Microsoft 365 Apps Overview

0:06My name is Simona.

0:08Yes that's me.

0:09And in this skill, we're talking about apps

0:12the Microsoft 365 apps.

0:14Well, I say that but at the time of recording this content,

0:17Microsoft is going through a bit of a brand refresh

0:20where it's rebranding many of its former office 365 offerings

0:24as Microsoft 365.

0:26Now you will still see office 365 branding for subscriptions

0:30that only contain the end user apps and nothing else,

0:33and we do absolutely still use the term office to specifically

0:37describe those desktop applications such as word

0:39and Excel and whatnot.

0:40But don't let the detailed trouble you too much.

0:43The only reason why I mentioned it at all

0:45is that people ask me, what's the difference

0:47between Microsoft 365 and Office 365,

0:50and does it matter which one I've got?

0:52And the answer is, no, not really.

0:54But anyway what do I mean by these apps,

0:57well it's things like Teams and Excel

0:59and OneDrive and SharePoint and many, many more, including

1:03lesser known apps such as sway and planner

1:06and delve and gosh, so many more besides.

1:09And I suppose I should mention as a bit of a public service

1:12announcement that exactly which of these apps

1:15you have access to will depend on which Microsoft 365

1:19or Office 365 subscription that you actually have.

1:22I mean, look if I show you on the Microsoft website,

1:25some of these different Microsoft 365

1:28plans as I scroll down, you can see some of the same app logos

1:32from that slide I just showed you

1:34and which plan includes them.

1:35And if I go to the Office 365 plans,

1:39let me just scroll up a bit, there we go you can see again

1:42look which plans include which apps.

1:44Now, I do not expect you to care too much about the detail here.

1:48I just want it noted that you might not

1:50have access to all of the apps that we talk about

1:52in this course.

1:54So my goodness how on Earth do we

1:56go about learning some of this stuff?

1:57Well, in this overview skill first things first,

2:00we'll see where you have to actually go

2:02to find the apps that you have available,

2:04and we'll take a look around the Office 365 portal,

2:07and then we'll spend a couple of minutes

2:08on each of a handful of some of the lesser

2:11known apps such as planner and sway and whatnot.

2:14And so that is this skill.

2:16But some of the other apps like Teams and Outlook

2:20for the web and whatnot are somewhat more

2:22heavyweight beasts, and also a much more widely used,

2:25and so I've decided that they deserve

2:27their own dedicated skills within this course.

2:30And I do expect you to cherry pick what you watch here

2:32for example, if you use the traditional desktop

2:35application for Excel and never the browser-based version

2:38then I don't necessarily expect you

2:40to watch the Excel for the web skill

2:42because I've got a whole other separate courses

2:45on those full desktop applications

2:47for the traditional office products such as Outlook

2:49and Word and Excel and PowerPoint.

2:52Oh dear, I wanted to explain this.

2:54So that you didn't get overwhelmed by the content,

2:56but I fear I've kind of made it overwhelming,

2:58but here trying to give you the summary here,

3:00there is potentially an awful lot

3:02to learn but honestly please just pick

3:05the videos, which are aligned to the products

3:06that you want to learn about.

3:08And with that, let's get started.

0:00[AUDIO LOGO]

0:06It's not uncommon for people to say to me,

0:09well, I know I've got Excel and Word,

0:11and PowerPoint and Outlook installed on my computer.

0:13And I know how to get to my email on the web.

0:16But I don't know if I've got any of those other apps.

0:18And, of course, the answer depends--

0:20as we saw in the last video on exactly what licenses

0:23have been purchased for you.

0:24But here's the thing.

0:25There's just one easy web address for you to remember--

0:28and that's office.com.

0:30Now you can see I'm using the Microsoft Edge browser,

0:33but you do get a very good experience in other browsers

0:35as well.

0:36For example, it's pretty seamless in Google Chrome--

0:38but anyway, just go to office.com.

0:41And the idea is, you're going to be signing in using your work

0:44email address.

0:45So let me just paste in the address of the account

0:47that I use in my demo environment.

0:48And then, of course, you need to put in your password.

0:50And this will load what I'm describing as the Office 365

0:55portal.

0:56It's a home page of Office 365.

0:58And this contains all of the end user

1:01stuff of your Microsoft 365 or your Office 365 subscription.

1:05And what you're looking at on the screen here,

1:07may or may not be exactly the same as what

1:09your environment looks like.

1:11But the broad components should be similar.

1:13So down the left hand side, you can

1:15see there are shortcuts to the different apps

1:17that you have available.

1:18So, for example, there's the Outlook icon.

1:20If I click that, that takes me to Outlook on the web,

1:23through another browser window and other tab here.

1:25And actually this is interesting,

1:27because when people say to me, well,

1:28I already get my email on the web,

1:30they may be familiar with this.

1:32But may not have spotted that look, there's this App launcher

1:35button at the top corner here, and that will take you

1:38to your other apps or click this button

1:40and that will take you back to that portal.

1:42But I do have quite a few spare tabs open,

1:44so let me just close those and get back to the one we were at.

1:47So yes, shortcuts down the side or use

1:49the App launcher, your choice.

1:51And then the main part of the screen

1:53is going to give you shortcuts and different things

1:55that you've interacted with recently.

1:57So I've got this recommended bar across the top.

1:59So I can scroll through that.

2:00And this is going to give me things

2:02that I've recently edited or files I've recently opened.

2:04And if there are things on this list that you think,

2:06oh, well, that's a bit odd--

2:08this random presentation here--

2:09I don't even think that was a file that I wanted to save.

2:12Then you can choose to not have it displayed

2:14in this recommended list.

2:15So you can be sure to keep this part relevant.

2:18And then you'll also see down here I've got a list of files

2:20that I have recently interacted with,

2:22and these might not be files stored

2:24in my bits of cloud storage.

2:26They could be stored on my Onedrive

2:28or it could be from other SharePoint document libraries.

2:31They may be files that I have recently

2:32looked at that other people have edited

2:34and/or maybe files that I have shared recently.

2:37But I do like this Activity column.

2:39You can filter it by files that have had recent comments

2:42or edits or where you have been particularly mentioned,

2:44so that can be quite useful.

2:46And also this Search at the top--

2:47now if you just click in there you'll

2:49get an idea of the sorts of things you can search.

2:51So you can search for apps, or you

2:52can search your files or your people,

2:54or even your SharePoint sites.

2:55So, for example, maybe I want to see if I've got the Sway app.

2:58Well, I just started typing Sway and sure enough there

3:01as the app.

3:02Or maybe I want to do a search for a particular file.

3:04I'm sure I had an agenda somewhere--

3:06it will pop up with those files.

3:08You also might have this Install Office button just here.

3:12Of course, Office is word Excel, Outlook, and PowerPoint.

3:15And you might think, well, why have

3:16I got that button when I've got these shortcuts

3:18down the left hand side.

3:19Well, these shortcuts down the side

3:21are for the web versions of these products.

3:24Now using Microsoft Word in the browser,

3:26using Excel in the browser--

3:27not the locally installed applications.

3:30Whereas this button here, will give you the ability-- again,

3:33depending on exactly what flavor of Microsoft 365 or Office 365

3:38you've got, but you may well have the option

3:40to also install the full locally installed desktop applications.

3:45And in fact, it is quite useful to go ahead and have

3:47a look at this Other install options part of the menu,

3:49because that will take you into part of your account--

3:52where you can, Install Office.

3:54But also look, you can view the apps and devices you're

3:57using Office on, because you can actually

4:00Install Office on up to five PCs, if your license allows it.

4:04And if you click that, you get to see exactly what devices you

4:07have already installed it on.

4:08Now interestingly, you can see for this demo

4:10account I haven't got any installations of Microsoft

4:13Office.

4:13There's nothing listed under devices.

