 Hello everyone, welcome to Protected Trust Live. My name is Steve Goodman, Training Coordinator at Protected Trust. And joining me today is Jay Heitz, one of our support desk engineers. And today he's going to be helping me talk about one of the latest features to come out in Teams, which I don't know, would you call it a feature? I guess it's a feature. Well, anyway, big news you can now do or have external users communicate with you on Teams. And that's, I guess, Pete, we should back up and kind of describe what Teams is. We kind of try to do it each time. I know John Pubster wants me to have him on so he could do a better job of explaining what it is. But it's a communication platform that I know we use internally that has replaced our internal email. We still have email internally for some things, but we are really relying on Teams to do all of our communications. Just because it keeps the conversation history easily, multiple people can join into the conversation. But the only problem was if you wanted to have someone who's outside of your organization have the conversation with you, then you'd have to rely on email, which is something that I think Microsoft is trying to get rid of, or not get rid of, but diminish its role. For everyone who's been watching the previous live streams, we've been doing a lot of them about security, and really email is one of the biggest ones to really come into your organization and mess all the things up with phishing attempts and ransomware. A lot of that's due to the email. But with Teams, they have a lot of options to make sure that the right people are getting in, and it's really hard to have someone, an external user, come in who wasn't invited. In fact, I don't know of a way for an external user to come in who's not invited. So what I thought we'd do is demonstrate how to get an external user into a team, but before we do that, I wanted to quickly show on my side how to enable that in your organization. So for our clients, this is something that they would call in and have us do, but if you're not a client of ours, or if you feel like you want to do it yourself, then you would go into your admin portal, or the admin center, I guess they call it now, and you go to settings and click on service add-ins, and then you just choose the one for Teams. And so we want this to be for guest users, and then you would just flip that switch on. By default, it is in the off position. And I found, yeah, pretty easy to do. So what I found was when you first implement this, it happens, I think, almost instantaneously, but I've had to completely exit out of Teams in order to get external users to send the invite to external users. So you try to send it after turning it on, and it wouldn't take your time? It wouldn't know who you were talking to. It would say this person isn't a part of your organization. You're like, yeah, I know. That's the point. That's the whole point of it. So once you do it, tell your users to completely close out of it, and I don't just mean clicking the X button. You have to go to your system tray and completely exit out of Teams. Not that we're going to show you right now, but that's what you do. So I made a test team in a test environment, and I wanted to show everyone just how easy it is once they add and flip that switch, how easy it is. So I went ahead and created a live stream team. And so I already added the member just because there can be a delay once you create the team. So I didn't want that to happen live on the stream. So we went ahead, did it, but we'll retrace our steps to show what I did in order to get it to work. So the first thing I did was go to the join or create team option, and you really got to click on that. And so we'll be given this thing called create a team. We'll click that. And let's just go ahead and create a team, because this is a test environment, so we'll call it, I don't know, live stream two or electric boogaloo, something good. And you can make it private or public, and it is exactly what it says. But only team members can view it in public, anyone in your organization can view it. So we'll click that. So now here is where you would add your team members. So in order to add an external user, all you need is that user's external email address. So the one we're going to add is ptrust.guest at gmail.com. And yep, we'll click on them. And then before we do anything else, if you want this person to be known as something other than their, I guess that's my display name, ptrust.guest, or my email address, you would have to make this change right here, which is to edit the username. And so I guess we would just call this person Captain America. Just because I watched the movie recently, and that's fresh in my head. And so then we would just add the user, and now he is part of my team. So that's how we did it for the first livestream, not livestream two. So what I'm going to do is show my computer and show what the end user experience is like. So like I said before, we already went through this for livestream one, and I got an email. See this is a Gmail account, totally unrelated to this Contoso organization. And it says I have been added by someone, Alex is the profile we use to add it to Teams. And I have a choice now to, I guess my only choice is to open Teams. So I'll do it again. And I can open the app in my web browser, but I'll also have an opportunity to do that for, what did I just say? You can open the web browser. I can open it in my web browser, or I can download it, or download the actual Teams application. But right now I'm just going to use it in my web browser. So here it is, a total Gmail user for everyone who's used to having a Teams account. It looks exactly the same. I can't think of a feature off the top of my head. Maybe feedback is missing and the store is missing. Oh yeah. But other than that, I can go to my team, and here's the live stream. We uploaded some, here, well, here, let me give you a hi. And we'll switch views to show what it's like for everyone. So on the left is the organizational team owner, and then on the right is the guest. And we can have a conversation. So you can choose to reply. Interesting conversation we're having here. I saw you uploaded the docs. Thanks. And maybe I'll even send him a thumbs up gift, just the extra features. Oh, this is a good one. I like that one. That's a solid good. So if you go to Files now, you can show everyone all of the important documents that we are working on together in collaboration. It is marketing. Yeah, why not? We'll choose marketing. Everyone loves Excel, right? Oh yeah. And you'll click Edit File, and then I myself will also open the exact same file. And I'll choose to edit this document in Teams. Again, maybe I'm a Gmail user, right? I don't have Microsoft, but look, I'm in Excel, and I can, maybe Excel's not the best one. Do you know how to enter? I mean, I