#Improving Team Communication and Collaboration using Microsoft Teams Adnan Rafique MVP Office Servers and Services Slide deck is courtesy Microsoft Team

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Introduction Adnan Rafique Enterprise Collaboration Architect MVP Office Servers and Services | MCT Chartered MCSE Messaging 2016 | Office 365 MCSA MCITP | MCTS @ExchangeITPro adnan@Techiesonly.com www.ExchangeITPro.com Adnan Rafique MVP Office Servers and Services @ExchangeITPro www.ExchangeITPro.com adnan@TechiesOnly.com

Meet Microsoft Teams

Agenda Introduction to Microsoft Teams Architecture / Current Environment Microsoft Teams Client Microsoft Teams License Managing Microsoft Teams Network Planning Security and Compliance Organize your teams Change Management and Adoption Next Steps

Attendees Project Sponsor Business Analyst Project Manager Collaboration IT Pro Networking IT Pro Adoption Lead Support Lead

Objectives Gain a deeper knowledge of Microsoft Teams to enhance your organizations capabilities to Plan, Deliver & Operate Microsoft Teams Build the foundation of Microsoft Teams in your organization to allow for unimpeded, organic growth Start thinking through the Microsoft Teams journey within your organization

Introduction to Microsoft Teams

Meet Microsoft Teams – It’s all about Productivity

Business Case #1 – Un-invited meetings Business Case #2 – Help Desk Scenario Business Case #3 – Project based scenario

Chat-based workspace in Office 365 Chat for today’s teams Communicate in the moment and keep everyone in the know A hub for teamwork Give your team quick access to information they need right in Office 365 Customizable for  each team Tailor your workspace to include content and capabilities your team needs every day. Security teams trust Get the enterprise-level security and compliance features you expect from Office 365.

Chat for today’s teams 10/5/2017 2:07 PM People can see content and chat history anytime Team chats and activities are visible to the entire team Use private chats for small group conversations Mobile access on Android, iOS and Windows Phone Objective: Land first what Microsoft Teams is: chat based collaboration for teams © Microsoft Corporation. All rights reserved.

A hub for teamwork 10/5/2017 2:07 PM Chat, content, people, and tools live in a team workspace Voice and video meetings right within Microsoft Teams Built-in access to SharePoint, OneNote and Planner Work with Office and other documents right in the app Audio calling on mobile Objective: Expand Microsoft Teams value: differentiated with power of Office 365 integration © Microsoft Corporation. All rights reserved.

Customizable for each team 10/5/2017 2:07 PM Create different channels for work streams and topics Add tabs to frequently used files and cloud services Get updates from the apps your team uses every day Customize notifications so you don’t miss important info Build integrations with developer preview APIs Objective: Show Microsoft Teams is also flexible to meet the individual needs of different organizations © Microsoft Corporation. All rights reserved.

Microsoft Team DEMO

Security teams trust 10/5/2017 2:07 PM Broad compliance standards support: Accessibility, ISO27018/01, SOC 1 and 2, HIPAA, EU Model Clauses & more Information protection with Archive, eDisovery, Legal Hold, Compliance Content Search, Auditing and Reporting1 Tier-C Compliant Data encryption at all times, at-rest and in-transit. Multi-factor authentication for enhanced identity protection. Objective: Differentiate Microsoft Teams through Office 365 platform of security, privacy, transparency and global reach 1 Archive, eDiscovery, Legal Hold, Compliance Content Search, Auditing and Reporting are in E3 and above suites. © Microsoft Corporation. All rights reserved.

DEMO Security & Compliance

Architecture and Current Environment

Architecture 10/5/2017 2:07 PM Microsoft Teams is built on existing Microsoft technologies woven together by Office 365 Groups. Powered by Microsoft’s cloud, organizations can expect excellent performance and reliability when leveraging Microsoft Teams as part of their collaboration story. © Microsoft Corporation. All rights reserved.

