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Microsoft Teams, Outlook, OneDrive, Microsoft Forms FAQ - Staff

Microsoft Teams, Outlook, OneDrive, Microsoft Forms FAQ - Staff

Microsoft Forms

Microsoft Forms data is stored in the USA.

This tool should not be used for gathering or storing sensitive or private information as defined by FOIPPA https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/96165_00. 

For questions and concerns about privacy, please contact the privacy officer (https://www.selkirk.ca/terms-privacy)

Microsoft Teams

 Microsoft Teams data is stored in Canada.

Microsoft Teams is a collaboration platform for groups of users that share information and create content together.

Microsoft Teams is available to current Selkirk faculty and staff. 

Learner's access is scheduled for 2024/2025.

Your work computer/mobile device (Microsoft Teams should be pre-installed) 

Microsoft Windows 

  • In Windows, click Start > type in Microsoft Teams.

  • Launch Teams by clicking on it.

Web-browser (Not recommended due to limited functionality) 

  • Open Microsoft Edge browser (Preferred) or Google Chrome browser

  • Browse to teams.microsoft.com. 

  • Sign in with your Selkirk email and password. 

You are ready to start using MS Teams 

Microsoft Teams video training - Microsoft Support

 

 

 

Teams are created as private Teams by default and are not searchable. Invitations to Teams should be initiated by Team Owners or Members.

It is the Team Owner's responsibility to remove the team member upon leaving the department.

The data stays within the Team environment upon the departure of an employee.

Both solutions are available for internal meetings. Students do not have access to Microsoft Teams meetings except as guests.

  • Click on the "chats" icon on the left panel

  • click on the new chat icon at the top of the chat list

  • Enter the person you want to chat with and compose your message in the box at the bottom of the chat. You may add multiple people for a group conversation.

  • When you are ready, select Send

  1. From the top right corner of Teams, select Settings and more  > Settings > Notifications.

  2. Scroll down to Meetings and Calls and select Edit.

  3. Turn the toggle on for Mute notifications during meetings and calls.

Note: The dropdown settings under “Meeting started notification” and “Meeting chat notifications” aren't affected by choosing to mute notifications during meetings and calls, you can modify those separately.

Microsoft Teams offers different ways to access, receive, and manage notifications. These settings include how, when, and where your notifications appear, custom settings for channels and chat, appearance and sounds, turning off specific messages, and so on:

https://support.microsoft.com/en-us/office/manage-notifications-in-microsoft-teams-1cc31834-5fe5-412b-8edb-43fecc78413d

In MS Teams, find the file you want to print and select the three dots " … "  for more options.

  • Select Open, then Open in App.

  • From the desktop app (for example: Word, Excel)  Select File > Print and follow the onscreen instructions.

Multiple people can collaborate on one document at the same time.  You can see the users' initials on the sentence or line they are working on.

Collaboration is only available within the Teams environment. If you download a document from Teams to your computer it then becomes a stand-alone document and any changes will not be reflected in the original Teams document.

  • The ownership of files uploaded to Teams may vary depending on their location:

  • The files uploaded to a team/channel belong to the team/channel and are stored within a Teams connected team site.

  • The files uploaded to a chat belong to the file uploader and are stored in the uploader's OneDrive. 

Team: a collection of people, content, and tools that work together to produce a business outcome for the organization. Teams are made up of channels. 

Channel : a dedicated section within a team to keep conversations organized by specific topics, projects, or disciplines. Channels are the conversations you have with your teammates.  

Keeping channels to a minimum is a good practice to help Team members locate content quickly and efficiently.

Each team can have a maximum of 30 private channels and each private channel can have a maximum of 250 members. The 30 private channel limit is in addition to the 200 standard channel limit per team.

Microsoft does not allow changing a team channel type in either direction. You cannot change a private channel to public, and you cannot change a public channel to private.

