Sharing Files in Teams and OneDrive

One of the most frequent ways I get engaged as a Collaboration Consultant is to help people better understand file sharing and how it works both internally and externally within Teams and OneDrive.

Sharing files internally in Teams is pretty easy. You click the paperclip icon in a chat, in a channel or in a meeting.

Sharing files externally can be a little more confusing.  If you have external access to people in Teams - you can sometimes use the above methods of chat, channels and meetings. However, sometimes your correspondence with external users isn't in Teams. Sometimes you want to share files with users externally but it doesn't make sense to use Teams.

Sharing files using OneDrive is SUPER easy and straight forward.

This is one of the tips I'd encourage you to watch the video. It's easier to understand and I'm able to explain it in more detail than typing it all out.

Sharing a file (files) with external users via OneDrive

1. From wit
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Tips for Teams Meeting Invites

When sending a Team's meeting invite, there are some settings you can do ahead of time. Depending on if your invite is from within the Teams app or an Outlook invitation, you will see different features in different places.

Watch the video - for specifics!

Ways to customize Teams Meeting Invites

Watch the video for the full description and how to but these are at a high level the things you can customize in a meeting invitation.

• Lobby Settings
  Attendees may sit in a virtual lobby depending on your settings. Decide who can start the meeting, who can bypass the lobby.
  
  
• Set Presentation Permissions
  Decide ahead of time, who you want to grant permission to present. This can always be changed after the meeting starts.
  
  
• Disable Meeting Chat and/or Reactions
  Disable the ability to chat with meeting participants or the ability to use the reactions like raising their hand, heart etc.
  
  
• Prevent mic and/or video for participants
  Disable participant mic or video
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7 New Teams "In Meeting" Features in 7 Minutes

These features get rolled out behind the scenes. I'm breaking them down for you and showing them to you.  I'll highlight them in a list - but the best way to see them is to watch the video above.

#1 - Change your Camera, Speakers, Mic

You already probably know how to change it before you get logged into your meeting - but what if you need to change it mid meeting.

#2 - Change the Lobby Settings

After your meeting starts, you may need to adjust how you want the lobby to be utilized. Once I start my larger meetings or training sessions, I typically change it to everyone so I don't need to let everyone in one by one or get interrupted when people come and go due to connectivity issues.

#3 - Change your Background (after meeting has started)

This is another feature you probably have set when you start a meeting but did you know you can change it mid meeting?

#4 - Standout While Sharing Content

Fun features that allows you to have a sm...

Comparing Custom, Paid Training to Generic, Free Training

At first glance, you're probably thinking - uh - free - duh? But is it that simple? Let's take a look. 

First, free training is ideal if you know exactly what you're looking to learn, for example "How to write a basic formula in Excel" or "How to send a meeting invite in Teams" or "How to create a signature in Outlook". These are each specific and generic requests. When I say generic, I mean it doesn't matter if you work in retail, banking, insurance or healthcare - you won't need a unique setup of instructions based on your job or industry. You can easily google these phrases and get hundreds of decent to good quality instructions and/or videos. 

Much of the time free training is also static and asynchronous (not live). It is already written and recorded. Free training also tends to be more basic. The more complex what you're learning, the more important it is to apply it to your unique industry, job-type or data. 

So there...

Do you know your Learning Style?

There are 3 main learning styles.

1. Auditory - by listening
2. Visual - by seeing
3. Tactile/Kinesthetic - by doing

Most of us are a combination of these but understanding HOW you learn best can help you choose the best way to learn. Learning your make up will help you learn to choose the best way to learn and the primary focus.

The best classes take ALL these into account but as a learner, this will help you know where to focus and to ensure your primary learning style has been addressed. For example, if you are primarily a tactile/kinesthetic learner, you want to make sure there is hands on component to your learning plan.

Use these links or find other ways to assess your learning style. Here are 2 quizzes you can take that are pretty accurate and only take a few minutes and may help give you some insight into your learning style. I have no association with these so use caution in case these links have changed. You are not required to share any per...