Office 365: Supporting the unique workstyle of every group 10/5/2017 2:07 PM Chat-based Workspace Microsoft Teams Mail & Calendar Outlook Voice, Video & Meetings Skype Sites & Content Management SharePoint and OneDrive for Business Enterprise Social Yammer Complete Collaboration Solution Office 365 addresses the breadth of collaboration needs across organization Integrated Experiences Office 365 Groups and Graph enable integrated experiences that facilitate effective collaboration Security and Compliance Office 365 provides the security, compliance and manageability required in today’s workplace Office 365 Groups © Microsoft Corporation. All rights reserved.

Environment Checklist Office 365 / Hybrid

Environment Checklist 10/5/2017 2:07 PM Question Answer Has your organization already deployed other Office 365 workloads? (Exchange Online, SharePoint Online, Skype for Business Online, etc.) Has your organization configured a verified domain for Office 365? If yes, please include the verified domain(s) in your answer. Does your organization synchronize identities to Azure Active Directory? How is Exchange deployed in your organization? (Exchange Online, Exchange Hybrid, Exchange On-premises, Not Deployed) How is SharePoint deployed in your organization? (SharePoint Online, SharePoint Hybrid, SharePoint On-premises, Not Deployed) How is Skype for Business deployed in your organization? (Skype for Business Online, Skype for Business Hybrid, Skype for Business On-premises, Not Deployed) What Office 365 subscriptions (licenses) does your organization currently use? Speaker Notes: Ideally the attendees have provided the answers to these questions prior to the workshop. If so, you should have already modified the rest of the workshop based on the relevance of the material to the workshop attendees. If not, use this time to collect the answers to the current environment questions, and navigate the workshop dynamically as needed. For example, if the workshop attendees are 100% Exchange Online, there may be no reason to cover the Exchange Matrix on the next slide in detail. NOTE: If an organization has not already setup Office 365, added one or more verified domains and configured directory synchronization, those topics will need to be addressed. Those items are out of scope for this workshop and included in the checklist only for verification. © Microsoft Corporation. All rights reserved.

Exchange Actions supported: User's mailbox is hosted in: Create teams 10/5/2017 2:07 PM Actions supported: User's mailbox is hosted in: Create teams Join teams Create channels Create and view meetings Modify user profile picture Add and configure connectors Add and configure tabs Add and configure bots Exchange Online Yes Exchange on-premises (Sync to Azure AD required) No Speaker Notes: If the organization participating in the workshop has users with Exchange mailboxes homed on-premises, make sure they understand this impact to those users (highlighted above). © Microsoft Corporation. All rights reserved.

Microsoft Teams Clients

Clients for Microsoft Teams Web Desktop Mobile Full functional chat client that can be used from a variety of browsers. Does not support real time communications (at this point). Provide support for audio, video, and content sharing for team meetings, group calling and private one-on-one or private multi-party calls. Geared at users participating in chat-based conversations while on the go, and currently allows users to have peer to peer audio call. Microsoft Teams has clients available for web, desktop, and mobile Web: Browser must also be configured to allow third party cookies. Desktop: Both 32-bit & 64-bit available for Windows – will match the architecture of the OS. This is agnostic of the Office version Admin rights are not required on Windows, but is required on a Mac Desktop clients can be downloaded and installed by end users directly from https://teams.microsoft.com/downloads Admins can also download the installer and distribute it through client distribution tools such as System Center Configuration Manager (Windows) or Casper Suite (MacOS). Note: this is only for the initial install, updates will still be done over the air automatically Mobile: Mobile apps are distributed and updated through the respective mobile platform’s app store only, and are not available to be distributed directly through MDM (mobile device management) solutions or side-loaded.

Platform Requirements Web Desktop Mobile Edge: 12+ Internet Explorer: 11+ Chrome: 51.0+ Firefox: 47.0+ Safari (coming soon) Windows 7+ (7, 8, 8.1, 10) Both 32 & 64 bit available Mac OSX 10.10+ Android 4.4+ iOS (iPhone and iPad) 10+ Windows Phone 10.0.10586+ The Web client will perform browser version detection upon connecting to https://teams.microsoft.com. Unsupported version of browsers will be blocked and will recommend user to download the desktop client or mobile app.

