Turbocharging Teams

Turbocharging Teams - Episode 1: Sharing System Audio and Masterful Messaging

18 Jun 2020

By Kevin Kieller and Dino Caputo

Turbocharging Teams focuses on tips and tricks to help you get the most out of using Microsoft Teams. In this first episode, we look at how you can share system audio if, for example, you want to show a video during a Teams meeting. Then we tackle some tips to help you master sending and formatting Teams messages.

 

Microsoft Stream Microsoft Stream Generated Automatic Transcript:

 

Welcome to Turbocharging Teams, where we give you some quick tips and tricks to help you make better use of Microsoft Teams.

I'm Kevin Kieller and I'm joined by Dino Caputo, and with that over to you, Dino.

Thanks Kevin. So today I'm going to be talking about sharing your system audio in a Teams meeting. This is a feature that's been long awaited and I think one that a lot of people make great use of. So effectively, sharing your system audio in a Teams meeting allows you to literally play sounds that are coming out of your PC and share them from your computer to the meeting participants through Teams. You can use it to play video clips or an audio clip if it's part of the presentation right within a meeting.

This feature at this time is only available for Windows desktop clients. So hopefully we will see it in the near future come to the Mac and other devices, but for now it's limited to Windows desktops. You won't be able to include your computer audio while sharing a PowerPoint file or a whiteboard, but you could, for example, play a video clip or go to a browser and play content from there.

How do we do all of this? When you want to share system audio, you want to select the Share Screen button as indicated in the slide there, #1, and then you'll see a pop-up where you can decide what you want to share and you're going to include the option "Include System Audio," indicated by #2. And then you'll be effectively sharing your system audio. Now you have to make sure that you're playing your audio through your computer speakers when you do this. If you are using a headset like I am right now, you'll have to change it, otherwise it won't be able to share the audio. So just make sure you can hear the audio coming out of your PC or your PC speakers, then you're good to go.

I should also mentioned that if you forget to share your system audio when you're sharing, you can see as indicated at #3 below, you'll see an indicator which has an icon for your system audio and you'll be able to click that or hover over it to see if you're sharing. If you're not, you can click it to enable system audio, and then conversely turn it off. So, just in case you forgot to do that, that's also available. That's actually very new, a nicely added feature, and with that I'll pass it over to Kevin.

Thanks, Dino. I am going to talk quickly about masterful messaging, a key thing for the millions of people who are new to Teams. Number 1, if you have a message and you want to reply to it, you have to make sure you type where number 1 is indicated in the reply box. I know that seems simple, but threaded discussions and keeping track of stuff is important because a lot of people just type because maybe they are used to Skype for Business where there wasn't this kind of threaded discussion and they just reply. And if you type where #2 is, that's really a new conversation, so it's harder to keep track of. That's quick tip number one.

The second thing is whether you're in the reply box or starting a new conversation, you have all these icons on the bottom, but the one on the left, which is the A with the little pen that I've circled in red by the #3, that's kind of like the keys to the kingdom because when you click on that it opens this upper top menu and what I've done here on this screenshot is to try to kind of put labels beside all these fancy-dancy icons. Some of them are standard -- bold, italics, underline, strike out; you've got this multi-color highlighter, font color, font size (although you only get small, medium and large). Some paragraph styles, headings and regular. That little T with the X, click on that. That clears all the formatting so you can see the bunch of other things there on the far right. The trash can is the big "oops -- I thought again I didn't want to send this and I'm gonna delete it."

But then on the bottom, and I've tried to highlight a few of them in blue because they're really important. Once again on the left is the Show or Hide that Super Font Options menu. The Add Attachment paperclip should be familiar to most people and then the insert an emoji, a giffy or a customized sticker. These are fantastic things for creating camaraderie at a distance. You learn that your colleague is a big Star Wars fan or a Simpsons fan, or you learn a little bit about them. You can disable that when you set up a team, but don't do that, because that's how we express our individuality.

Some new buttons have started to show up, Schedule a channel meeting, Meet now, Insert a stream video, which is relatively new and relatively somewhat useless. But anyway, you've got the Praise button and then just because there's not enough, you click on the dot dot dot and you get more apps so you could for example, insert a poll or do other things

On the far right, is something really key. I've seen this so many, many times and I've done this many, many times -- let's say you insert an attachment and then you forget, because it uploads it, then you forget to hit Send. So the little paper -- I think of that as a paper airplane. I'm not sure what it is, but make sure you click on the send button or all your hard work with all the formatting will amount to nothing.

I do want to point out that if you're in a channel message, the little exclamation point is just Mark as important and then it shows up. However, in a one to one chat, the lower menu looks a little bit different. The exclamation mark is on the bottom and then it's really, it's a different same icon, different function. It lets you set delivery options -- Standard, Important - none of those are particularly interesting, but Urgent is great because then every two minutes for the next 20 minutes it pesters your colleague if they don't respond. Microsoft loves to use that use case in like a healthcare setting where you're paging a doctor but you know if I need Dino to do something urgently, the Urgent icon is what I use. So with that there some quick tips to help turbocharge Teams. And Dino, I will turn it over to you to rap it up.

Thanks for tuning into this Turbocharging Teams episode, and please let us know by reaching out to either of us if you have a topic that you'd like us to cover. And provide any feedback and with that, thanks very much and we will talk to you next time.

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