can input data, but all I know how to say is hello, how are you? So not really using Excel to its fullest potential. Not even close. Yeah. But as you can see on both screens, it's happening instantaneously. We're collaborating in real time. So even though I may be at home sick with a stomach virus, like some people we know. That's true. It doesn't happen. They could still be working just fine in collaboration mode. And the reason why you would use collaboration mode is because one, you can work on it together, and you don't have to pass back and forth the same document in an email. Because again, remember, we're trying to get rid of email here. We want a secure environment. We don't want to create a whole bunch of backlog of data when one document will do. So we can work on it together. There's something called versioning, which if I'm working on this document, or you're doing it solo, and you make a change, and I see it later, and I don't like what you did, I'll just roll it back to the date and time that I want the document to be in. I think another important thing to demonstrate in teams is if I could go back to my guest user's team, is that even though I've been invited to a team, but let's say I wanted to talk outside the team. So I could pull up a private conversation with Alex Wilber only because he is a member of the team. So that means none of the other teammates can see it. We're having a private chat. And so the reason why I say none of the other teammates can see it, or the reason why I'm showing this feature is because this organization itself has, like I think, 50 users, this test environment, maybe more, but I can't look them up in this global address list. Only the people who are in that specific team. Right. I can only communicate with the people who are part of my team. So that goes back to the security thing. Like you can't just invite someone from the outside, and then all of a sudden it opens up access. I'm limited to only that team or the people who are inside that team. And it's just a great way to share documents and collaborate with each other and get rid of email. A lot more secure, a lot easier to access. Definitely easier. More immediate as well when you have that instant collaboration. And there's phone features. You could share your screen with me if you wanted to. We may save that one for a different. Teams has so many features that it'd be hard to just do, you know, in a 15 minute live stream. I think we'll do like segmented videos. I'm like, step one, open up teams, that'd be one video. But yeah, from my perspective, teams has been a real game changer in our office. I think so, for sure. I mean, people have always said, you know, this product will change the way that you work. And we found that once we actually started using it, that's exactly what it did. So hopefully with now the entrance of external users, we could bring on more people from the outside to also use teams. I think that'd be a great tool for that, too, because we always talk about how great it is. And they're like, oh, okay, that's interesting. Then no one uses it. Yeah, exactly. So maybe if we create a team and then have people join it from the outside and then we'll just show them all these neat little things from there, that may be a good one. So a lot of times where you have to, you know, just like you would internally send documents back and forth through email, you need to do that with external users as well. So to be able to do it in one place, much easier. Like we've been talking a lot about in the previous live streams, just how quickly one document can explode from a couple megabytes into taking up gigs and data, because it's the same document being forwarded, being replied back to. And it just gets out of hand. It gets out of hand really quick. So if you're a user of Slack, you'd be used this almost without any hesitation. It's very similar. Very similar to Slack. And it's got GIFs. Yeah. I mean, that's the only reason people would use Slack, right? And Jake was telling me before the live stream that you don't just have to limit yourself to the team you're in. You can also segment it out by the channels. Because you're not just talking about one topic in a team, right? You have several things going on. And there's no limit to the amount of channels you can create. So if one thing's going to be about support cases or I don't know. Yeah. There's a lot of, like we have a support team. And then within the team, we have various channels for different topics that we need to deal with in support. Because not everything in support can just fall into one giant bucket with everyone talking about a million different topics at the same time. So channels are really helpful to break that up. Yeah, to break it up. So then that way you don't look at a long string of information. And then a final thought for me is that this works with DLP, data loss prevention. So a lot of people may be worried about, like, oh, but what about, you know, people saying something that they shouldn't? Like they enter in a social security number. Well, I'm pretty sure I'm going to need John on this live stream to help me out with this. But that's built in with teams so that you don't go giving out the information you shouldn't be. So it helps protect in that sense, too. So that's all I wanted to show for today's stream. Any final thoughts? I mean, I know that when I first looked at teams, when they like Microsoft first released it, we weren't using it exactly that much at the time. But once people actually stopped and like looked at it and saw what it could do, I think it was literally a single day where everyone's like, hey, look, actually try to use teams. And then once everyone did that, I think from that point on, it was everyone was using teams. That's a good point. Because there were diehard users who were like, I use Skype. That's my chat client. I'm not going to use anything else. And then they finally use teams for a day and they're like, okay. I'm not using it anymore. I haven't opened up Skype in a very long time and email. I only check for external users because I know I'll get a response immediately in teams because that's what people are checking out. You get a pop-up notification that someone messaged you or that you got mentioned and you just click on it and there you go. Yeah. And I guess in another live stream, we'll show you how to turn that off. Because you can get it on your phone each time you get a message and then your phone just vibrates until the battery's dead. But that will be another live stream. So thank you, Jake, for walking us through this. And thank you everyone for watching. If you like our content, please click the like button or the subscribe button if you want to be notified each time we post a new video or live stream. And also thank you to our clients who make these videos possible. Thanks, everyone. Thanks.