4:16That's because, I'm using my CBT Nuggets

4:18account for my actual local installations of PowerPoint,

4:22and Word, and Excel--

4:23I haven't used any of the licenses that come

4:25with this demo environment.

4:27But anyway, if I just take ourselves

4:28back to that home screen back to that portal,

4:31you'll also see top rightish.

4:33I've got a few settings that I can play with.

4:35For example, the Themes--

4:36that's the look of the portal.

4:38You might find your organization does customized slightly

4:42with a banner across the top.

4:43There like this demo environment or it might be just a standard

4:46Microsoft Office one, or you can choose-- well,

4:48let's just expand this you could choose a fancy pattern--

4:51whatever you like.

4:52You've also got the option to use dark mode if you prefer.

4:55I'm not really a dark mode kind of person,

4:57but that certainly is a useful option for many us,

4:59and, for example, you could change your password.

5:01So a few options there that are worth knowing about.

5:04But I think that's enough of a look at the portal.

5:06Let's crack on and start exploring some of those apps.

0:00[AUDIO LOGO]

0:06Let's begin our little tour of some of the Microsoft 365 apps

0:10with Planner.

0:11And I'm sure the name suggests to you that this

0:13is all about planning things.

0:15And this is Microsoft's description--

0:17a simple and highly visual way to organize teamwork,

0:20by providing a hub for team members

0:22to create plans and assign tasks.

0:24And as we'll see that is a good description.

0:26But if you've got project management experience,

0:29you might be thinking--

0:31assigning tasks that sounds like a project management software

0:35function for which we would normally-- from the Microsoft

0:38line up of products, be considering Microsoft Project.

0:40And so, of course, that does leave us to ponder.

0:42Well, what is the difference then

0:44between Planner and Project?

0:46And the answer very much comes down to cost and functionality

0:50with Microsoft Planner being available at no extra cost

0:54in most of the Microsoft 365 or Office 365 subscriptions.

0:58Whilst Microsoft Project requires the purchase

1:00of an extra subscription.

1:02And that's because, it's a comprehensive project

1:05management solution with resource planning,

1:07and budgeting, and reporting, and program,

1:10and portfolio management too.

1:11While Planner, is designed very much to simply help us organize

1:15teamwork and it's easy enough to use right out of the box.

1:19So let's have a look.

1:20Of course, we're going to launch the Planner

1:22app from your portal.

1:23So I'm just going to click on the App launcher button.

1:25And because I've used it recently,

1:27it's appearing on the list for me here,

1:28but you might have to click All apps in order to find Planner.

1:31But, of course, we choose that.

1:32That's going to load.

1:34And notice that it's showing you what we call the Planner hub.

1:37This is going to give you an overview of all of the plans

1:39that you are a part of.

1:40So you can see, I've already got a few plans here.

1:42But we are going to create a brand new plan together,

1:44so you can see how it works.

1:45So over on the left hand side-- if you choose New plan.

1:48And then you need to give it a name.

1:49So let's imagine we've got some Product Launch event that we're

1:52planning as part of this fictitious company I

1:54use for my demos.

1:55And I also need to decide how private or public

1:58I want this to be.

1:58So I'm going to choose Public, because I

2:00am happy for anybody in my organization to see this plan.

2:03But I could make it more private, if I preferred.

2:05But let's go ahead and create that plan.

2:07And that will create a new object,

2:09a new plan in my Planner hub and it's taken me straight to it.

2:12There we go Product launch.

2:13And you can always click the name of the plan

2:15if you want to, for example, change the colors,

2:18the background that's used.

2:19Or to change the privacy settings or add a description,

2:21or to control notifications.

2:23But also did you notice, on the General tab

2:25right down at the bottom there, that's

2:27how you would delete a plan.

2:28And it might seem a bit premature for me

2:30to be showing you this one we've only just created it.

2:32But, of course, if you're just playing around with me

2:34and you want to try something out then

2:35you can do confidently, knowing that you can get rid of it

2:38afterwards.

2:38But anyway, the first thing we need to do is add a few tasks.

2:41So I'm going to click this Add task button.

2:43And the first task is to choose the venue.

2:45So I'm just going to type in a task name

2:47and then hit Enter, that has put the task on my task list

2:51and given me the ability to start typing another task.

2:53You'll notice that I could have been setting due dates

2:55and assigning these tasks, but I'm

2:57going to come back to that later.

2:58So I'm just going to quickly fast forward

3:00through me hammering in a few tasks

3:02here for this fictitious Product Launch.

3:03So I'm literally just typing the task name, pressing Enter,

3:06type the next task press Enter.

3:08That's a nice quick way of entering in a list of tasks.

3:11If I just click in a blank area, then you

3:13can see there's the task list that I've created--

3:15quite a few of them there.

3:16And at any time I can go back into these to add more detail.

3:20Now I could do that by clicking the little more options button.

3:22For example, I could assign the task to somebody else

3:25or add a label to a task, we'll see that

3:27and actually in a second.

3:28Or you can actually just click the Task

3:30itself to open it up, and see all sorts of things

3:32that we can do.

3:33So yes, I'm going to assign this to somebody.

3:35So let me assign it to one of my colleagues, Lee.

3:37So I'm going to choose, Lee from the internal address book,

3:40and it says, oh, do you want to assign the task

3:42and add user to the plan?

3:43Yes, I will.

3:44So let's assign that and add Lee.

3:46So now this task is assigned to Lee.

3:48But now let's add a label.

3:49So let's imagine this particular task is a marketing task.

3:52So I think, oh, well, let's say let's choose

3:54a color for our marketing tab.

3:56Let's choose red, so I'm going to edit that to make sure

3:58that it's not called red it's called marketing, press Enter.

4:01And yes, I'm just going to choose that to assign it.

4:03And I could assign multiple labels as you saw.

4:05We'll come back to buckets in a second,

4:07but let's imagine Lee, has already

4:09started choosing the venue.

4:10So this task is in progress, and it is quite an important task.

4:13I'm not too worried about the start date on this occasion,

4:16but we have decided that we really

4:17do need to have chosen the venue by the end of this week.

4:19So let me put in a due date there.

4:21And, of course, I can add a little description

4:23or add some notes in here.

4:24I could choose whether to have those notes showing

4:26on the card--

4:27that's the actual object on the board over here,

4:29but I don't think I do want that.

4:30But I could also add some Checklist items.

4:33Now this becomes useful-- if you have a task on your task list

4:36that's rather a big task, so you could break it down

4:38into individual items.

4:40So you would just click an item there.

4:41So maybe we're going to be inspecting Hotel Amelie.

4:44And let me just fast forward adding on a few more items

4:47to this particular checklist for this task.

4:49And then, of course, we would check the ones that we've done.

4:52So it's almost like well subtasks within this main task.

4:55I can Add attachments to this as well.

4:57So let me just pick up, for example,

4:59or I don't know let's just pick up a picture from my computer.

5:02So if I just go into my pictures folder,

5:04yep, there's a nice picture the venue that we might be using.

5:07And if you do pick up a picture, then it

5:09can be quite nice to show that on the card,

5:10because it does look quite nice.

5:11You can just see it in the background there.

5:13And then any other comments.

5:14So this is where maybe me and Lee,

5:16because I've assigned this task to Lee,

5:17could have a bit of a conversation here.

5:19So I might be saying something like,

5:20can the inspection reports be shared with the team.

5:23I've added that comment and you could

5:24imagine that Lee could add another comment as well.

5:27But if I just click outside of that box

5:29to complete all of that, you'll see that, that task is now

5:32much more fleshed out.

5:33It's got its marketing label, there's the picture.

5:36I can see that it's important, that it's in progress.

5:38It's got a due date two of the seven subtasks

5:42have been completed and it's been assigned to Lee.

5:44And of course, we would flesh out these other tasks

5:46in a similar fashion.

5:47But one thing that I really love about Planner,

5:50is this idea of buckets.

5:52So you can see-- it's already given us bucket called To do.

