What is Bookings in Teams

 

Watch Books in Teams video

Bookings in Microsoft Teams lets you track, manage, and organize your team's appointments and calendars all in one place. You can create a Bookings calendar and add team members to it, build new appointment types, and create and manage in-person and virtual visits for your staff and attendees.  

For staff: 

• Bookings calendar - Create a Bookings calendar and view your staff's availability in a calendar view. 

• Appointment type - Set up different appointment types and add details like a title and confirmation message that attendees will see. Toggle on attendee options to let them join from a mobile browser, or to send them text message confirmations. You can also add an email reminder for your staff members and attendees about an upcoming appointment.

• Schedule appointments - Select New appointment, choose an appointment type, and make it a Teams meeting or an in-person one. Details from your chosen appointment type get pulled in, but you can add customized notes as needed.

For attendees: 

• Join virtual appointments - Attendees can join a booking by phone or desktop. Turn on your audio and video to create a more personal experience in the meeting. 

Create a Bookings in Teams

In Teams, select Bookings

Choose New booking calendar or Existing booking calendar.

Type in a business or department name — this name will be displayed in emails and used for the email address to send booking invites.

Add more details, and then select Save.

To switch to another Bookings calendar, or if you want to set up a new one, select the dropdown arrow next to your business name and choose the one you want. 

Tabs for Everything in Teams

Productivity and ease of access within your work group is utilizing  the tabs within your Teams and Channels. These Tabs can simplify access to show more complex Apps to manage work and help with day to day activities.

To add a tab click the ‘+’ sign on the right-hand side of your Channel and search for the app you want to add to the Teams work area. 

The more popular Apps, are at the top with more available below:

 

There are too many to mention them all; however, here are some of the ways I have found tabs useful in Teams:

·  Simply Exposing Office documents or Websites on a tab for quick reference – I have found this useful in many scenarios from quick access to templates through to tracking spreadsheets of various types.

·    Task Management –The quick access to tasks and scheduling is useful. There are more complex task and project management apps that you can use from the store.

·     OneNote – for those that love OneNote, you can create a OneNote tab and off you go using OneNote within your Channel.

• Forms – Simply select ‘Forms’, and you can easily create a very powerful form/survey that can be managed in Teams, and with a tweak of the share permissions, shared and filled in by anyone that has the link. The responses can be seen on the tab by the form owner and also stored in a spreadsheet in the files tab.  The example shows Lady Ray’s Evaluation Form I created to gather results of training.

·  Expose any existing SharePoint Document Library – Just select the ‘SharePoint’ icon fill, in site URL, select the document library you want from the list, give the tab a name, and the library will be exposed in a Teams channel.

 

 Just a few of the tabs I have found useful, however, you only have to look at the number of Apps in the Teams’ app to know that there are tools of every type for your business uses.  Check out Lady Ray’s blog https://ladyraytips.blogspot.com/

For more tips and information on Microsoft 365 or Teams’ contact Lady Ray at 844-523-9729 or contact@ladyraycomputer.net, 

Sneek Peek - Microsoft Outlook 365 - Coming Soon!

 

Sneak Peek Microsoft Outlook 365 – Coming Soon!

Outlook brings your Email, Calendar, Contacts, and Tasks together in one app. It's your place to connect, organize, and get things done.

With this in mind, we've updated the user experience with a new location for your core Outlook capabilities, and we're providing easy access for you to access other Microsoft 365 applications.  

Launch: You can now quickly access To Do and other Microsoft 365 apps directly from Outlook.

Customize: You can customize which apps show in this new experience by pinning them. Or, reorder them so your most used apps are always easily accessible. 

Creating Webinars in Microsoft 365 Teams

 

Create Webinar in Teams Video

How webinars are different from ordinary meetings

Ordinary meetings generally include a lot of back-and-forth among the participants: discussions, sharing, assigning and accepting tasks, making plans, maybe coming to a consensus.
Webinars, on the other hand, are more controlled, and the participants have clear roles: One or several experts (the presenters) share their ideas or provide training to an audience (the attendees).

Webinar steps

Schedule a webinar

Set the day and time, invite additional presenters, and create the registration form that prospective attendees will fill out. For a webinar overview, see Get started with Teams webinars.

If you run into any issues, contact your IT admin.

Enter webinar details for presenters

1. In the Teams calendar, select the arrow to the right of New meeting and then select Webinar.
   
   

2. By default, the webinar is open to everyone. You can change it to For people in your org by selecting the down arrow next to Require registration.
   
   

   

   Note: If you want to schedule a public webinar but can’t, contact your IT admin.

3. On the New meeting page, enter a title for your webinar, date, start and end times, and a description. The info that you enter on this page is for the webinar presenters only—attendees won’t see it. If you want, you can set a different start time for attendees on the registration form so that you’ll have time to prepare with the presenters before the attendees join. (See Customize the registration form for instructions.)
   
   

4. In the meeting notes section at the bottom of the invitation, you can add agenda items and notes, and assign pre-webinar tasks to the presenters. This info is shared only with presenters.

Add other presenters (optional)

To allow people besides yourself to present content during the webinar, list them on the invite. Presenters don’t need to register. They join the webinar in the same way that they join a regular meeting.

1. In the Add required presenters space, enter their names.

2. 
   

3. If there are optional presenters, select Optional presenters and enter their names.

Customize the registration form

Potential webinar attendees get this form when they select the webinar registration link. They fill it out and submit it to receive the Join link for the webinar.

