OneNote/Teams: Collaboration Inspiration

Don’t worry, this is not a missing episode of Schoolhouse Rock… but it is almost as fun. I wanted to share with you some collaboration inspiration utilizing OneNote in Teams. These examples are by no means the only ways to collaborate, but this may incorporate something new you hadn’t thought of. These tips would be great for a Team used for a class, or for coworker collaboration. Let’s check it out.

Collaboration tools using markup and typing in OneNote

The Scenario

The particular scenario I am going to outline here is a faculty member utilizing some collaboration tools in Teams and OneNote with the goal of student engagement.

1. Use the Desktop Version of OneNote (even for Teams Notebooks)

Unlike the Teams view of OneNote, the full desktop application of OneNote gives you maximum capabilities with the program, including some of the features we are going to look at next. Additionally, many people tell me that they prefer the desktop version.

The good news is, you can open a Team notebook in OneNote desktop application. Here is how.

  1. If you are using the Class Team type, or one of the other Team types that incorporates the customized OneNote, be sure that you are in the Collaboration space. This means that people who are not owners of your Team will be able to edit.
    • Want to learn more about Team Types? We talk about these in Teams Advanced training. Visit myTraining for times.
  2. Create a new Section for the presentations/content.
  3. In the Open in Browser dropdown, select Open in Desktop App.

Open in Desktop App

2. Insert Your File as a File Printout

This example is assuming a faculty member has a PowerPoint they are wanting to work from, but you could also insert a Word file, Exel file, or image. Once you are safely in the Desktop version of OneNote:

  1. Visit the Insert tab.
  2. Select File Printout.

Insert tab, file printout button

3. Browse for your file.

This will not only insert an attachment version of your file, but also a “printout” view of the presentation.

PowerPoint inserted as a printout in a OneNote

You may even like to try out Insert as Printout for other OneNote uses, beyond collaboration. Inserting as a printout works with Word, Excel, and PowerPoint.

3. Set Picture as Background

The goal is to allow students to draw on top of this PowerPoint, so this next step will allow them to do so, turning the file into a stagnant image in the notebook.

1. Make sure you are still in the desktop application of OneNote:

2. Right click on the image/presentation and select Set Picture as Background.

Right click menu, set picture as background selected

4. Return to Teams, OneNote

When you return to your OneNote view in Teams, you may have to refresh (button in upper right) to see the changes.

Refresh

Troubleshooting trick

Sometimes when you bounce back and forth from the OneNote desktop app and the OneNote tab in Teams , you will try every which way to Sunday to get the notebook to update, and it simply won’t do it. This has worked for me every time this happens:

      • In the Teams OneNote, create a new page. That’s it. You will delete this page in a couple seconds, but in those seconds, all your changes from the desktop application will suddenly appear.
      • Don’t ask me why this works when the sync button doesn’t. It’s a mystery.

5. Collaborate (the fun part!)

It’s time for your class, meeting, or presentation! Let’s see what your collaborators can do from here…

Remember, you inserted this PowerPoint as an image, so students/members can’t change the text on this image. However, they can interact with it as the background.

Idea 1: Type Questions/Comments

Have people to type questions or comments out to the side of the presentation, maybe as you are presenting, maybe seperately.

Commet written to the side of PowerPoint

It is so intuitive in OneNote, since they will be able to pretty much click and type wherever they would like.

Who wrote that?

Want to know which comment belonged to whom? No problem.

    • In the View tab, select Show Authors.

View tab, Show Authors

    • Author names will appear next to each comment.

Author of comment shown

Idea 2: Draw/Play

Your collaborators will also have access to draw on top of your PowerPoint images. They may need an introduction to how to access this feature (just grab this screenshot below to use in your classes if you’d like).

All the tools they will need for drawing are on the Draw tab in their class notebook. From here they can select different colors, highlighters and more.

Draw tab

Here is an example from a fake history class (don’t judge me, this was my worst subject). Maybe the professor would like to keep the students interacting during a presentation by putting a check mark next to their choice… More on this in a minute.

Markup incorporated into presentation

Side note: these Draw tools can be a life saver in remote math classes. Often it is simpler to write out an equation than to search for symbols.

Idea 3: Icebreakers

The Draw tools are also great for icebreakers. Here are a couple examples:

Ice breaker: markup next to images: place to add comments

  • Use the Draw tools to have attendees select a meme/idea/choice.
  • Use the typing tools to have them select a line to add comments
    • If you go this route, it can help to add bullet points for them to select a space to type, since collaborative writing can get crowded!

Bonus: Searching Content: OneNote’s OCR

OneNote (in all its forms) supports Optical Character Recognition. This means that your text will be recognizable on any images/PowerPoints that you insert.

This also means that people will be able to utilize the search (A) to search sections or pages (B), and OneNote will find that text, even if it is the text of an image or PowerPoint (C).

Search, as outlined in text

Thoughts?

I can’t wait to hear back from you all about this one. If you use some of these collaboration tricks, I would love to hear how it goes! Or, if you have more ideas, I would also love to hear from you.