5:55So that's this first column.

5:56And you can rename that if you wanted to call it something

5:58else, but I'm happy with that.

5:59And then you add other buckets, other columns to determine--

6:03usually the status of the task.

6:05So you might want to have the To do list and then in progress,

6:08and then complete and then signed off

6:09or you could use these buckets as categories.

6:12Anything you like.

6:13So I am going keep the To do bucket,

6:14but I'm going to add another bucket, which

6:16is going to be called On track.

6:18So therefore, any tasks which are currently

6:20in progress and they're on track,

6:21I'm going to move into that bucket.

6:23Let's add another bucket called At risk.

6:26So maybe there are some tasks that we

6:27are a little bit worried about.

6:29So maybe the PR activities, aren't going too well.

6:31Maybe we're having trouble with the AV equipment rental.

6:33And let's just add one more for tasks, which are

6:36blocked for whatever reason.

6:38But you can see how useful it becomes

6:40being able to organize your tasks

6:42by these different columns, these buckets.

6:44And when you've got tasks that have been marked as complete.

6:47Well, you just click the little button there

6:49to say, yes, that's done.

6:51That'll then be collapsed into a separate little list

6:54here in that bucket called completed tasks.

6:56And for me, 9 times out of 10 I work with Planner in this Board

7:01view, but you're also see at the top here,

7:03we've got a Charts view.

7:04This will give you really good real time information

7:07about the tasks-- which haven't yet been started,

7:09and the ones which are in progress.

7:11And the number of tasks in each bucket

7:13and different priorities and Whatnot.

7:14So all sorts of insights you can get there.

7:16But also the Schedule view.

7:18If you had filled in all of those dates,

7:20the start date, the due date, then they

7:21would show in this Schedule view here.

7:23And you remember, we've only put a due date on one of our tasks.

7:26But let's imagine we think, well, the keynote speech

7:28planning, we're planning on doing that this week.

7:30You can drag it onto the schedule

7:32and indicate, oh, we're going to be doing that through that week

7:34there.

7:35And that will now-- if I go into that particular task,

7:37have assigned that start and end date

7:39according to the dates that I dragged it on the calendar.

7:42So it's a really, really nice user interface.

7:44And then, of course, by the time you've got lots of tasks,

7:47with lots of different labels, and people assigned to them

7:49and different priorities and whatnot,

7:51then the filtering will be useful.

7:53Maybe you want to see all of the late tasks or maybe

7:55the important tasks, or maybe all

7:57of the tasks assigned to a particular person.

8:00Or maybe all of the tasks that are marketing tasks, then

8:03my goodness, you get a lot of insight by using those filters.

8:06Brilliant.

8:07Now I did promise you this can only be a quick overview.

8:10So hopefully that's given you an idea of how it works.

8:12But I have two bits of homework for you, if you are interested.

8:16Firstly, this button here will give you a few more options.

8:19In particular, you can add a plan to your Outlook calendar.

8:22So if your life is ruled by your Outlook calendar

8:24and you want to see these tasks in your calendar,

8:27then you can work through a few options to do that there.

8:30And also something I really, really love--

8:32look at the bottom left hand corner,

8:34you can get the Planner app on your device.

8:37This means you can use your phone, your iPad-- whatever

8:39it is, to see your plans, to see those tasks.

8:42And when your team really does start using Planner a lot,

8:45you'll find that there are lots of plans.

8:46So we know that they're all gathered together

8:48on the Planner hub.

8:49But also look at this over on the left hand side My tasks.

8:52That's where you see all of the tasks assigned to you

8:55across the different plans.

8:57It saves you from having to go in and out of all

8:59of those separate plans to try and work out which tasks

9:01have been assigned to you.

9:02You can see them all in a single view here.

9:05It's a really nice app.

9:06I do urge you and your team, to give it a go.

0:00[MUSIC PLAYING]

0:06There is nothing I like more than checking something

0:08off a list.

0:09I really am a to-do list kind of person.

0:11It helps me to structure my work,

0:13and it gives me great satisfaction

0:15to work through the tasks on a list.

0:17But, hang on a minute.

0:18Haven't we've just been talking about tasks in that Planner app

0:22in the last video?

0:23And yes, there is potential for an overlap here.

0:26But in a nutshell, think of Planner

0:28as the tool for organizing teamwork, and To Do as the app

0:32for organizing your own day, your own to-do list.

0:35Let me show you.

0:36Now, if you've been using Microsoft Office in your work

0:39environment for a long time, you might

0:41be used to using Outlook to manage your tasks.

0:44And indeed, what you're looking at here

0:45is the Outlook desktop application.

0:47And if I just go down to the bottom left hand corner

0:49there and go into Tasks, you can see

0:51that I do have a few tasks on my Outlook list.

0:54So for example, I really must ring my mother today.

0:56And also, it does always amuse me

0:58that these tasks have been hanging around

0:59on my demo environment for many years now.

1:01So my poor dog, she probably is due a walk having not clearly

1:05had one since 2014.

1:06But anyway, that is the Outlook application.

1:09Hold that thought, because I'm now going to take us back

1:11to our Office 365 portal.

1:14And as you might guess, there is a To-do App,

1:17which you can get to from the app launcher.

1:18Again, you might have to search for it through all apps.

1:21But actually, rather than launching it from here,

1:23from this home screen, look over towards the right hand side.

1:27There's a button here that will help you plan your day.

1:30And when you click that, what it's going to do,

1:33it's going to bring in some content from Outlook,

1:35you can see the logo there, including

1:37various meetings and whatnot.

1:39And also, this task due today, that's

1:42the Ring Mom task that you saw a second ago.

1:44Great.

1:45So let's bring in stuff from Outlook.

1:46But also, look at the top here.

1:48That's the calendar.

1:49If I go to To Do, then it's going

1:51to bring in those same tasks that you saw a second ago

1:54in the Outlook desktop application,

1:57including those really old tasks there.

1:59So there is some direct integration

2:00there with Outlook tasks and the To Do app.

2:03But look at the bottom right hand corner.

2:05This is really good.

2:06If I choose to manage all tasks, this

2:09is going to be incredibly useful.

2:11Because we saw in the last video that in Planner,

2:14other people had assigned tasks to me.

2:16And I think, well, how does that integrate with my Outlook task

2:19list?

2:20Well To Do is the answer.

2:22So look down the left hand side.

2:24We've got My Day, which we'll come back to.

2:25We've got Important tasks.

2:27But also look, Planned tasks.

2:29Those might be any tasks that have

2:30got a due date so that they can be arranged when they are due.

2:33And you can see those really old tasks just there.

2:36But also look, Assigned To Me, for example, from Planner.

2:40So these are some of the same tasks that we saw before

2:42in the Planner video.

2:44I can also have Flagged Email showing here,

2:46and also look, again, those are those four Outlook tasks

2:49that we saw.

2:50But let's just go back to my day because I absolutely love this.

2:53This Is going to help me plan today.

2:55What am I going to do today?

2:57And over on the right hand side, To Do

2:59is suggesting for me what tasks I might want

3:02to add on to my list for today.

3:04So I think, yes, I really ought to ring my mom.

3:06And, yes, my poor dog really ought to get a walk today.

3:09So you can see I'm adding particular things to-do today.

3:12And maybe I think, yes, I really should book my flights.

3:14So I'm adding these tasks from the other parts

3:17of To Do onto my day.

3:19And at any time I can right click on any of these

3:21to remove them from my day or to mark

3:22them as important or complete or change the due date

3:25or whatever, you get the idea.

3:27But I can also add additional tasks.

3:29So there might be a task that doesn't yet

3:30appear on any other list that I do want to do today.

3:33So let's imagine I'm involved in some trainer recruitment

3:36and I'm going to be participating in a trainer

3:38interview.

3:39So I need to prepare for that.

3:40So I just type that in and press Enter.