1. To begin, select View registration form.

   

Add a custom image (optional)

You can add a banner or other image to the top of the attendee registration form.

1. Select Add an image at the top of the page.

2. Select Upload an image, locate and select the image you want to use, and select Done.

3. Select Done again.

To remove the image, select the X in the upper-right corner of the page.

Enter basic webinar details for attendees

Enter the webinar title, date, start and end times, and description. You can also list the speakers, along with their bios.

• The info that you enter on this page appears only on the registration page—it does not affect the start and end times on the webinar calendar event.

• If you want, you can set a different start time for webinar presenters so that you’ll have time to prepare with the presenters before the attendees join.

Choose additional fields

The form that attendees will complete includes three required fields: First name, Last name, and Email. You decide the rest.

1. Under Register for this event, select Add field to view a list of commonly requested fields.
   
   

2. To add one of the listed fields, select it.

3. When the field appears on the form, select the Required box if you want to oblige attendees to provide that info. (They won’t be able to register for your webinar if they leave the line blank.)
   
   

4. Repeat steps 1-3 as needed. To delete a field, select the X to its right.

Create custom fields

You can request any amount of additional info, perhaps related to your webinar's marketing goals or to help plan your training session.

1. Select Add field > Custom question and indicate whether the attendee will be entering info in the questionnaire (select Input) or choosing from options you supply (select Choice).
   
   

2. If you chose Input, enter your question in the field under Custom question.
   
   

3. If you chose Choice, enter your question under Custom question, select Add option until you have the number of choices you want to provide, and then enter the choices.
   
   

4. To preview your registration form, select View in browser at the top right of the page.

5. When you’re done, select Save.

6. To close the form, select the X in the upper-right corner.

Note: The registration form is created as a web form on the organizer's Mysite on SharePoint. Registrants will enter their registration data through a TLS-encrypted connection between their browser and the SharePoint service. When a registrant submits a registration, SharePoint stores the data, encrypted, directly to your organization's SharePoint data storage location as a list on the organizer's Mysite.
Organizers can respond to requests from registrants to exercise data subject rights by directly accessing their registration lists in SharePoint. Admins can use the DSR guidance provided at Office 365 Data Subject Requests for the GDPR and CCPA. Any data processing needed for purposes of this webinar is subject to the terms of the meeting organizer.

Send the invite

After you’ve completed the basic info for both presenters and attendees, added any additional presenters, and customized the registration form, send out the invite.

Important: You need to do this even if you’re the only presenter.
Select Send in the upper-right corner of the page.
The presenters will receive the invite.
The registration link will become active so that prospective attendees can register.
Add presenters after sending the invite
When you add presenters to the webinar after you’ve sent the invite, you must give them permission to present. You can do this by changing a meeting option before the webinar or by changing their role during the webinar.

Note: To add an external (guest) presenter, follow the second procedure.
To add a presenter before the webinar:
Select the event in your calendar and then select Edit.
Add the new presenter to the Presenters or Optional presenters line in the invite.
Select Send update in the upper-right corner of the screen.
Select the event in your calendar and then select Edit.
Next to Go to meeting options, select Change options.

1. 
   

2. On the Meeting options page, next to Select presenters for this meeting, enter the name of the additional presenter.
   
   

3. Select Save at the bottom of the page.

To change someone's role during the webinar:

1. Send the webinar join info to the person who will be presenting. The info is available towards the bottom of the webinar event in the calendar, under Microsoft Teams meeting.

2. At meeting time, let the presenter into the webinar.

3. Click Show participants in your meeting controls to see a list of all the people in the webinar.

4. Point to the name of the person whose role you want to change and select More options > Make a presenter.

Using Microsoft 365 Forms to create Surveys, Quizzes or Polls

 

                                                                 

Create a form with Microsoft Forms

With Microsoft Forms, you can create surveys, quizzes, and polls, and easily see results as they come in.

 Creating a quiz

·       Web One Drive for work or school Excel for the web OneNote for the web

·       Start a new form

·       Go to Microsoft Forms with your Microsoft 365 school credentials, Microsoft 365 work credentials, or Microsoft account (Hotmail, Live, or Outlook.com).

 

Note: You can also log in to Office.com, look for the Microsoft 365 icons on the left, and then select Forms.

 ·       Select Add buttonNew Form.

 

·       Title your form and, if you want, a description of it.

 

Note: Form titles can have up to 90 characters. Descriptions can have up to 1,000 characters.

 Note: Your form is saved automatically while you create it.

 Add questions

·       Select  Add buttonAdd new to add a new question to your form.

 

·       Choose what kind of question you want to add, such as Choice, Text, Rating, or Date question types. Select More question types  for Ranking, Likert, File upload, or Net Promoter Score® question types. To organize sections for your questions, select Section.

 

Tip: You can also format your text. Highlight a word or words in your title or questions, and then choose any of the following: Bold (keyboard shortcut - CTRL/Cmd+B), Italic (keyboard shortcut - CTRL/Cmd+I), Underline (keyboard shortcut - CTRL/Cmd+U), Font color, Font size, Numbering, or Bullets.

Important: If you delete a question, it will be permanently deleted along with any response data that's been collected for it. Learn more.

 

Preview your form

·       On a computer, select  Preview iconPreview to see how your form will look. On a mobile device select Preview icon to see how your form will look.

 

·       To test out your form, answer the questions in Preview mode, and then select Submit.

 

·       To keep editing your form, select Back.

FFFor information on Training or Productivity solutions contact us at 844-523-9729 or visit our website at www.ladyraycomputer.net