Toolkit

Remote Workforce O365

A step to step guideline of how to connect with your colleagues in different countries or external teams.

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support.microsoft.com/nl

Welcome to the Remote Workforce O365 guideline. In this guideline we will lead you through the steps of connecting to your external colleagues in other countries or different companies. After completing all the steps they won’t be external to you anymore.

After this instruction there are toolkits for the programs Delve, Forms & Teams. Now you can start collaborating as one team withing Paragon CC.

Why is this important for all of us: Especially in the time of Covid-19 we are dependent on virtual collaboration. In the future this kind of collaboration will probably continue to be the main focus. With the help of a concept the own work can be supported.

How can we make virtual working better?

If you’re not a IT specialist and there’s anything you need to verify or something isn’t working please ask your IT hero within your location.

They are notified of these new steps and can help you with implementing.

For Young Paragon Network a team of internationals were assigned to face a difficult challenge: Develop a concept for better virtual collaboration across different regions within a company.

Remote Workfoce O365 Guide | www.paragon-cc.nl

What is Young Paragon Network?

At the Young Paragon Network we are going to work in small groups on tactical and strategic challenges that Paragon Customer Communications is currently dealing with: multidisciplinary, cross-site and cross-country.

What challenges are we looking for?

• on a tactic or strategic level • you are currently dealing with it • you would like to have other insights about it • you haven’t taken the next step yet • it’s relevant in a location specific way, region specific way or for PCC overall

Now let’s connect!

Remote Workfoce O365 Guide | www.paragon-cc.nl

Adding Domains in Teams

Step 1 As a Teams Administrator, you are able to add new users. But when you want to add “External colleagues” because they are in a different country or other companies you need to add a new domain first.

Go to the ➡“Microsoft Teams admin center” and search in the left for ➡ Org-wide settings. Click on it and you will find a few options. Click on the first one, ➡External access.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 2 Make shure that the 2 slide’s are active on: ✅ User can communicate with other Skype for Business and Teams users ✅ User can communicate with Skype users Now to add a domain.

Click on the ➕ Add a domain.

You will now get a popup where you can type the specific domain you would like to add.

Only click on Blocked if you need to!

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 3 Now you have add the domain that is allowed to see other users, but some specific items are needed to select for guest access. ✅ ✅ ✅ ✅ ✅

Allow guest access in Teams They should be able to make private calls Allow IP video Allow Screen sharing mode for the Entire screen Allow Meet Now for a direct meeting in a team.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 4 Now you can select specifics for Messaging. You can access all the items. From gifs making till delet a message. ✅ ✅ ✅ ✅ ✅ ✅ ✅ ✅

They are allowed to edit sent messages Delete sent messages Chat Use Giphy in conversations Giphy content rating to ➡ Moderate Use memes in conversations Use stickers in conversations And we allow them to immersive reader for viewing messages

Remote Workfoce O365 Guide | www.paragon-cc.nl

How to work with Teams

An overview of Teams

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 1

Sign in Microsoft Teams

Please click Start ( ) to open Microsoft Teams and sign in with your PCC account details.

If you are using your mobile phone, please tap on the Teams icon and sign in with your Microsoft 365 username and password.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 2

Pick a team and channel

Please pick a team on the left side of the tool. A team is a collection point of different people, conversations and files.

Within a team you can have several channels to have different discussions within a department or about projects.

If you work within a channel, please pick Posts and Files to explore the content.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 3

Start a conversation

With one person or a group you can start a new conversations via chat. Please click on New chat and type in the To field the names of the people you want to chat with. Then type your message and click send.

If you want to start a conversation within a whole team, please go into the team and the channel. Write your message and click send.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 4

Make video and audio calls

Call a person via chat Please click on the chat with the person you want to have a call with. You can either start a video call directly buy clicking on the camera button. Otherwise you can just start an audio call by clicking the phone button.

Call a person via number Please click call one the left to dial a number and enter a phone number. You can also set speed dials for persons you contact very often.

Your call history and your voicemails are listed in the same area.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 5

Start an impromptu meeting

To start an impromptu meeting, please choose the team or the channel you want to start a meeting with. By clicking on the Meet button on the top right, the meeting starts with the people who have access to the channel.

To schedule a meeting with the team, just click on Schedule a meeting instead of Meet now. If you want to schedule a meeting with only one person, you can do this also via chat. Click on the chat with the person you want to meet up with and click on the button. Now you can specify the right details, type in a message and send it.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 6

Tipps for better conversation

@ Mention someone To get somone‘s attention, you can mention the person via the chat. By typing the name in the conversation field, you can choose the right person. The mentioned person will get a notification and might read your message faster.