3:43And now notice that when I click on a task, that panel

3:46over on the right hand side, which previously showed me

3:48suggestions of things to add to my day,

3:50that's now showing me detail for the selected task.

3:53So, this task here for example, has come from a plan in Planner

3:57whereas this one here was the one that I just added.

3:59So, yeah.

4:00That's been added to my day.

4:01I might want to set a reminder so yes,

4:03please remind me later on today.

4:05Maybe I want to add a due date, I really

4:07must get this done by tomorrow because the interview is

4:09tomorrow.

4:10It's not a repeating task.

4:11I can add a category.

4:13Now you'll notice that the categories are colored.

4:15The named categories are ones that I

4:17have worked on in Outlook.

4:19So if I had already renamed my categories in Outlook

4:22then they will shine through here.

4:23So this is an Admin task, for example.

4:25I could have multiple categories but that'll do for now.

4:27I can also add a file.

4:29So maybe I've got a copy of the trainer's CV

4:32or resume to look at.

4:33So I'm going to attach that to this task.

4:36So that's useful.

4:36And I can also add any extra notes down here.

4:39Now I must admit I quite often use this

4:41to copy and paste any text that's

4:42come from a chat message.

4:45So, maybe my co-worker said to me,

4:46oh will you join the trainer interview later on today?

4:49It's the second interview for her

4:50to meet the team, blah, blah, blah.

4:52So I might just copy and paste that information

4:54directly into there.

4:55But look at the top.

4:56I can also add steps for this particular task.

4:59And this really appeals to my sense of structuring my work

5:03and marking things off when I've completed them.

5:05So this allows me to add subtasks,

5:07a bit like the checklist that we saw in the last video.

5:10So, for example, maybe I do need to review her CV.

5:12Let me press Enter and add another one.

5:14I need to watch the sample videos that she submitted,

5:17and I also need to prepare some questions for the interview.

5:19Of course, once you've completed a task,

5:22so let's imagine I finally taken my poor dog for a walk,

5:24I can check the little box there.

5:26It'll give you a little satisfying ding sound

5:28which, you won't have heard because that would have

5:30gone in through via headphones.

5:31But it's shown there as completed.

5:32And this one remember, that had several steps.

5:34If I had completed one of those steps,

5:36and I can mark off individual items

5:38that I have completed within that overall task.

5:41You can also add a whole new list.

5:43So over on the left hand side here

5:44let me just add a new list.

5:46So let's imagine I need to do some shopping for a Team

5:48Offsite.

5:48So, it's going to be a bit of a grocery list here.

5:51So a shopping list.

5:52Let's add some items.

5:53So, eggs, bacon, let's imagine we're going on a camping

5:56trip or something so, teabags.

5:57You get the idea.

5:58And what I really like about this is I

6:00can share lists with other people.

6:02So top right hand corner this time,

6:04I could invite them to look at this list.

6:06And this is going to be useful in my situation.

6:08I've written the list of things we need for the Team Offsite

6:11Event, but I might want somebody else to actually go and do

6:13that shopping.

6:13So, great that I can share that list with them.

6:16So I think you can say that To Do

6:17does bring together all of the tasks from different places

6:20where I might have had tasks assigned to me or tasks

6:23from Outlook.

6:24But do remember right at the beginning of this video,

6:26I showed you the tasks that I had in the Outlook desktop

6:29client.

6:30And sure enough, it is synchronized

6:32back from the To Do app into Outlook.

6:34Because we can see that yes, I've

6:36marked off that I've taken the dog for a walk.

6:38And I've got this new task that has appeared.

6:39So synchronization works both ways.

6:42But also, if you look more closely

6:43at the left hand navigation panel in To Do,

6:46it seems to think that I'm in Outlook.

6:48Now this would be Outlook for the web

6:50this time because I'm in the browser.

6:51And indeed, if you look down the bottom well,

6:53that's obviously the tasks part of Outlook

6:56and, this here is my email.

6:57So if you go to your email in Outlook for the web,

7:00and go into your tasks, and you might think to yourself,

7:03well that's just going to be the same as going to Outlook tasks

7:06through the desktop application.

7:07Well actually, if you click on Tasks in Outlook for the web,

7:11it takes you to what we've just been looking at the To Do app.

7:14So the integration is really nice.

7:17And much like Planner, there is also

7:19a really lovely mobile app.

7:22You can see my iPhone here, and there's the To Do App.

7:25So if I just tap that to go into it,

7:26sure enough, you can see the same items on the list.

7:29And I don't know if you just saw briefly there, the shopping

7:31list synchronizing itself.

7:32So let me just start off with the My Day item.

7:35And you can see those same things

7:37that we saw a second ago in the app itself.

7:39Let me just tap back and, there we go.

7:41Let's take a quick look at that shopping list.

7:43Fantastic.

7:44I love it.

0:00[AUDIO LOGO]

0:06The next Microsoft 365 app I'd like us to look at,

0:09is Microsoft Lists.

0:11And while I know, you know what a list is.

0:13I'm imagining that you might be thinking really.

0:16The world's gone mad.

0:18Haven't, we just spent the last two videos talking about lists?

0:21Planner is a list of teamwork tasks.

0:23To do is my list of things to do,

0:25and you're telling me there's another app called Microsoft

0:28Lists?

0:29Well, yes, I am.

0:30And this orange stripy thing here is its little logo.

0:33But yes, lists is all about creating a list

0:35for tracking all kinds of information.

0:38And this is why I decided to create this apps overview

0:41skill, because there are so many Microsoft 365 apps.

0:44It can get confusing, as to when you would use which.

0:47But anyway, let me give you some context here for the Microsoft

0:50Lists app.

0:51If you've ever heard of Airtable,

0:53then Microsoft Lists fulfills very similar use case

0:56scenarios.

0:57But Airtable, is a competitor to Lists.

0:59It's been around for much longer and contains more functionality

1:02at the time of recording.

1:03Although if you've never heard of Airtable,

1:05then you probably don't care too much about all of that.

1:07But you might be familiar with SharePoint.

1:09And if so, you might be thinking,

1:11well, hasn't SharePoint got Lists?

1:13And yes, you would be right.

1:15And indeed SharePoint lists, was the foundation

1:17of Microsoft Lists.

1:19The SharePoint list functionality

1:21evolved to give us Microsoft Lists.

1:24Now we will talk more about SharePoint and other time.

1:26But if you're not familiar with SharePoint,

1:28then don't worry, because I bet that you've at least seen

1:31a List that lives in a spreadsheet application--

1:33like Excel, for example.

1:35Because spreadsheets are really good at sorting and filtering

1:38lists.

1:38In fact, let me show you one which

1:40will form the basis of our example in this video.

1:43You can see I'm in Excel for the web,

1:45and this is some kind of Issues Log for our Studio Engineering

1:48Team.

1:48So everything that needs fixing or installing or maintaining

1:51gets listed here as an issue.

1:53I've got different priorities and statuses

1:56assigned to all of these.

1:57And as I said, spreadsheets are very

1:58good at sorting and filtering.

2:00So if I wanted to sort this list to show the oldest

2:03outstanding issue first, I can sort by largest

2:05on the days old column.

2:07Or if I want to sort it by priority,

2:09then that means I get to see all of the critical priority

2:11items listed together.

2:12And you'll also notice that I've got

2:14a column here for the stakeholder email address.

2:16So that's the email address of the individual,

2:18who's got the biggest vested interest in the issue.

2:21And that's useful to have to hand, because it means

2:23if the status changes or if you've

2:25got a question on an issue, then we know who to email.

2:28So as an Excel spreadsheet, that's

2:30in a shared area in the cloud.

2:32And I've set permissions, so that the engineering team can

2:34all work on this and we can all add comments and whatnot

2:37to explain what's going on.

2:38That kind of work is OK.

2:40But it's going to work even better in Microsoft Lists.

2:44So I'm going to go back to the Office 365 portal.

