Categories
Microsoft Productivity

Simple Setup Checklist for Microsoft Teams

Microsoft Teams is a lot of things. It’s a video conferencing tool, a team messaging channel, and a tool for in-app co-authoring, just to name a few. During the pandemic, the popularity of Teams skyrocketed.

User numbers for MS Teams jumped from 20 million in November 2019 to 75 million in April 2020. As of this year, Microsoft reports a user count of 270 million for the platform. This makes it the most popular business tool for team communications.

But one of the things that makes the app popular is also one that can make the setup complex. Microsoft Teams has many moving parts, but to use them effectively they need to be well organized. Additionally, users need to have a chance to learn the system and train on best practices.

What Can Microsoft Teams Do?

First, let’s look at the different areas of Microsoft Teams and what it can do. Then, we’ll give you a simple setup checklist to help your team get up and running productively.

You can think of Teams as a virtual office in the cloud. It’s a centralized hub where teams can communicate, collaborate, and manage tasks. There is also an external communication component to Teams. You can use the app to video conference with anyone. You can also invite guests to a chat channel.

Here are some of the features of MS Teams:

  • Siloed chat channels
  • Security for team communications
  • Integration with Office apps
  • Integration with 3rd party apps
  • File sharing
  • Video and audio conferencing
  • VoIP phone system (with an extra add-on)
  • Keep all team resources in a single place
Microsoft Teams

Microsoft Teams Versions

Some good news for small businesses is that there is a free version of Microsoft Teams. If you sign up for a Microsoft 365 business plan, you get the app included, but with a few more features.

Microsoft has also been pushing MS Teams for personal use. So, you can use it to keep your departments better coordinated at work. Or to manage family video calls or PTA meeting collaboration. It’s a versatile and scalable virtual office platform.

Easy Checklist for Setting Up Microsoft Teams

1. Set Up Your Teams/Departments

One of the advantages of Teams is that it allows you to set up specific areas for your groups to collaborate. You do not want everyone to set these teams up on their own, or you could end up with an unorganized mess.

Some ideas for setting these up:

  • Set up teams by department (accounting, marketing, etc.)
  • Add a company-wide team (where everyone can collaborate)
  • Set up teams by role (office managers, executives, etc.)

Typically, if you mirror the hierarchy of your organization, that’s a good place to start. Team areas are secured so only those users invited can see or access any of the content in that team.

Set up Your Teams - Departments

2. Add Team Members

For each team, add the members allowed to take part in that team. These would be people that can see the resources posted in that team area. It would normally be the members of the department or group that the team is designed for.

3. Set Up Team Channels

The next level beneath the Team is the Channels. These team channels help organize conversations. For example, within a team set up for your marketing department, you may decide to add three channels. This keeps conversations more focused and makes it easier to find things.

For instance, you could have channels for:

  • Website Management
  • Social Media
  • Offline Advertising

Team channels are another area that you want to control. Don’t let everyone set up channels without a plan, otherwise, things get messy fast.

4. Set Up Team Tabs

Tabs are a great way to foster productivity. Say that employees on your accounting team need to access a tax reporting website. Inevitably, there can be time wasted asking for that link or a login. This is especially true if someone is filling in for a co-worker.

Team Tabs

You can add that website link and info to the Tabs area at the top of the team channels. Just click the plus sign to add a new resource and consolidate things for your team members.

5. Schedule MS Teams Training

One of the reasons that company initiatives fail is that users weren’t properly enabled. If users aren’t trained on using MS Teams, then they’ll revert to using whatever they used before. This negates the benefits of moving to Teams when not everyone is onboard.

Work with a Microsoft professional to train your teams. We can provide tips on the most productive features. As well as short-cut their learning curve quite a bit! Make sure to have a realistic timeframe. You should also survey users on whether they feel they need more training.

Need Some Help Implementing Teams in Your Organization?

We can help you over many of the roadblocks that organizations face when starting with Teams. Contact TN Techs today for a free consultation to enhance your collaboration and productivity.


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This Article has been Republished with Permission from The Technology Press.

Categories
Cybersecurity Microsoft

What Is Microsoft Defender for Individuals & What Does It Do?

