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Collaborate with Colleagues
Effectively Using
Office Groups &
Skype for BusinessCommunication and Collaboration with Office 365 Workshop Series #3
What? How?
What are the collaboration features of Office Groups?
How to use Office Groups to communicate with colleagues?
What could I share in Office Groups?
How to share documents via Office Groups / Skype for Business?
How to make a video conference call via Skype for Business and what
equipments are needed?
Can Office Groups / Skype for Business be used on mobile devices?
Introduction of other Office 365 collaboration tools such as SharePoint Online,
Yammer Enterprise….
And more...
Office Groups
Overviews
Features
Focus on Self-services
Group types: Public/Private
Simple permissions: Join/Unjoin
Easy Sharing
History record
A growing experience
Group Owner and members
Supported Clients
Outlook 2016
Outlook on the Web (previously OWA) – via web browser
Mobile Devices: iOS/Android OS/Windows mobile
Components
A MAILBOX to store threaded conversations provided by Exchange Online.
The same mailbox provides a SHARED CALENDAR.
A DOCUMENT LIBRARY provided by SharePoint Online.
A SHARED NOTEBOOK from OneNote Online. The notebook is stored in the
SharePoint document library and can be updated by any of the group
members. The idea of a shared notebook to allow group members to
collaborate on notes relating to their work is taken from SharePoint, which
supports a “site notebook”.
Default Settings
Group naming standard for Staff Email
Grp_<Dept code>_<Group ID>
e.g. Grp_ITS_Workshop
Default group type:
Public
Open Joined Group
*Remarks: Group address can be hidden by special request.
Limitations
Max. 10 owners of a group
Deleted conversations cannot be recovered in Group mailbox.
*Storage quota will apply to each Group.
*The Group will be removed if it has been inactive for 6 months.
*To be announced by Microsoft
Demonstration
Outlook on the Web (previously OWA) – via web browser
How to create
How to maintain
How to delete
Via OUTLOOK 2016
How to use
Via mobile Apps (e.g. Android 4.4+)
How to use
Skype for BusinessResources are from https://support.office.com/en-us/article/What-s-
Skype-for-Business-3a21eca4-434d-41f1-ab06-3d4a268573b7
Download, install, and sign in to Skype
for Business
Computer – Download and install Skype for Business with Office 365https://support.office.com/en-us/article/Install-Skype-for-Business-on-your-PC-8a0d4da8-9d58-44f9-9759-5c8f340cb3fb
Android deviceshttps://support.office.com/en-us/article/Download-install-and-sign-in-to-Skype-for-Business-for-Android-devices-95be9226-2d72-4e94-8a17-bc3c9edf445b?ui=en-US&rs=en-US&ad=US
iOS deviceshttps://support.office.com/en-us/article/Download-install-and-sign-in-to-Skype-for-Business-for-iOS-devices-3239c8a3-cf55-4ff0-a967-5de51911c049?ui=en-US&rs=en-US&ad=US
Windows Phonehttps://support.office.com/en-us/article/Download-install-and-sign-in-to-Skype-for-Business-for-Windows-Phone-52d8008e-ebf0-4b2a-afd9-f05614c8e9d7?ui=en-US&rs=en-US&ad=US
Demonstration – Phone callPC and Phone
No phone key pad
- not implemented
Skype Call
+ Mic and speaker ready
Video Call
+ Web Cam ready
Can contact to
+ PolyU staff (i.e. [email protected])
+ Skype enable accounts
+ msn email account (i.e. [email protected])
Demonstration PC and PC
Without Installation
Via Staff Email
Simple Instant Message
Make Appointment - Skype Meeting
Via Skype For Business Web Scheduler
https://sched.lync.com
To join Skype meeting via invitation link
Staff Email -
For simple Instant Message only
Staff Email -
Make Appointment - Skype Meeting
Skype for Business Web Scheduler
https://sched.lync.com
More… https://support.office.com/en-us/article/Lync-Web-Scheduler-
0557a309-00e3-40ac-a5e2-0f6e16a3f6f2?ui=en-US&rs=en-US&ad=US
To join Skype meeting via invitation link
https://www.polyu.edu.hk/emailSelect Skype for Business to get more information about the service!
SharePoint Online - TeamSite
SharePoint Online
OneDrive for Business
Basic Interface
Site Settings >
Quick Launch
Site Settings > Title, Description, and Logo
Site Settings > Top Link Bar
To edit current Text Layout,
click EDIT > Text Layout
3 Web Parts /Apps are shown
1. Get Started with your site
2. Site Feed
3. Documents
To change the look, go to Site Settings > Change the look
>> Start edit this page
Site Collection
A parent site may contain several subsites
Settings > Site Content > new subsite
Define URL (subsite name only):
https://.../sites/<Dept>_<SiteName>/<subSiteName>
Could use same/unique permission as parent site
Could use the same top link bar of parent site
Limitation
The max. storage for the site collection including all subsites is 1TB (10G by
default)
Parent Site
subsite1 subsite2 Subsite3
https://www.polyu.edu.hk/emailSelect SharePoint Online to get more information about the service!
How to Apply
Send email to [email protected]
With the following info.
Name of the TeamSite
Purpose
State if testing site is required
State if 10 GB is not enough (Max. 1T/site collection)
Department
Applicant's Name, Email and Contact no.
Remarks
Team Site is only applicable on department or project team base. Not available to individual user. Thus, the team site URL SHOULD NOT have any user’s NetID.
Storage: default assignment is 10 GB for whole site no matter how many users is the members of the site. It can be increased by application with reasonable justification.
Renewal: it is necessary to renew (or re-register) the application every year.
Application: must be endorsed by CLO or project supervisor for students’application.
Technical support: we only provide technical support on the site setup, account management, site accessibility and availability troubleshooting etc. We will not provide site content composing, UI and layout design, workflow design, custom programming, user training etc.
About Require sign-inSame as OneDrive for Business
*Need to register as MS account in order to login
Invited User/Email account
PolyU staff
N/A
@polyu.edu.hk
Non-PolyU staff
MS accounts
@outlook.com @hotmail.com
Non-MS accounts*
@connect.polyu.hk @gmail.com @yahoo.com
Yammer Enterprise
Enterprise Social Network focus on the employee
and allow you to instantly connect, communicate,
and collaborate with people from across your
organization wherever you are.
https://www.polyu.edu.hk/emailSelect Yammer to get more information about the service!
What’s News?Do you know actually…
Video
To share video easily (for staff only)
Among PolyU staff
e.g. [email protected]
Among PolyU Connect account users
e.g. [email protected]*To upload with functional account of
Connect account
Permission settings
Viewer
Editor
Owner
To apply your Channel, send email to
Free Office Licenses
Another 5 licenses for tablets
5 licenses for PC & Mac
Tips
What’s Next?
Series 4 – 29/7(FRI)!!
How to protect your email attachment be opened by forwarding?
How to ensure the email sent from [email protected] is really the real sender?
What’s the best practice to use our email in a safe way?
Would my password be saved if I check my email via public computer?
Is it safe enough if our email is protected by NetPassword only?
How could I prevent getting virus from opening email?
How could I distinguish if the email “attached” with virus?
What should I do if I get an email which look like virus contained?
Regular IT Training Workshophttps://www.polyu.edu.hk/its
Q & AsFor particular issue, please contact IT HelpCentre at x5900.