Note: You can only choose people who have access to the team or the channel.

Reply to a post To have a better overview of different conversations within a team or channel, please use the function to reply to a post. Type in your message and click send.

Add an emojy, meme or GIF You can also use different emojys, memes or GIFs to express your emotions or to facilitate your statements within the conversation.

Please click on one of the buttons under the box where you type your message.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 7

Share and work with files

By clicking on Files on the left, you can see all files shared across your team.

Too see the files shared within one specific channel, click on the Files button on top of the channel.

You can now open a document and start working with it.

Use the download function to edit the document by your own.

Use the upload function to share new or edited documents with your team. Stay up to date by noticing the last version of a document. You can always see when by whom the document was last updated.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 8

Other tipps for MS Teams

Stay up-to-date The Activity button on the left side shows you all the recent notifications and all acitivities that happened lately. To set the notifications individually, please use the account settings on the top right.

After clicking on the button Manage Account, you get the option to set the notifications for chat, meetings or people.

Note: You can also edit other settings, e.g. for calls, devices or privacy.

Remote Workfoce O365 Guide | www.paragon-cc.nl

16 essential keyboard shortcuts for Windows

Remote Workfoce O365 Guide | www.paragon-cc.nl

How to work with Delve

How to start using Microsoft Delve

What is Microsoft Delve?

Delve in Office 365 surfaces the documents that users have permissions to access. Any of the users in an organization can see who’s been working on documents they are able to access and can also easily discover where individual documents are stored, and who owns them. Users can also discover the documents they can access sorted by the users that created or own them..

What features has Delve • Individualized account page • Content cards: which includes a name, photograph and most recent activity • Boards: to see relevant or related document to you • Collaborative space: multiple users can contribute to and collaborate on documents • E-mail and notifications access

Now let’s connect!

Remote Workfoce O365 Guide | www.paragon-cc.nl

An overview of Delve

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 1

Update your profile in Delve

Update your profile to help others find you Your profile page is where you can update your contact information and add information that you'd like people to know about you. To give your profile page a personal touch, upload a picture of yourself and choose a background.

When other people visit your page, they can see your contact information and connect with you directly. They can also see who you're working with, and what documents you and people around you are working on.

Note: People will only see documents that they already have access to, not your private documents or documents that haven't been shared with them.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Steps

Display your profile page 1. Select your picture in the Microsoft 365 header, and then select My Office profile.

2. Select Me from the left menu if you're already in Delve.

Update your profile 1. Display your profile page.

2. Select Update profile.

3. Update your information as you like. For example, write a few words about yourself in the About me box, add projects you've worked on, and add skills and expertise.

4. Select Save to save changes to the About me text. Delve saves other changes automatically.

Note: You may not be able to change all information in your profile. Some information, such as your name or title, may be collected from other systems that your IT or human resources department control. If you want to update those details, contact them or your admin.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 2

Stay up to date Find and share documents in Delve

Your Home page shows documents that are stored in OneDrive for Business or SharePoint and are likely to be most interesting to you right now. These may include Office documents, PDF files, SharePoint site content, images, and more.

Select Home in the left pane to get a personalized and up-todate overview of what you and people around you are currently working on.

When you visit someone else’s profile page, you see information about them and what documents they're working on. You also see people they're connected to, and a selection of popular documents from people around them.

1.

Start typing in the search box at the top of the left pane to find people, documents, or boards.

2. Select a person's name or picture anywhere in Delve to go to his or her profile page.

3. Contact someone through email, phone, or chat, directly from their Delve profile.

Remote Workfoce O365 Guide | www.paragon-cc.nl

Step 3

Use Boards in Delve

Create a board and add documents 1. Select Manage boards alternate text in the lower-left corner of a card that you want to add to a board.

2. Type a board name in the Add to board field of the dialog box. As you start typing, you'll see the names of existing boards.

Type a board name that doesn't already exist, to create a new board and add the card to it.

Type or select the name of an existing board, to add the card to that board.

Remote Workfoce O365 Guide | www.paragon-cc.nl

How to work with Forms

Step 1

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Step 3

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Step 4

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Step 5

Remote Workfoce O365 Guide | www.paragon-cc.nl

All done! You and your colleagues are now able to Work Virtually with your other external colleagues!

You now have formed a Remote Workforce in Paragon!

If there is anything missing in this document or you have a new idea for a Toolkit in O365 that we should look in to, feel free to ask our team by sending us a e-mail YoungParagonNetwork-Team4@paragon-cc.nl.

And if you are not a IT specialist, please contact your local IT hero first. They will help you with all your O365 problems.