2:47And as you've come to know-- if we go to the apps launcher,

2:50now I've got lists already on the list there.

2:52But you might have to go to all apps in order to find it,

2:55but let me go to Lists.

2:56And I've already got a few lists in place here,

2:58but what we're going to do, we're

2:59going to create a brand new List together.

3:01So at the top here, just click New list.

3:03And this is interesting, you'll see straight away at the top,

3:06you could create a brand new Blank list or look at this.

3:09You could bring in an existing list from Excel,

3:12because I do think it is really quite

3:14likely that in some scenarios-- a bit like my issues

3:17logged there that you saw in Excel, that we've already made

3:19a start on something in Excel.

3:21And you can absolutely pick up the appropriate file from Excel

3:25and then bring that into Lists and work on it from there.

3:27So you could do that, but actually what I'd like us to do

3:30is have a look at some of these templates,

3:32because this is brilliant when you're

3:33learning about a new tool, because it gives you

3:35all sorts of examples as to how you could use these things.

3:38So, for example, maybe an asset manager.

3:40It's showing you here what fields,

3:42what columns are already in place for you

3:44to start filling in.

3:44So it's got pictures, and asset tags,

3:46and the status, and manufacturer, and all sorts

3:48there, or maybe a recruitment tracker.

3:50This is great for giving you ideas as to how

3:53you could use Microsoft Lists.

3:54What about the work progress tracker?

3:56So obviously, to pick a template and use it then you

3:59would just click the button down here use template.

4:01So for us, let's start off with the Issue tracker.

4:03We're going to create a new log from scratch,

4:06using the same concept that we just saw in the spreadsheet.

4:08But we are going to create a new one from scratch

4:10using the template.

4:11So I'm going to click Use template.

4:13Let's give it a name, or I think I'm

4:14going to call it Issue log rather than Issue tracker.

4:17I could put a description in there.

4:19I could choose a color--

4:20I think a dark green will be nice

4:22and then I could choose an icon.

4:23So yes, I think the little bug icon will do just nicely.

4:27And then I create that list.

4:29Now that obviously will then appear

4:30as another item in Microsoft Lists

4:32and it's taken me straight into there.

4:34So it's got all of the column headings already set

4:37up ready for me to add a new entry to that list.

4:40But before I do that, I might want

4:42to make a few changes to this list.

4:43So I'm just going to close down this information panel over

4:45on the right hand side here.

4:47And I can see there are a couple of columns which I don't really

4:49need.

4:50So if you click on the dropdown there,

4:52you've got some options here within column settings,

4:54and we'll be looking at some of these options.

4:55But for this one, I'm going to go into Edit

4:57and I'm going to say, right at the bottom, nope,

4:59I don't need this column at all I'm going to delete it

5:01and yes, I am absolutely sure.

5:02And you will also notice if I just go into the same option

5:05here for Images.

5:06If you didn't want to delete it, you just wanted to hide it.

5:10You could do that instead.

5:11So maybe I think, well, I might want an Images column,

5:13I'm not really sure if I need it right now.

5:15So for now I'm going to hide it.

5:17And let's Apply that.

5:18So I've just changed the view, so we don't see that image

5:20column anymore.

5:21But I might want to make other changes,

5:23so it's easy to change the width of the columns there.

5:26I can change the position of the columns--

5:27I can just click and drag to move them around if I want to.

5:30But I do want to make some changes to the Status column.

5:33So I'm going to go back into Edit again.

5:36And this time you'll see well, it's already

5:38got lots of properties set for this column,

5:40because, of course, we based it on the template-- including

5:42look.

5:43These are the different choices of statuses

5:46that the user can pick from.

5:47Now we don't use those terms in our organization,

5:50so of course, we're going to want to change these.

5:51So if there are a few that we don't want.

5:53So I'm going to get rid of some of these and even that one.

5:55And I'm going to add another choice.

5:57I'm going to add one that's going to be Pending,

5:59and I get to choose the color--

6:00I think perhaps a nice blue would be a good color there.

6:03And you'll see there's also this checkbox here

6:05can add values manually.

6:07That means the user can enter in a different term

6:09other than those four status types there.

6:11Well, no, I don't want them to be

6:12able to do that, they can only pick from one of those four

6:14statuses.

6:15And also what do I want the Default value to be?

6:17Well, I want it to be Pending.

6:18So it's actually easier to edit from the template

6:21rather than creating a brand new column from scratch.

6:23But look at the top here, learn more about column, types,

6:26and options--

6:27as you might imagine, there is a lot

6:28of help information available to help you understand what

6:31you can do with all of this.

6:32But anyway, let me click Save down the bottom here.

6:35And I'm also going to make a change to date reported.

6:38So if I just go back into that same Edit option

6:40there, because I want to set the Default

6:42value to be Today's date.

6:44And also actually, this is interesting

6:46use calculated value.

6:47That's how the days old column gets populated--

6:50today's date minus the date it was reported.

6:53And again, you can see there's some help there to understand

6:55how to use these formulas and the proper syntax,

6:58and some good examples.

6:59So do use the help available.

7:01But anyway let me click Save to that change that I also made.

7:04But I also need to add another column for the stakeholder.

7:07So over towards the right hand side here, I can add a column,

7:09and it gives me all of the different column

7:11types available.

7:12Well, this is going to be a Person.

7:14Name of the column, so yes--

7:15Stakeholder.

7:17Then the Description-- what Type of field is it?

7:19Well, yes, it's a Person or a Group.

7:21And I'm going to say, Yes, please do Show profile

7:23pictures.

7:24There are a few other options here.

7:26Some people add multiple stakeholders--

7:27that might be useful, is it a compulsory

7:29field that sort of thing?

7:31I think that will do us for now though.

7:32So let me click Save and that should

7:34have added that extra column over on the right hand side

7:36there.

7:37Good.

7:37Looking at the top, left hand corner,

7:39I think we're ready to add our first issue to this log.

7:41So clicking the New button.

7:43This gives us a form with all of those fields.

7:45So let's put in the Issue names.

7:46So let's imagine it's a Camera fault.

7:49And put in the Description--

7:50I've already got something on my clipboard,

7:51so I'll just paste that in.

7:53And I need to set a Priority.

7:55So let's imagine it's just normal priority.

7:57Remember, we had a default status, which was pending--

7:59that'll do for now.

8:00Who's it going to be Assigned to?

8:02Well, let me pick up the name of a fictitious engineer

8:04in my demo environment.

8:06The Date reported?

8:07Yes, look that defaulted to today, that was what we set.

8:10You'll notice that the image field is still there,

8:13even though it's not showing in this view, because remember

8:15we only hid it from that view.

8:16The Issue was logged by?

8:18Let's imagine it was logged by me--

8:20there we go.

8:20And who is the Stakeholder?

8:22Let me put in another name there which is Joni.

8:25I haven't got any associated files that I want to add,

8:27but I can go back in afterwards if I need to.

8:29But for now, let's click Save.

8:31So you'll see that first row has appeared there.

8:33And rather than sitting there watching

8:35me type in and other 10 issues, you

8:36can see I've just fast forwarded to give us a few more entries

8:39here to play with.

8:40And if you want to edit anything.

8:41So you can see I've got a couple of gaps

8:43here, where it wasn't filled in quite properly,

8:44so you can just double click on an issue

8:46to open up that form again.

8:48So this one didn't have a priority,

8:49so let me just mark that as normal priority.

8:51It'll save it automatically and I can just click away

8:54to close that window.

8:55Or you may choose to Edit this in grid view

8:57so look at the buttons up at the top of the screen.

9:00If I choose to Edit in grid view-- that means,

9:01I can click directly into the cell I want to edit.

9:04So let's assign this particular issue to Lee, good.

9:07And then once I finished editing in grid view,

9:10I may choose to Exit grid view.

9:12And I'm back to how I was.

9:13And I can also make further changes to my columns

9:15and Whatnot if I want to.