What's the Difference between Coaching and Training? Should I Hire a Coach or Sign Up for a Training?

I have been "the coach" and "the coached", "the trained" and "the trainer". Whether you are looking for training or coaching, both have learning as an outcome. What's the difference? Training (classes) provide a one-time class which can be customized and is typically for a group. Coaching is a one-on-one option that is ongoing and provides additional accountability and consistency.  

As a coach and trainer, in BOTH cases I believe in an individualized approach to learning. Whether your goal is to learn a specific program, a new skill or attain a new competency level, your industry, prior knowledge and learning style must be taken into consideration for effective learning, retention and application. 

Training

When it comes specifically to learning technology, there is no shortage of training opportunities. Some are free, others are expensive.  A short search in your browser or YouTu...

Sending an Encrypted Email in Outlook

Did you know you can send an encrypted email in Outlook with just one click or automatically by using a key word in your subject line?  This is so easy you'll be amazed you didn't know this. Ideally, of course you don't send private information in an email - but sometimes it's necessary.

When to Send an Encrypted Email?

Although it depends on your company and your position but odds are most of your messages don't contain information that requires you to encrypt your emails.

• PII (Personally Identifiable Information).
  This includes Social Security Number, full mailing address, spouse and family information, bank or credit card numbers, detailed work information, tax returns etc.
• Secure Business Data.
  Any information considered proprietary by your business that could be used or valuable to competitors.
• Logins and Passwords.
  If possible - don't send passwords and login information but sometimes it may be necessary, if so this should always be encr
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Is Security Different when you're Working Remotely?

If you're like many people you have either transitioned to working remotely at least part of the time. Whether you're at home, on a beach, or logging in from the cabin, there are some different things to be aware when working remotely. 

Using Public Wi-Fi

If you are logging in on a public Wi-Fi, you should be careful not to transmit private data. This would include things like credit card numbers, social security numbers and other similar data that could be used to steal your identity or money.

A public Wi-Fi network is inherently less secure than your personal, private one, because you don't know who set it up, or who else is connecting to it. Ideally, you wouldn't ever have to use it; better to use your smartphone as a hotspot instead. 

Scanning for Wi-Fi and AirDrop

Often times your phones, tablets and laptops can be set to automatically scan for and connect to public Wi-Fi.  This can be turned off. When you're on a public ...

Passwords...

If you're like me - passwords are your nemesis. I have no less than 500 passwords. I mean seriously, I have a password to view my kids grades, a password to logon to my bank account, a password to unlock my phone, a password to watch Netflix, even a password for the app that controls my oven. Just thinking about it makes my head SPIN!! It literally never ends. And probably almost daily I'm adding something else to the list. Right? Without some type of system to keep track of your passwords, whether it's password manager, an excel spreadsheet or a notebook, there is no way to keep track of all your passwords much less keep them safe, secure and up to date.  

I've put together some password do's and don'ts. I have no doubt that some of these you have heard but I think some of them might be new to you. Like all good advice, sometimes we need to hear it again. (I'm speaking to myself too - some of these I'm in violation of too).

Password Do's

1. The Longer the Stronger.
   Many
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Phishing!! 4 Ways to Prevent Being Caught

What is Phishing?

At this point you probably know what phishing is - but to clarify - it's when a fraudulent email is sent with the intent of tricking the recipient (spoofed) to provide personal or financial information. This information can be used in a variety of ways, hacking and stealing from a bank account, identity theft or ransomware, among other things.

A Few Status About Phishing?

If you're wondering why it's important for you and/or your company to learn about phishing. Some interesting statistics from CSO Online.

• 94 percent of malware is delivered by email.
• Phishing attacks account for more than 80% of reported security incidents.
• Data breaches cost enterprises an average of $3.92 million.

4 Ways to Prevent Phishing Attacks

Although this is not an exhaustive list - these are the top ways to prevent phishing attacks.

1. Don't Trust the Display Name.
   The display name on an email is one of the easiest ways phishing attack
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