When you hear about Microsoft adding security apps to M365, it’s often the business versions. But the pandemic has changed the way that we see the workplace. It’s now a hybrid world. One made up of several connected “mini-offices” located in employee homes.

The outsourcing market has also contributed to the change in company networks. Freelancers are often contracted to work the same hours as employees. This means less overhead and taxes to pay. Approximately 68% of large consumer products companies outsource a part of their workforce.

What we’re getting at is that the need for home devices and network security has never been greater. Company data is now at the mercy of employee devices, situated in homes across the globe.

55% of employees use their own devices and software to work from home.

Microsoft has been at the forefront of this huge shift in the work environment. Its latest release is another example of how it has positioned its products to address new needs.

The latest security offering by Microsoft is not for business plans. It’s for Personal and Family users of Microsoft 365. The company announced Microsoft Defender for Individuals on June 16, 2022. This is a brand-new digital home security tool.

The Basics of Microsoft Defender for Individuals

Microsoft Defender is a new app that Microsoft 365 subscribers can download. Anyone with a Personal or Family plan can access it for no extra cost.

According to Microsoft, there was a main driver for offering Microsoft Defender. It was to protect the digital life of small businesses and families. Small companies will often use consumer Microsoft 365 plans. This is because they are less expensive than the business plans.

This app brings many digital protections together into one dashboard. These include the following.

Online Security Visibility

Most families have several devices connected to their network. This includes computers, tablets, and smartphones. It can be hard to know which are vulnerable before a hacked device infects the others.

Microsoft Defender gives you visibility into the security status of your devices. It does this in a single place. So, you could see if that new phone of Sally’s has antivirus enabled. You can also easily add or remove devices.

Device Safeguards

The app includes extra protections from online threats. These are in the form of help from antivirus and anti-phishing protection.

You can use it to continually scan devices for threats, both new and existing. You also gain control of scanning customization. For example, you can note certain apps as safe and tell Microsoft Defender what to scan.

Real-Time Alerts & Recommendations

Hackers use automation and AI to unleash their attacks and help them spread. This means that it’s often a race against the clock to stop a breach from getting worse.

To react fast, you need to know something is wrong. Microsoft Defender helps you by giving you real-time alerts. These also come with recommended actions. So, you not only know something is wrong, but you also know what to do about it.

What Else Should You Know?

Here are a few other important things you should know about using Microsoft Defender for Individuals.

Where Can You Download It?

You can download Microsoft Defender for Individuals from Microsoft here. You need to have a Microsoft 365 subscription to either the Personal or Family plan.

What Devices Can Use It?

You can use Defender to secure and monitor the following devices:

  • Windows: Windows 10 version 19041.0 and higher
  • Mac: Intel Macs from Catalina 10.15 and higher, and Apple silicon-based devices from 11.2.3 and up
  • iPhone: iOS 13.0 or later
  • Android: Android OS 6.0 or later

How Many Devices Can You Add?

Microsoft Defender allows you to watch the security of many of your home or work devices. The M365 plan you have will dictate how many.

  • If you have Microsoft 365 Personal plan, you can receive protection on up to 5 devices at the same time.
  • If you have Microsoft 365 Family plan, you can receive protection on up to 30 devices at the same time. (5 devices per person, 6 people total)

What Are the Key Differences Between the Personal & Family Plans?

Both plans can access the many different Office and other Microsoft applications. The main difference is how many people and devices can use the Microsoft 365 services.

  • Microsoft 365 Personal: $69.99 US/year, 1 person, 5 devices
  • Microsoft 365 Family: $99.99 US/year, 6 people, 5 devices per person

So, if you want to sign up even 2 people, you’re saving quite a bit with the Family plan. Even more, if you have six people total using the service.

What’s the Difference Between Microsoft Security on Windows & Microsoft Defender?

Most Windows users are already familiar with the Microsoft Security app. It comes pre-installed on Windows. Microsoft Defender differs from this app in several ways.

Microsoft Defender:

  • Is not pre-installed on Windows. You must download it.
  • It’s a cross-device application used on many different devices
  • It includes features for online security
  • It includes alerts and security tips

Learn More About Defender & Microsoft 365 Today

Are you looking to get more from your Microsoft 365 subscription? We can help! Contact us today to schedule a free, no pressure consultation with our M365 experts.