9:16So let's imagine this Associated files column,

9:19I'm not sure if I need that.

9:20And I'm also thinking I should really

9:22have some sort of tracking ticket

9:24number, some sort of unique ID.

9:26So I'm just going to click on the dropdown

9:28here, choose Column settings, choose Show and hide again.

9:32Firstly, in order to hide that Associated files column.

9:35But the easiest way to add a unique ID to your list,

9:39is just a turn on the default ID field.

9:42Now that's always going to be there.

9:43It's not normally showing.

9:44But if you want an ID, you can show it

9:46and you can also change the position of it--

9:48either with the arrows or just click and drag it.

9:50Let's put it up here, for example, just the second one

9:52on the list, and Apply that--

9:54and yes, good.

9:56The Associated files column is no longer showing

9:58and I've now got this ID column, but I

9:59can make that much narrower.

10:01Perfect.

10:02We do have a few really nice tools within Microsoft List.

10:06I mean, sure we can export this information

10:08to Excel-- if we had particularly numerical values

10:11that we wanted to create a pivot table or something from,

10:13yes, we can do that.

10:14But rather more interesting are these options here

10:17that allow us to do much more clever integrated things.

10:20So, for example, I'm going to create a business rule that

10:23says, every time the status changes,

10:25I want the stakeholder for that issue to be alerted,

10:28and that is really easy to do.

10:30So rather than in Excel, I just had the email address there

10:34for convenience really.

10:35If I needed to email the stakeholder,

10:36but I can automate it here.

10:38So let's say, I'm going to notify somebody

10:40when a column changes.

10:42So which column?

10:43One is when the Status column changes, send an email to--

10:46well it's going to be to, the Stakeholder.

10:48Let me create that.

10:50That rule is now switched on.

10:51Obviously, I could then create another one,

10:53but that will do us for now.

10:55So that does mean if I were to change the status, that

10:57would just double click and change that from Pending

10:59to-- oh, my goodness it's blocked.

11:01Then an email will automatically be sent to Joni to tell her,

11:05that the Camera fault issue, Status has changed to Blocked.

11:09Really powerful.

11:10You can sort your list by clicking on the dropdown

11:13here and choosing to sort A to Z or to filter

11:16by certain items on that list, so you can do all of that.

11:19Also up here where it says All Items,

11:21you can choose to have items grouped and Whatnot.

11:23You can just have a Gallery view if you want.

11:25So lots of different ways of viewing your list.

11:28But also, did you notice that this particular view

11:31that obviously we inherited from the template,

11:33has obviously got some kind of conditional formatting

11:35on there, because this blocked entry-- well,

11:37as soon as I change the Status to Blocked,

11:40then it made the whole entry go red.

11:41So this is conditional formatting,

11:43whereby the appearance of the row there,

11:46depends on the value in a cell.

11:48So as soon as I change something to blocked it goes red.

11:50So if you go back up to here, and choose

11:53to Format the current view, this is where you will see.

11:56I've already got some conditional formatting applied.

11:58So if I manage the rules there, and have a look at it,

12:01that's what the template already had.

12:03And I'd like that.

12:03So if the Status is equal to Blocked, then make it go red.

12:07Fantastic.

12:08Now you can also share your lists, of course.

12:10So again, up on the little row of buttons here,

12:12I can click Share, and I can identify different editing

12:16permissions.

12:16So either they can just view only

12:18or they can add, edit, or remove items,

12:20so entries on the List or Issues.

12:22Or they can actually start meddling

12:24with the columns and the views, so there

12:26are different levels of editing that you

12:27might want to set for people.

12:28So that's worth bearing in mind.

12:29But also look at this.

12:31You can share individual items.

12:33So that little button there, just

12:35next to the name of the issue there,

12:37means that I can share just that item with somebody

12:40and give them editing rights to it.

12:41And once you are starting to collaborate with people,

12:44then you can add Comments, and that's

12:46where we really start collaborating on these lists.

12:49So I love the way this works.

12:51You can see there is a comments there.

12:53So it's got one comment there's a little icon.

12:55And although there is, of course, more to learn

12:57about Microsoft Lists--

12:58that'll do for a quick overview.

0:00[MUSIC PLAYING]

0:06Microsoft Forms is all about gathering information.

0:09So you build a form to create surveys, and quizzes,

0:12and polls.

0:13And the great thing is you instantly see the results

0:16as people fill in the form.

0:18And as you've come to expect from this skill,

0:19we're going to try a quick example together just

0:21to give you the idea.

0:23As you might expect, you find it on the Apps launcher.

0:25You might have to go to All Apps of course,

0:27but I've got it already on the recently accessed list.

0:30And you'll see at the top here I get the opportunity

0:32to create a New Form.

0:33I've also got a couple of forms that I had already created,

0:36and notice you can also create quizzes.

0:39Now the main difference between a form and a quiz

0:41is that with a quiz, you're indicating

0:43what the right answer is, and also assigning

0:45points value to the questions.

0:46Whereas with just a normal survey, there's no right answer

0:49and there are no points.

0:50So if you wanted to create a quiz instead of a form,

0:52then you will choose the option from the dropdown there,

0:54but the broad structure of how you create them

0:56is very similar.

0:56So we're just going to create a straightforward form.

0:59So let's imagine we're looking for some feedback

1:00from some recent training sessions we've done.

1:02So I'm going to call it Training Feedback.

1:04And we can enter in a description here,

1:06so I've just got something in my clipboard which I shall pop in.

1:08And you'll notice I've got the opportunity

1:10to add some new questions.

1:11That's the whole point.

1:12This is going to enable me to add the questions.

1:14But look at this, I can get some suggestions.

1:17Now because I used a word like training

1:19in the title of my form here, it's

1:22giving me some really good suggestions.

1:24How could the training or workshop be improved?

1:26How likely are you to recommend it?

1:27Were are your expectations met?

1:29So you could just say, yes that looks great,

1:31I'm going to add them all, but no.

1:32We're going to create our own questions.

1:34So let me get rid of those suggestions.

1:35And the first question type I'm going to create is a Choice.

1:38Now you can see there are different question types

1:40and choices.

1:41One of the most common ones, you can click the dropdown there

1:43to see some other question types like rank the following

1:46in order of importance.

1:47Or what about this one?

1:48This is where the little information bubble is helpful

1:50here.

1:51Use this to gauge attitudes and opinions about a topic.

1:54You might have statements and ask the respondent

1:56to indicate how much they resonate

1:58with each statement for example.

1:59But anyway, I'm going to stick with a straightforward choice.

2:01So I'm going to ask them, which type of Excel session

2:03did you attend?

2:05And I'm going to give them some options here.

2:07So maybe we ran a half day classroom session.

2:10Maybe we ran an online session.

2:12And let's add another one because maybe we also provided

2:15some self-paced learning.

2:16So you can see, it's easy to add extra options.

2:18I could delete them if I change my mind.

2:20I can change the order of them.

2:21So I can just click and drag that up to the top,

2:23if I would rather that was up there.

2:24You can also see that because I chose Choice,

2:27that the buttons are those little round buttons, if I want

2:29to enable them to choose multiple answers

2:31and it changes to those checkboxes.

2:33But no, in this situation they're

2:34only allowed to choose one.

2:35So I'm going to turn off Multiple Answers.

2:37Let me add a new question.

2:39This time it's going to be asking them to choose a date.

2:41So I'm going to say to them, on what date did you

2:44attend your training?

2:45And I can see I got a little message here about Branching,

2:47we'll come back to that in a second.

2:49But for this particular question,

2:50because I chose the date type, the respondent

2:52is going to get a little calendar picker

2:54thing to choose their date, and I

2:55could indicate whether that's a required question or not.

2:57But I'm going to add another one.

2:59Again just a straightforward choice.

3:00I'm going to ask them if they'd like any more

3:02training on Microsoft Office.

3:04And I've got some suggested options here.

