M365

MS Teams: Tips and Training

By now, tools from the M365 suite are being deployed in departments and agencies across the GC and we are all getting accustomed to their benefits, especially MS Teams – one of the new solution’s most useful features. For those who want to learn their way around MS Teams and for those who want to do a deeper dive into how Teams can support your work, we have put together some helpful resources.

Microsoft Support and Training

Microsoft offers extensive training on MS Teams, including a library of training videos on an array of topics found here including:

Quick Start
Collaborate in Teams and Channels
Work With Posts and Messages
How to Start Chats and Calls”

If you prefer written support, Microsoft offers a series of Guides that provide step by step support. You can bookmark them or print them for future reference as you use MS Teams.

They also have specific help on certain topics including a Tips for Better Meetings video along with companion step-by-step instructions.

GCcollaboration.ca Wiki

There is a GC-grown source for M365 and Teams support, which includes training resources of all kinds. The wiki features an array of virtual training sessions, videos, quick guides, articles, webinars, podcasts and an interactive demo. There is also access to a Microsoft-based discussion board where you can gain insights from fellow Teams users from around the world. This content continues to evolve so check back often.

Departmental Support

Due to variations in features used by each department and agency, it is best to check with your own IT department or CIO to find out what training and resources are available for your M365 to you.

The Department of Fisheries and Oceans has shared some of their departmental resources which you may find helpful.

Posted September 2020

Microsoft 365 Tenant 101

In response to the COVID-19 pandemic, the Government of Canada (GC) has made Microsoft 365 (M365) temporarily available for everyone in the GC for work at the unclassified level. This special access is been provided to the GC temporarily, under what we call the GCcollaboration tenant. M365 includes all the familiar Microsoft applications already used by the GC – Word, Excel, PowerPoint – but also features the collaboration tool, TEAMS – which combines chat, audio and video calls and document management tools.

M365 uses the cloud – so users do not have to log on to their Departmental networks to use it. Using M365 is new to many and there are many questions. We have done our best to put together some answers, below.

Frequently Asked Questions

What is a Microsoft 365 “Tenant”?

Essentially, a M365 “tenant” allows the GC a special license to temporarily use and access the Microsoft applications and tools packaged together in M365. For the GC in this time, it is called the GCcollaboration tenant.

Before Covid-19, there was a phased rollout plan to move many in the GC to M365 with each Department or Agency doing so under their own tenant. The immediate need to telework meant a change in plans. Shared Services Canada (SSC) worked closely with Microsoft to set up one big shared “tenant” for immediate use during the crisis. Think of the Tenant as a large space we are temporarily renting, while our own homes are closed for renovation. Information Management (IM) is especially important when working this tenant, since it will be turned off at some point. Be sure to pay attention to careful IM practices.

How does M365 help with remote working during the Covid-19 crisis?

Using M365 temporarily relives the burden on Departmental and Agency networks, which were not built to sustain robust remote access. And it also provides a collaboration tool –TEAMS – which is especially helpful for remote working.

Essentially, M365 helps GC teams remotely carry on with their usual business – things like video calls, audio calls, and easy document sharing while we are all working from home. It also allows team building, which can be especially important when we don’t have opportunities for face to face interactions.

How does it work?

The solution resides outside of the GC network, over the Internet. If you have internet access, you can use M365. It is accessible with most employees' own devices, as well as GC-issued devices. No need for VPN! You can access to the application by downloading it on your device or you can use web access.

How do I know if my Department or Agency is part of the new Microsoft 365 Tenant? The GC has acquired up to 420, 000 licenses available for use by Departments and Agencies. Users are identified by impacted departments, who will make their own decisions based on various factors. Contact your organization’s CIO team to find out about your access.

What sort of training available to learn how to use M365?

SSC has created a special wiki-style site on “GCcollab” which has an array of M365 training material in various formats including videos, infographics and guides. Departments are also sharing their training resources.

Check it out here

How do I learn more about TEAMS?

There is great content on using TEAMS, which is new to many of us.

Start here:

Blog: 4 Tips for Working from Home With Microsoft Teams

Tips for Effective Remote Work with Microsoft Teams

Quick Start Video for MS Teams

Video on Teams Meetings

Posted May 2020

Moving Forward with M365

By now, most across the GC are using new tools to work remotely. Microsoft 365 (M365) has been introduced across most of the GC, with each Department and Agency customizing its own deployment.

The M365 roll out may look different from organization to organization at the user level. This is due to careful planning in CIO offices who weigh various factors to plan their department’s introduction to M365. Different features are enabled for use by some, with others choosing a different set of tools.

Factors for these decisions include the size and location of the department or agency, security considerations, the nature of the work they do, their document and information management requirements and network capacity.

In addition, prior to the onset of Covid-19 and our changed work requirements, many departments and agencies were already proceeding with their M365 implementation, while others were planning their move to M365 further into the future. Plans obviously changed for all in the GC, with CIOs adjusting their schedules and decisions.

But with M365, and Teams the most used new tools, there are several options for learning about Teams’ features and applications across the GC that are helpful to all; no matter how your organization chooses to use M365.

To start, seek out the training, coaching available through your own Department or Agency. Most have an array of M365 training and support in place that best fits their own needs.

Next, there is a training portal, here you where you'll find a collection of various M365-related training products. You can click on a variety of tools to get started by application (Teams, Planner, OneNote) and by training material type (virtual training, guides, videos and infographics).

There is also the “Clicks and Tips” grassroots community on GCcollab, with users from across the GC, with an increasing focus on M365 content. It has plenty of relevant and helpful discussions, posts and information. You can find Clicks and Tips here.

Dive in and learn more about M365 soon.
Posted January 2021

M365 Community of Practice – Support of All Kinds[modifier | modifier le wikicode]

Have you visited the M365 Community of Practice (CoP) on the GCcollab site lately?

If you have access to GCcollab (and if you do not yet have access, it is easy to do here). You can then search out the M365 Community of Practice and bookmark it for easy access.

Joining the M365 CoP means you can participate in monthly meetings on various topics related to M365 use in the Government of Canada. There are guest speakers, a huge variety of topics and lively discussions, questions and answers.

There is also plenty of helpful content on the site, which continues to evolve.

The discussion tab captures discussions between colleagues from all over the GC on topics from MS Teams etiquette to IM best practices. Find out what your colleagues are sharing and talking about or better yet, ask your pressing question.

Under “Files” you’ll find a host of information clearly filed in a simple folder structure. There is information on everything from security to adaptions and communication to M365 Fact Sheets.

Additionally, M365 training content can be found on GCwiki and a supporting community is available on Clicks and Tips: GCcollab – which is another helpful site for M365 users.

July 2021

Community of Practice

We joined in on the May 21st, 2020 M365 Community of Practice meeting. We invited our friends leading the GC Flex initiative to present on team charters and trusted communications as it relates to remote working. Check out the recording here. Please note that you require a gccollab account for access.

Check out the M365 community here.

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