Many people who rely on the same applications to do repetitive tasks, will want to learn quicker ways of doing them – and use shortcut keys to good effect. Shortcuts have been covered in ToW previously – eg. how to start modern apps quickly, or navigating between running apps.
As world+dog moves from internal corporate email to Teams, Slack etc, it’s handy to know how to get the best out of the new messaging environment. Before abandoning Outlook already, here’s a reminder of some especially useful shortcut keys:
And there are lots and lots more.
When it comes to using Teams, one of the most useful shortcut tips is essentially the same as the Outlook set above – CTRL-number takes you to one of the nodes on the side-bar that corresponds to the number from the top – eg CTRL-4 will jump to Meetings, which is handy if you have Teams calls in you calendar and want to join the calls from there rather than Outlook.
Incidentally, if you normally go into an appointment in Outlook and click the “Join Teams Meeting” link in the text body, you may tire of continually telling Outlook that yes, you did mean to switch applications, and it’s OK, you already have the desktop app…
Click the “Join Teams Meeting” icon on the Ribbon in Outlook instead, and you’ll skip this. If you’re super-skilful then you can jump straight to that command without lifting your fingers from the keyboard – just press the ALT key and you’ll see shortcut letters appear under each of the sections of the Ribbon; press the corresponding one (“H” if you’ve opened the meeting up in Outlook already), and you’ll then see a letter combo that will activate the Ribbon commands – Y1 in this case will jump straight into the meeting.
There are many other shortcuts in Teams, with varying degrees of usefulness. Customising the UI is still a bit clunky (eg you can’t add shortcuts straight to the sidebar or move items on it up and down) but you may be able to find a quick way of doing the things you need most. To see a summary of shortcut keys whilst in teams, just press CTRL-. (ie CTRL and full stop/period ‘.’).
Teams is more than just a replacement for Skype for Business on your PC, it’s also a consummate mobile app that functionally eclipses its predecessor in many ways, and even its desktop sibling in some. If you haven’t installed the Teams mobile app on your phone, go and get it (and other Office apps) for Googly Devices or Fruity Phones. The remaining Windows Phone users can follow the setup link here, though be prepared for disappointment.
The “Calls” tab on the mobile version on the app is more usable in some senses than Calls on the PC version of Teams is, since it exposes phone numbers more easily. On the desktop Teams app, if you want to use the service to call an existing contact via the POTS, the actual phone number you use can at times be somewhat obscured.
On the PC app, for example, if you look at History, you’ll often seen a list of people but it’s not clear which number they called from (or you called them on), and you’ll need to use the Contacts list within Calls to be able to direct a new call to a specific number.
In the Teams mobile app, if you look at the Calls tab, under History, tap on a line and then the card to the right side of the list of icons, you’ll get a contact card and the ability to respond back – using Teams – to any one of the listed phone numbers.
Finally, one of the great new functions in Teams mobile is the building-in of Org Chart functions, so you can browse the global address list hierarchy while on the move (assuming such info is populated in the directory).
Just search for a contact’s name, and their organisational tree is only a tap away.
For more tips on using Teams Mobile, see here.
Teams is coming – it’s going to Skype for Business Online – which we know – though the Skype for Business server will still be there for on-prem use. Teams works arguably better in a purely online scenario, since Skype for Business has its roots in a different era, where infrastructure was nearby and closely managed,
The Lync / OCS / LCS application family has been with us for a while now, and Skype for Business is largely a 2015-era re-branding and update of Lync, which itself dates back to 2010.
Back in the OCS days, it was assumed you had a server on-premises (style note – the opposite of “in the cloud” is “on-premises”, ie in or on the premises you have, possibly abbreviated to “on-prem”. It is definitely not, ever, “on-premise”. If you are on-premise, that means you’re in agreement with a point of view, not that you still run your own datacent(re|er)…), not an assumption that you’d make today, with flexible working and Wi-Fi everywhere.
Anyway, as well as having on-prem kit that’s quite possibly connected to a physical phone system, Lync/S4B largely assumed your client (wired to a LAN) connected to a local server. That communicated to other clients and servers in the same environment (mostly) and, maybe via a gateway, to the outside world for the POTS. How cool it was to click a link in the communicator client, and next thing your desk phone was calling that number!
As Teams imminently starts to replace Skype for Office 365 customers, we’re seeing lots of best practice guides and other resources for successful adoption. Further Teams ToWs will follow as well – in fact, if you have one you’d like to share, please write it up and send it over.
This week’s tip focuses – or rather doesn’t – on a very cool trick when using Teams for video calling: the ability to blur your background, so as to remove distractions for other parties in the call. There’s a great short video ad illustrating the feature, here. See it in action here.
There’s a perennial tension amongst productivity evangelists, about how best to do it – from which methodology to use, to which tools to fulfil their hopes & dreams. Similar behaviour occurs amongst communications czars – don’t send attachments, put them in SharePoint!; email is the devil, we should use Yammer!; this time, it’s about the world of team-based collaboration platforms, pioneered by the likes of Slack/Fleep/Flock/Zoho and inhabited by the Microsoft Teams product set too. Some companies barely use email, instead turning to persistent chat offered by these kinds of apps.
Teams is part of Office 365 (well, for business users – it’s hard to think of a scenario where you’d need Teams for home use…), and in time will subsume the Skype for Business capabilities that O365 users access today. Some businesses will still have an on-premises Skype for Business installation, which means that product isn’t going away entirely, at least not for a good few years.
There have been a bunch of updates to Teams in recent days, signalling the largest update to the Teams software so far. See more on what’s new here.
If you press / or @ in the command line at the top of the Teams site or app, you’ll see a list of commands you can use – like /whatsnew, to see a change log of recent releases.
Using apps (installed from an app store within the Teams UI – just type @ in the command line to see the list) lets you quickly embed content from another source, into the conversation stream within your Team channel. There are already over 120 apps available, from all kinds of third party publishers – it’s worth browsing the different categories within the store, rather than just the top picks you’re initially presented with.