3:06And I'm thinking, yeah, that's perfect.

3:07I'm going to have a straightforward

3:09Yes and No option there.

3:10And let me add just one more, but you get the idea.

3:12You could carry on adding all sorts of different question

3:14types.

3:15But I'm going to add a free text type question this time.

3:18I'm going to ask them, OK well, what further training

3:20would you be interested in?

3:21And that's just going to be a free text field there.

3:24But notice, I only want question number four here

3:27to appear if they say Yes at question three,

3:31because if they say No, then that's a bit silly to have

3:33that question appearing.

3:34And this is all about branching.

3:36So I'm going to click back on that Yes/No,

3:38would you like any more training,

3:39and click the little more settings button here,

3:42and choose Add Branching.

3:44Because I'm going to say if the respondent says Yes to this,

3:47I want them to go to the next question.

3:49But if they say No, I want them to go to the end of the form.

3:53Let me just go back, having completed that.

3:55And you'll see that all of these questions,

3:56I can go back in and edit them, I can change the order of them,

3:59I can move them around, I can add extra questions.

4:01But the next thing I want to do is just take a quick look

4:04at the Theme.

4:05So you can see I've got a generic sort of greenie color

4:07here.

4:08That's the Microsoft Forms logo color.

4:11But towards the top right-hand corner let me click Theme.

4:13So you could choose all sorts of interesting ideas here,

4:16your choice.

4:17And if you scroll down a bit, you

4:18could just choose a solid color, or even add some customization

4:22by bringing in your own color schemes

4:24or adding your own pictures.

4:25But anyway, I'm going to choose that sort of green color

4:27because that does look rather like an Excel sort of color.

4:30But now let's preview this form.

4:32So if I click Preview up at the top here,

4:34this is how it's going to look to the end user,

4:36to the respondent.

4:37So what type of Excel training session did they attend?

4:39It was the 1/2 day classroom session?

4:41On what date did you attend the training?

4:43Good, look there's the date picker, so it was last week

4:45or whatever.

4:46Would you like any more training?

4:48Now notice I can't yet see the question that

4:50says, well what training would you like, until I say, Yes.

4:53And then sure enough, it pops up inviting

4:55me to put in what I'd like further training on.

4:57I'm going to submit that.

4:59And notice, that even though I was just previewing,

5:02that has actually been recorded as a response.

5:04Because look, I've now got one response, and if I click that,

5:07I can see that response that I just filled in.

5:09So I've got one response.

5:11It took me 33 seconds on average to complete that.

5:13And notice, look I can click this here

5:15to delete responses at this stage,

5:17because if I'm just practicing, I might not

5:19want these dummy ones.

5:20But I'm just going to click Preview again,

5:21because I've also got the opportunity

5:23to see how it's going to look on a mobile device.

5:25And again, if I just fill this in, and let

5:28me just again put in some more dummy answers.

5:30This time I'll say, No, so I don't get

5:32that other question popping up.

5:33So my branching is working well.

5:35And submit that.

5:36So of course, if I go back, I've now got two, responses.

5:39And now I've got multiple responses.

5:41If I click View Results I get the opportunity

5:43to flick through with these arrows, respondents number

5:46one and number two, and I can see the name there.

5:48Obviously, they're both in my name,

5:49because it was me just playing around.

5:51But again, I can delete individual responses

5:54if I want to get rid of the ones that I was just testing with.

5:56Because what's rather nice, this summary

5:59will give you the overview of the responses.

6:02So you don't want any testing responses

6:04to skew what's shown in the summary here.

6:06And if you want to further analyze the responses,

6:09then yeah, go ahead and open it up in Microsoft Excel.

6:12You'll also see at the top right-hand corner,

6:14I've got the ability to collaborate or duplicate

6:16this form.

6:17So if I want to get a link to this form

6:19and send it to people so that they can work on this with me,

6:21if they've got suggestions and whatnot,

6:23or if I want to use this as a template,

6:25maybe to just change one or two bits and pieces

6:27for a PowerPoint training session.

6:29And then once we're done, we get to choose how

6:32we want to collect responses.

6:33So basically, I choose who can respond.

6:35Is it anybody that has the link, or only people internally,

6:38or specific people?

6:39And then I can generate a link, I

6:40can shorten it if I want to, and copy

6:43that link or share it in whatever form I like,

6:45so that people can respond to it.

6:46And yes, I will see those responses coming in real-time

6:49on the Responses tab.

6:51And I have to say, I think this is a good app.

6:53Gathering feedback and analyzing responses with it works well.

0:00[LOGO SWOOSHING]

0:07Now it's time for something a little bit

0:08different, Microsoft Sway.

0:11And if you were thinking that this intro does

0:13look a bit different to the other videos,

0:15it's because, in fact, what you're

0:16looking at now was created in Sway.

0:18Normally, I use PowerPoint to create any opening

0:21slides for my videos.

0:22But Sway is a really interesting alternative, especially,

0:25I think, if you've got a touch device.

0:27So you can see that the graphic is just gently zooming

0:29in there, and because I do have a touch device,

0:31I'm just going to swipe sideways to show you

0:34the next slide if you think of this in kind

0:36of like in PowerPoint terms because Sway

0:39is a digital storytelling app.

0:41But I'm just literally swiping sideways.

0:42I can go back and forth.

0:44So, you know, Sway enables you to create

0:46content to delight your audience.

0:48But what Microsoft will say is it enables you to easily create

0:51beautiful visuals, and in particular, yes,

0:54presentations but also newsletters

0:56and any other documentation because I think these days,

0:58we very rarely create a newsletter to be printed out.

1:01So if you're creating some sort of internal newsletter,

1:03then why not create a Sway like this

1:06and send people the link that they can just

1:08look through on their device.

1:10Let me just swipe sideways again.

1:12You can see here I've got a stack of pictures.

1:14So, yes, we can use Sway for presentations,

1:16but I'm just going to tap that to show the next one.

1:18What about for sales pitches?

1:20I have to say, when I used to travel

1:22the country doing presentations on behalf of Microsoft.

1:24If I used Sway, it would always create an extra wow factor.

1:28And I'd always have a few people at the end

1:29saying, what was the program you used

1:31to create that presentation?

1:33It wasn't PowerPoint.

1:34Well, no, it was Sway.

1:35Yeah, great for people to look through on their own,

1:37not just for presentations.

1:39And it also works well on a mobile device as well

1:41a little automatically scale and sort itself out

1:43if people are using it on smaller screens.

1:45And you can also embed videos, and this just

1:48happened to be a random video of my dogs

1:50that I found on my computer.

1:52But you get the idea.

1:52I'm just literally swiping sideways

1:54back and forth to show this content, to play the media.

1:58So can you see it does kind of fulfill much of the same space

2:01that PowerPoint might feel, but it does look really

2:04quite different?

2:05But anyway, top right-hand corner,

2:06we're going to go in and edit this Sway.

2:09And what you'll see is I'm in the storyline view.

2:12So top left-hand corner, I've got the storyline,

2:14and this is where I'm adding these different chunks

2:16these different content types.

2:17So you can see there's the opening title

2:19card with that graphic there, and this is just

2:21a case of bringing in an image.

2:22So you can see that's the image that you

2:24saw on the opening slide.

2:25Top right-hand corner, that's where

2:27you can bring in images from your device or your Onedrive

2:30or whatever.

2:30And then you add these extra content types.

2:32So you click the little plus at any time

2:34you want to add something new, maybe another heading or a bit

2:36of text or maybe bring in a video,

2:39or do you remember that stack of pictures I had?

2:42That was that content type.

2:43And if I scroll down, there we go.

2:45Those are the four pictures that were

2:46kind of all stacked on top of each other,

2:47and I just sort of tapped them, and they sort of

2:50shuffled around quite nicely.

2:51That's a group called a stack, and you

2:53can expand it and collapse it.

2:54And again, there's that little video at the end there.