No, you can't add a calendar tab or Planner tab to a private channel in Teams. Only public channels can these tabs be added 

  • Private Conversation: While using Chat, they are between two employees who are not necessarily a member of any Team.

  • Group Conversations: While using Chat, they are between three or more employees who are not necessarily a member of any team.

  • Team/Channel conversations: Conversations that happen with team members either in the General channel or within other channels that the team has created.

To get someone’s attention in a chat or channel conversation, type @ before the person’s name, and then select the name from the list that appears.

The person that you @mention will receive a notification that they can click on to be directed to the precise point in the conversation where you @mentioned them.

  • No, email group doesn't update.

  • Approved Team Owners can invite external guests.

  • Project and Workgroup Teams may have the ability to grant guess access based on those team requirements.

  • Requests must come from your Dean, Chair or Supervisor via an IT ticket.

All new Team requests must be submitted via an IT Ticket by your Dean, School Chair or Supervisor.

Only Team Owners can create Team channels within the Teams environment and are responsible for managing their content.

Shared channels are disabled. Only approved work groups and project teams will be allowed to have guest access.  Request must be submitted by your Dean, Chair or Supervisor.

In case you accidentally delete a channel within Microsoft Teams, you can follow the steps below:

  1. Open Microsoft Teams.

  2. Select the Team where the deleted channel belonged.

  3. Click on the 3 dots to the right of the team’s name.

  4. Select Manage Team.

  5. Select the Channels

  6. View Deleted List.

  7. Select Channel.

  8. Click the "Restore" option on the right-hand side of the screen for the deleted channel.

  9. Confirm the restoration via the prompt.

  1. (In Microsoft Teams, from the Files tab at the top of your channel, select More> Open in SharePoint.

  2. In the Quick Launch bar navigation on the bottom left of the screen, click Recycle bin.

  3. If you don't see the Recycle bin on the Quick Launch bar, follow these steps:

  • Click Settings, and then click Site contents.

  • The recycle bin is in the top right portion of the Site Contents page.

  1. On the Recycle bin page, click the box to the left of the items or files you want to restore.

  2. Click Restore.

1. Open the file in share point: go to the file, click on the ellipses.

2. Select the File, click on the ellipses that appear in the highlighted section (the three gray dots)

3. Select “version history” from the drop-down menu. This will give you access to view

4. restore, and delete previous versions of your file.

After 6 months of inactivity the Team’s owner will receive a notification message. If no action is taken, the team will be deleted.

Once a Team has been deleted, your Team Owner will have a 30-day window to submit an IT Ticket to request the Team to be recovered. 

You have 21 days from the date of the channel deletion to recover it before it is deleted permanently.

When files are deleted, they're stored in your recycle bin and can be restored within 93 days.

User can delete chats but only Team Owners can delete sent messages while users have the ability to edit sent messages.

Contact your Supervisor, Dean or School Chair to submit an IT ticket for approval.

Number of members in a Private channel

250

Number of Private channels per team

30 (includes deleted channels)

Number of channels per team

200 (includes deleted channels)

Number of owners per team

100

Number of members in a team

25,000

Number of teams a user can be a member of

1,000

 

Outlook and OneDrive

 Microsoft Outlook and OneDrive data is stored in Canada.

The Safe Senders list in Outlook lets you control which emails don't land in the Junk Email folder.

Outlook Client

  1. On the Home tab, click Junk, then click Junk E-mail Options.

  2. On the Safe Senders tab, select the Add button, type in the email, and click OK then Apply.

Outlook on the Web

  1. Go to Settings.

  2. At the bottom of the pane, click View all Outlook settings.

  3. In the left pane, select Mail> Junk Email

  4. Under Safe Senders and Recipients, select +Add enter the email address or domain you want to add then hit Enter on your keyboard.