Congratulations, Power Users!

Congratulations to our newest Power Users! For the full gallery, and more information about the WSU Microsoft Office Power User Program, please visit: wichita.edu/poweruser

  • Amy Chesser
  • Whitney Fiene
  • Judy Lewis
  • Stephanie Sauls
  • Sarah Shaffer

What is Microsoft Stream, and how does it integrate with Teams? (plus Video!)

Have you ever recorded a meeting in Teams? Did you notice some mysterious language about something called Microsoft Stream? I’ve got you covered. Today we are going to demystify Microsoft Stream, and how it integrates with Microsoft Teams.

Channel appearing as a tab in Teams

Before we get started… big thanks to both Gisuk and Anita who inspired this byte with their excellent questions about Microsoft Stream.

Video

Here is a video to walk you through the process. Additionally, I have written instructions below with screenshots.  I would love to hear from you to know if you would like to see more videos, or if you prefer to read written instructions (or if you like both!)

Meeting Recordings

In Teams Essentials training, we talk about how it is possible to record a meeting.

As a refresher, you can access this ability in a meeting by clicking on the ellipses (…) and selecting Start Recording.

Start recording in dropdown

After your meeting is over, you, and everyone who attended your meeting, can access this recording in the meeting chat.

Chat, meeting recording visible

But a lot of you are curious about this… where is this recording saved? Why do you see reference to something called Microsoft Stream when you record videos? These are great questions.

Meeting recordings live in the Stream account of whomever recorded the meeting. By default, the people who were invited to the meeting are granted access to this recording.

One quick way to access the recording in Stream, is to click on the ellipses (…) next to the recording, and select Open in Microsoft Stream.

Ellipses, open in Microsoft Stream

You can also access Stream via O365 online. Let’s look at that method below, and then we can dive into Stream navigation.

Accessing Stream via O365

In addition to clicking on the Open in Microsoft Stream option above, you can also access Stream by visiting Office 365 Online.

  1. In a new browser window, type into your address bar: o365.wichita.edu. You can also access Office 365 via the link at the upper right of myWSU.

Login screen

  • Sign in information is always your myWSUID@wichita.edu
  • Password is your myWSUID password
  • You may be asked to authenticate with Duo

2. When you are logged in, click on the App Launcher at the upper left. Select All Apps to see a full list of options.

App Launcher

3. Select Stream.Stream in App list

Video Options

Once you have logged into Stream, in the upper left, you will see a ribbon of options.

  1. Click on the dropdown next to My Content. Select Videos.

My Content, Videos

2. Here are where all your saved meeting recordings live. VIdeo List

To the right of each video are a series of options.

Click on the ellipses (…) to:

  • Share: generate a link; people will be prompted to log in to view
  • Trim your video, or
  • Download the videoEllipses, options

Click on the pencil to access video details.

Edit VIdeo Screen

In here, you can:

  • Rename the video
  • Grant additional permissions (note that whoever attended the meeting has access by default).
  • Choose a thumbnail image
  • Make the video public:
    • Note: Meetings default to private, but you may have to double check this privacy setting when uploading your own videos to Stream
  • And more…

Channel Options

In addition to sharing individual Stream videos, you may find that you need to share a group of videos with your Team. This is where creating a Channel will come in handy.

  1. While you are logged into Stream in O365, in the ribbon, Select My Content, and Channels.

My Content dropdwon, Channels

2. Select Create a New Channel.

3. In the popup, give your channel a name and a description. Next to Select group, type in the name of your Team. Press the spyglass to find your Team. In this screen, Team and Group are the same thing.

Create a Channel Screen

Note: if your Team is brand new, it may take some time to appear in Stream as a group option.

Add videos to your channel

To add videos to your channel, look at the options to the right of your videos, click  on the square with a + sign (see below).

Add to channel button

  1. In the popup that appears, select Channels from the dropdown.

Dropdown, select channel

2. Search for your channel and select it from the list.

Search for channel name

You can add any video from your Stream to your channel by following this process.

Channel Sharing Options

One more thing before we leave Stream and return to Teams. When you are in Channel view, notice the ellipses (…) next to the channel name. Click on this to see the Share option.

Ellipses, share

Just like when you generate a link for an individual video via share, you can also generate a link for an entire channel. Click copy to grab this link for use in the next step.

link with copy button

Creating a Stream Tab in Teams

Let’s return back to Teams for a bit. You have seen how you can generate a link with either a video or a channel. And you could share these links as… well… links. But this would require people to log in with their WSU accounts every time they want to access the videos. Here is a cool thing you can do in your Team itself.

  1. Go to the Teams module and select your Team. Create a tab with the + sign at the upper right.

+ sign to create tab

2. Select Stream.Stream Icon

4. Paste in the link for your channel. Press Save.   Link pasted, press save

Now your Team can access any videos you put into this channel by simply accessing this tab in Teams. So cool!

Channel appearing as a tab in Teams

As you add more videos to this channel, this will populate automatically.

Thoughts?

What do you think, will you set up a Stream tab in Teams for your Team? I would love to hear from you!