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This Article has been Republished with Permission from The Technology Press.

Categories
Cybersecurity Microsoft

Internet Explorer Has Lost All Support (What You Need to Know)

After being the main entry to the internet in the late 1990s and early 2000s, Internet Explorer (IE) is gone. As of June 15, 2022, Microsoft dropped the web browser from support.

IE ushered in the age of connection to the world in 1995 and held a majority of the browser market share for many years. But the release of newer technologies like Google Chrome made it less relevant.

In 2014, Internet Explorer still held about 59% of the global market share, with Chrome at 21%. But just two years later, IE lost its top spot to Chrome and trailed behind another newcomer, Safari.

In 2015, the writing was already on the wall when Microsoft released a new browser, Edge. With Edge destined to take IE’s place as the official browser installed on Windows systems.

It’s inevitable, the longer technology is driving work and home life, that we’re going to lose some of our favorites. Adobe Flash Player is another technology that used to be widely used and is now gone.

So, now that IE has reached its end of life (EOL), what happens next?

Microsoft Will Redirect Users to IE Mode in Edge

According to Microsoft, now that IE is officially out of support it will redirect users. Over the next few months, a new experience will happen. Those opening this outdated browser will instead land in Microsoft Edge with IE mode.

To ease the transition away from Internet Explorer, Microsoft added IE Mode to Edge. This mode makes it possible for organizations to still use legacy sites that may have worked best in IE. It uses the Trident MSHTML engine from IE11 to do this.

When in IE mode, you’ll still see the Internet Explorer icon on your device. But if you open it, you’ll actually be in Microsoft Edge.

Microsoft Will Be Removing Internet Explorer Icons in the Future

Microsoft isn’t yet getting rid of the IE icons that appear in places like the taskbar and Start menu on Windows. But it will in a future update. Users can expect to see those removed at some point.

Edge Will Import Browser Data from IE

What about your favorites, saved passwords, and other settings that you have in IE? Microsoft Edge will import these from Internet Explorer for you, so they’re not lost. This will include things like your browsing history and other data stored in the browser. You’ll then be able to access these in the Microsoft Edge’s settings area.

With IE Retired, What Do You Need to Do Now?

Uninstall the Browser

It’s risky to keep older technology that is no longer supported on your system. Cybercriminals love to exploit older tools that are not receiving any security updates. This leaves an open invitation to breach your network. Manufacturers are never going to address these because they retired the software.

Outdated technology costs enterprises approximately 47% more when they suffer a data breach. As compared to those with updated tools.

You should transition your stored information to Microsoft Edge (or another trusted browser). Then uninstall IE from your device or devices.

Ensure Employees Know How to Use IE Mode in Edge

A scenario that businesses want to avoid is what happened to many organizations in Japan. Several government and corporate users weren’t prepared for the retirement of IE.

It was reported that IT and engineering departments received many calls for help. This was due to unpreparedness for the browser’s demise. Although it came with warnings, it was a shock to many that used legacy sites that need IE to work. This included the customers of government agencies, financial institutions, and other organizations.

This left them scrambling to try to figure out what to do at the last minute. They still needed access to employee attendance management, and other online tools.

Of course, with IE mode in Edge, this transition didn’t need to be so chaotic. But without communication or training, more than 20% of affected users hadn’t figured out what to do.

Make sure you communicate with your team what to do. Companies can automate IE mode for their users so that it launches automatically.

Train Employees on Microsoft Edge Features

Microsoft Edge has a lot of benefits over IE and other browsers. It’s faster and more responsive than Internet Explorer. It also has comprehensive security controls (including password breach monitoring). And has unique features such as “collections.”

But with all new tools, if you want employees to use them proficiently, they need to have a chance to learn them. Take the time to transition right, and have your employees trained on Edge.

Need Help Upgrading Your Digital Tools?

You don’t have to panic when a technology you use retires. We can help you upgrade well ahead of any deadlines. Contact us today to schedule a no pressure consultation.


Featured Image Credit

This Article has been Republished with Permission from The Technology Press.