow teaching style. In ‘How to Create Fillable Forms’ I’ve learned about the functions of the Developer ribbon which will mean I’ll be able to create a bespoke Returns Form for a client who has an online shop

Freya Henderson – Virtual Office Orkney

Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.

Sarah Clements – Inuous

Absolutely superb course, easy to follow and to refer back whilst putting it all into practice! I was unaware of the extent you can customise a presentation and it’s just made me want to know more – what’s next Shelley?

Denise Williams

I thought I had a pretty good grasp of Outlook until I did this course! In her videos, Shelley is clear and concise, and the language she uses is straightforward and jargon-free. Each module is broken down into manageable chunks, which helps keep your attention and means the course is easy to fit in around other commitments. I’ve created email templates and implemented rules that are already saving me time, and as all the other things I’ve learnt start to become second nature, the positive impact on my efficiency is fast becoming clear. This course has been incredibly beneficial and I would highly recommend it to anyone looking to strengthen their skills and boost productivity.

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I thought I knew Powerpoint really well, but I wanted to specifically learn how to use Powerpoint to create better infographics, easily and quickly. Shelley explains everything in a very logical and clear way, so I understood everything the first time I heard it. The most useful thing I learnt was that Powerpoint can do so much more than I thought it could. By also using the short cuts that Shelley showed me I am much quicker than I have ever been and I thought I was already quick!

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Shelley Fishel of Tomorrow’s VA has a wealth of experience in Microsoft Office. I met her in person 2 years ago at the PA Show in London. I also saw her in action in a fab workshop and knew she was the whizz that everyone had told me she was. I have since bought a lifetime access to her HUB and all the courses in there are a MUST if you are a VA on a mission. The courses will give you confidence in all the Office 365 components and will catapult you to dizzy heights

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