Microsoft Teams Licensing

Microsoft Teams Licensing Requirements Business Essentials Enterprise E1 Education Enterprise E3 Education Plus Business Premium Enterprise E4 (retired) Education E3 (retired) Enterprise E5 Education E5

Microsoft Teams License Assignment By default, Microsoft Teams license is enabled for all users assigned with the eligible Office 365 subscriptions At the user-level, access to Microsoft Teams can be enabled of disabled on a per user basis by assigning or removing the Microsoft Teams product license Microsoft Teams license is automatically enabled when a user is assigned with a supported Office 365 subscription plan license Microsoft recommends that you leave the license enabled for all users. If your organization is looking to pilot Microsoft Teams, it is still recommended to leave the license on for all users, however only notify the set of pilot users about the ability to leverage Microsoft Teams. If you still feel the need to restrict to a set of users, leverage the existing PowerShell guidance on how to enable/disable per workload licenses per user (https://technet.microsoft.com/library/dn771770.aspx)

Organizing Teams Before going down the path of technical implementation details of Microsoft Teams, let’s first understand how Teams are organized.

Structure Teams Collection of people, content, and tools surrounding different projects Channels Dedicated sections within a team to keep conversations organized Places where everyone on the team can have open conversations Can be extended with Tabs, Connectors and Bots

Organization All teams created by employees in your organization are associated with your Office 365 tenant. You can designate all employees or a subset of employees with the ability to create teams, using Office 365 Groups.    Team A team is designed to bring together a group of people that work closely to get things done. Teams can be dynamic for project-based work (E.g. launching a product, creating a digital war room), as well as ongoing, to reflect the internal structure of your organization (E.g. departments and office locations). Conversations, files and notes across team channels are only visible to members of the team. Channel A channel helps organize the team’s conversations, content and tools around a specific topic. Channels can be organized by topic (events), discipline (design), project (launch) or just for fun (fun stuff). Team owners can create channels, and enable team members with the ability to create channels, as needed. Tabs along the top of a channel enable teams to keep files, notes, and customized content such as Power BI metrics, business goals on a Word doc or organizational chart on a PowerPoint slide. This content is then easily accessible to everyone on the team. Additional connectors to 3rd party applications can be customized at the channel level to bring in data from everyday tools such as Trello, Asana, GitHub and more.

Memberships and Roles Team owners are able to invite anyone in the organization they work Two roles in Team: Owner: person who creates the team or assigned the role. Responsible for managing team-wide settings and membership, including invitations Team member: the people that have been invited to join the team *Microsoft Teams does not currently support the ability for users outside of your organization to join teams.

Memberships and Roles (cont.) Team Owner Team Member Create team  - Leave team Edit team name/description Delete team Add channel * Edit channel name/description Delete channel Add members ** Add tabs Add connectors Add bots Tabs, Bots and Connectors can be controlled at a tenant level and if turned off, will not show up for the individual teams. All permissions are set on a per team basis. * Can be restricted through Team settings by the owner ** After adding a member to a team, an Owner can also promote a Member to Owner status. It is also possible for an Owner to demote their own status to a Member

The Microsoft Teams Journey Technical & Legal Evaluation Assess / Prepare IT Pilot Business Pilot Rollout Now that we have better understanding of teams all up, let’s get into the specifics of how we will roll this out for your organization. A typical Microsoft Teams journey may take the following form: Technical and legal assessment in the early stages to identify and define what controls are required to implement Microsoft Teams in your organization Undertake a Network assessment and prepare for the rollout. At this point you can start to create the adoption and change management strategy and key user stories that will drive user engagement during and after the rollout Test these change management and adoption strategies out with an IT Pilot Refine and run a business pilot in one or two business units leveraging these strategies Refine and leverage the strategy and learnings for a wider rollout Change Management is a crucial part of this journey and we will cover it later on in this presentation During the journey, one of the first uses of Microsoft Teams in your environment will be the IT pilot. You may also consider leveraging this pilot to help your team engage with the planning, delivery and operation of Microsoft Teams and outreach to the business users. Plan Deliver Operate

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