Congratulations, Power Users!

Congratulations to our newest Power Users! For the full gallery, and more information about the WSU Microsoft Office Power User Program, please visit: wichita.edu/poweruser

  • Carolyn (Kay) Officer

 

 

Teams: New Meeting Experience

If you have attended Teams Essentials training, you may remember when we talked about where to visit to see the latest updates in Teams. This software is evolving so quickly, many of you notice new features every time you log in! Here is one I didn’t want you to miss: the New Meeting Experience.

Dropdown options, different views, as described

The Old Meeting Experience

If you have already been meeting in Teams, you are used to a view that looks something like the image below.

Features and controls can be accessed by hovering your mouse in the center of the Teams screen and selecting from a menu that appears in the center.

Old layout

Also, perhaps somewhat frustratingly, the old meeting view opens up within your Teams program. Navigating within Teams during the meeting shrinks down the meeting view to a small square in the corner of the Teams screen. Many were not crazy about this tiny screen.

The New Meeting Experience

There is a lot to be excited  about with this new meeting view. Here is a run down:

Popped Out View

Perhaps what I am most excited about is the new meeting view is a popped out view! Yes, meetings are in a new screen entirely. This leaves the rest of your Teams application free for easy navigation, while still maximizing the size of your meeting screen.

Popped out view

Menu Changes

The Menu has moved from the center to the upper right, where you will find all your favorite options from the old meeting view…

Menu in upper right

…plus some new ways to view participants, like large gallery and together view (greyed out here, but will activate with participants):

Dropdown options, different views, as described

End Meeting

If you are the creator of a meeting, you now have the ability to either leave your meeting or end the meeting for everyone. This will prevent people from staying after you have left the meeting. Several faculty have wanted to know about this one for classes held in Teams!

Leave and end meeting options

How to Activate the New Meeting Experience

Do you want to try out this new meeting experience? First, be sure you are in the desktop application of Teams (not in browser).

1. Click on your bio pic or initials at the upper right of the screen. Select Settings.

Upper right, click on initials, select Settings

2. Stay on the general section, and scroll down until you see a series of checkboxes. Check the box next to “Turn on new meeting experience…”

Scroll down to option to turn on new meeting experience, check box

3. Restart Teams. This means completely quitting the program, which you may not do very often. To do this, right click on the Teams icon at the bottom of your screen and select Quit.

Right click on Teams icon and select Quit

4. Reopen Teams and enjoy your new meeting experience. Maybe even have a test meeting or two…

Thoughts?

Are you going to try out this new meeting view? I would love to hear what you think. I would also love to see you at Teams Essentials training!  Please check myTraining for a list of times. All sessions are currently being held remotely.

Congratulations, Power Users!

Congratulations to our newest Power Users! For the full gallery, and more information about the WSU Microsoft Office Power User Program, please visit: wichita.edu/poweruser

  • Candace Bolinger
  • Ashley Cervantes
  • Kyle Garwood
  • Jennifer Snyder
  • Andrea Wilson

Teams: Notify Me When a Coworker is Available (or Offline)

With so many of our coworkers working remotely, it can become challenging to know who is really “here” and who has “left” at a given time. After all, we can’t exactly wave hello or goodbye as they walk past our desk! In lieu of these familiar “in person” notifications, here is a quick way to be notified virtually via Teams.

James Kirk is now available banner

Teams Settings

In the upper right of your Teams screen is either your image (at WSU this is imported from Outlook), or your initials. Click on this circle to access a variety of options. We are selecting Settings for this one.

Imae in upper right, setting option

Notifications

1. On the left side of the Settings screen, select Notifications.

2. Scroll all the way to the bottom under the header Status. Select Manage Notifications.

On left, notifications, at bottom status, Manage Notifications

3. In the search bar, Search for the person for whom you would like to be notified.

      • Quick Note: when searching for people in Teams, try searching by the wording in front of the @ symbol in their email address; e.g. firstname.lastname for faculty/staff, and initials lastname for students.

Add person to notifications

4. Select your person from the dropdown list. They will now appear in a list under Manage Status Notifications.

    • At any time you can revisit this setting and select Turn Off to stop receiving notifications.

Person in notifications, option to "turn off" notifications for them

Notification Banners

That is all there is to it! Now you will be notified when this person becomes available…

James Kirk is now available banner

And when they go offline…

James Kirk is now offline

Pretty cool!

Teams Essentials Training

Are you interested in learning more about Teams? I would love to see you in one of my remote Teams Essentials trainings! Sessions are listed in myTraining. There will always be a listing or two of this session, so if you don’t see a time that works for you, not to worry, simply select Notify me of new sessions to receive an an email when a new session is listed.

Notify me of new sessions link

Thoughts?

What do you think, will you activate notifications for any of your Teams contacts? I would love to hear from you!

Congratulations, Power Users!

Congratulations to our newest Power Users! For the full gallery, and more information about the WSU Microsoft Office Power User Program, please visit: wichita.edu/poweruser

  • Lora Lea Pickering
  • Mikayla Irish
  • Kelly Eden