  5. Select Save

Messages end up in quarantine because they were classified as malware, spam, phishing, or bulk. Users can review their quarantined messages within 30 days of the received date and chose if you want to block sender, release, review or delete the message. Click on the following link to view your quarantined messages: https://security.microsoft.com/quarantine

Outlook Manual:

Outlook Manual Selkirk College.pdf

Selkirk College Outlook Training Videos:

Outlook-Auto-Reply.mp4

Calendar_Basics.mp4

Creating-a-Contact-and-Group.mp4

Incoming-Email-Rules.mp4

Outlook Views.mp4

Users can send up to 100 external emails per hour, 500 internal emails per hour and up to a total of 500 emails a day.

There are 2 ways you can access shared mailboxes.

sign in to Outlook on the Web (OWA) https://outlook.selkirk.ca/

Method 1:

  1. Click on the circle with your initials in the top right of your screen




  2. Click on Open another mailbox




  3. Fill in the mailbox you would like to access.

 

This will open the mailbox in a new window.

Method 2:

  1. Right Click on the word Folders in your left hand navigation.

  2. Click Add shared folder




  3. Fill in the mailbox you would like to access.

  4. It will appear underneath your inbox.

  1. Select Settings .

  2. Select Mail. Then under Mail, select Rules.

  3. Select Add new rule .

  4. Type a name for the inbox rule in the Name your rule box and then select a condition and action from their respective drop-down lists. You can add additional conditions or actions by selecting Add a condition or Add an action.

  5. Add exceptions to the inbox rule by selecting Add exception and then choosing one from the Add exception menu.

  6. By default, the Stop processing more rules option is turned on. With this option on, when a message arrives in your inbox that meets the criteria for more than one rule, only the first rule will be applied. If you don't select this check box, all inbox rules that a message meets the criteria for will be applied.

Example: “Creating a rule on moving emails to folders based on date”

Outlook Rule example.jpg

 

 

Instructions on getting started with OneDrive can be found on go.selkirk.ca.

Click here to access Microsoft OneDrive Video training.

  1. Open File Explorer

  2. Find your OneDrive-Selkirk College folder and select to open

  1. Login to SRS to access your class list.

  2. Mark down the “Course name” and the “intake” of your class.

  3. Compose a new email in Outlook and type the email address into the “To” field:

  4. Type in the course name, dash (-), and intake, then add @edu.selkirk.ca

<coursename>-<intake>@edu.selkirk.ca

(Example: carp100a-w21r01@edu.selkirk.ca)

**you are not required to create your own contact list to email your class**

No, forwarding Outlook emails to personal email accounts is not supported or allowed by Selkirk College.

No, this method is not supported or recommended by Selkirk College.

Encryption involves encrypting, or disguising, the content of data in order to protect potentially sensitive information from being read by anyone other than intended recipients.  Click here for more information on Encryption and Securing your Data.

Up to 50GB with the Outlook desktop client. As always, it is recommended that you keep your mailbox clean to maximize performance. Larger mailboxes will perform slower especially on older computers.

Microsoft authentication will remember the last Microsoft account you accessed.  To fix this you have 2 options.

1) You can go to portal.office.com and log out of your other email and then login with your Selkirk credentials.

2) You can open a private or incognito window and go to outlook.selkirk.ca and login with your Selkirk credentials.

Yes, mail merge is supported by the Outlook mail client. Please contact IT Services should you require assistance.

Yes, your Outlook 365 email can be added to your phone providing your email application supports ModernAuth/OAuth2 including the Outlook App on iOS and Android. Note - Only Microsoft Outlook Mail application is officially supported.

Contact IT Services and notify us of the loss / theft. Should the device connect to the internet again, IT Services can remotely wipe the entire phone including email on the device.

Mac users can access Outlook on the Web.  Please contact the IT Services for more information about the Outlook Client.

Select and open the contact section (People) down in the bottom left corner of screen.  Right click on one of your contact lists and select properties.  Then select the outlook Address Book tab and check the box “show this folder as an email address book.

Employees have access to email for 30 days after their employment contract ends. Access to email after 60 days is not possible.

 

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