2:56So that's how you build up the content.

2:59But also top left-hand corner, you

3:00do have, as you might imagine, some different options

3:03for the look of the content.

3:04So actually, let me just go back to the beginning

3:06there and then click Design.

3:07And sometimes people say to me, well, yeah, that's great,

3:10but actually, I want this little text box thing to be down here

3:13or I want--

3:14you've got limited control over how it looks.

3:17So top right-hand corner where you've got styles,

3:20you could, for example, decide what I want to swipe downwards

3:22rather than horizontally because when I previewed it

3:25to you just, then I was swiping sideways

3:27to move to the next part of my storyline.

3:29But you might choose to go vertically instead.

3:30So if I just choose that, and then top right-hand corner,

3:33choose play, you'll see this time

3:36I'm swiping up to see the different parts of my storyline

3:39there very much the same sort of idea.

3:41There's that stack again.

3:42Do you remember we saw that in the storyline?

3:44It was just a list of pictures, but because it

3:46was the stack style, I tap them to go through them.

3:48So different options.

3:50Also, on the design side of things,

3:52we can choose different looks and feels and different colors,

3:55but I'm going to warn you now.

3:56Your design team will hate it because it

3:59is quite restrictive because you might think, well,

4:01I want to change the position of this text box.

4:03Well, you can't.

4:03You can't grab it or move it around or make it smaller.

4:06You can only edit to the text that's in it.

4:08And so, for that reason, I would strongly

4:10recommend that you do start off with one

4:12of the pre-prepared templates to get you started.

4:15So let me just show my browser tabs again and go back

4:19to the office portal.

4:20And, of course, from the app launcher,

4:22take yourself to Sway.

4:24And the first time you do launch it,

4:26it might look a bit different to this.

4:27So don't be alarmed if it does look different,

4:29but what I want you to find is the templates.

4:31So if you take yourself into the templates and then

4:33you've got these sort of starting points to work from.

4:35So, for example, this business presentation one is quite nice.

4:38So when you choose a template, it'll

4:40give you the opportunity to just preview it.

4:42So you can see how it's going to look.

4:44I'm just going to swipe to see what other elements it's got.

4:47And then, if I'm happy with the look and feel of it,

4:49I can then click this option down here

4:51to start editing the Sway.

4:52That's going to obviously give you

4:54a new file based on that template.

4:55And then in that storyline view that we saw a second ago,

4:58you can then over type it with your own content,

5:01put in your own pictures, over type

5:03these bullet points with your own, and, yes, your way.

5:06Once you're done, obviously, you just

5:08play it to show it to your audience,

5:10but also you can share it.

5:12So basically, this is all online.

5:13So you can send anybody a link, and I love this.

5:15Certainly, when I was traveling around doing presentations,

5:18everybody always said, oh, can we have

5:20a copy of your presentation?

5:22Of course, you can.

5:22I would just generate a link, and they could then see or use

5:26that Sway.

5:27So do you consider this as a really interesting alternative

5:30to PowerPoint presentations, newsletters, business

5:32proposals?

5:33Give it a go.

0:00[LOGO SWOOSHING]

0:06So many apps, so little time.

0:09I think you're starting to get a feel now in this apps overview

0:12skill that there is an awful lot of functionality available

0:16in your Microsoft 365 subscription.

0:18And so far, we have looked at Planner, To-Do, Lists, Forms,

0:22and Sway, all of which really truly deserve more time

0:25than we've spent on them, but you'll now

0:27have an idea as to whether you want to investigate them more.

0:30And I mentioned in the introduction

0:31that some of the more mainstream apps like Outlook for the web

0:34and Teams and whatnot.

0:35I will cover in their own separate skills.

0:38But there are just a few more apps

0:40yet that I would like to spend just a minute or two on each,

0:43and so that's the focus of this skill the briefest of peeks

0:46at Yammer, Delve, Whiteboard, Stream, and Bookings.

0:50We'll start with Yammer, which has been around for quite

0:53a long time now, and Microsoft describes it

0:55as kind of like an enterprise social network tool.

0:58I mean, you can see it here.

1:00It's kind of like Facebook for your organization

1:02with everybody in the organization

1:03as your connections.

1:05So it's primarily a one-to-many type of communication

1:09where you publish information rather than collaborate on it.

1:12It's where you might ask questions to the wider

1:14organization if you don't know who

1:16or which team might know the answer.

1:18It's about sharing knowledge and tapping

1:20into the knowledge of other parts of the organization.

1:23So the idea is you've got your home feed here,

1:25which contains all of the posts from the different communities

1:27that you are a member of, or you can

1:29dive into a particular community that you

1:31are a member of down here.

1:32And although you can send and receive private messages,

1:36really truly, Yammer is all about sharing knowledge

1:39and connecting with communities.

1:41But I do feel a bit sorry for Yammer.

1:43It does kind of feel like it's been overshadowed

1:45by Microsoft Teams, which we are going to look

1:48at in more detail another time.

1:50But Teams is all about collaboration

1:52amongst groups of people who actively work together

1:55every day, whereas Yammer is more about connecting the wider

1:59communities across the entire organization.

2:02And so, for that reason, I think we only really tend

2:05to see both Yammer and Teams in use

2:07in really large organizations.

2:10Often, small and medium companies

2:11find just Teams alone fulfills both their knowledge sharing

2:15and collaboration needs.

2:16So anyway, that's Yammer.

2:18Next on my list, I've got Delve, and you

2:21use Delve to manage your Microsoft 365 profile, which

2:25I'll show you in a second, but also to discover information

2:28that's most likely to be interesting to you

2:30across your Microsoft 365 environment.

2:33So looking at the Delve home page

2:34here, what you're seeing here is a mixture

2:37of content from across Microsoft 365.

2:40So you'll see your own documents and also documents

2:42that your colleagues are working on.

2:43And these are going to be any files

2:45that are stored in Onedrive or SharePoint

2:46or that have been shared with you as attachments and emails,

2:49and these are intelligently selected for you by Delve.

2:53So you're going to see things in there that you might not

2:55have thought of looking for.

2:57You can search for stuff.

2:58So over on the left-hand side here, you've got a search pane,

3:00but if you search for particular people, I do like this.

3:03So let me click on Joni, for example,

3:04because I've searched for her before,

3:05so she's showing you my people list.

3:07But I get to see, well, it's kind of like Joni's profile,

3:10but actually, what I see is going to be different to what

3:13other people see.

3:14So I can see Joni's recent documents

3:16and her email attachments, but notice

3:18I am only going to see the documents that I

3:21have got access to already.

3:23So somebody else looking at Joni in their Delve

3:25will see a different combination of documents,

3:28but it's all about discoverability.

3:30You know, I might not have known to have searched

3:32for this inventory list because I might not

3:33know it existed, but looking at it,

3:35I think, oh my goodness, that is very useful.

3:37And I can click this little bookmark symbol there

3:39to add it to Favorites.

3:40I can also see a bit of information about Joni and also

3:43how she relates in the organization.

3:45And to give you an idea of what other people might

3:47see if they look at me, over on the left-hand side,

3:50I can manage my profile.

3:53So this is where I can update the information about me.

3:55But don't forget the actual content that other people say

3:58is not going to be the same as what you see,

4:00and this always worries people.

4:01They think, oh, well, how do I know

4:03that the documents I create aren't

4:04going to be made available to people who shouldn't see them?

4:07So look at the bottom left-hand corner,

4:08you can see this link here, are my documents safe in Delve?

4:12And look at this.

4:13I think the key thing is Delve never changes any permissions.

4:17So if you've put a document in Onedrive

4:20or a SharePoint document library that's

4:22got certain permissions set up, then that

4:24will control who can see it when they

4:26look at your profile in Delve.

4:29Next up, I've got Whiteboard, and this is basically

4:32a digital interactive whiteboard.

4:34And nine times out of 10, you're going

4:36to be sharing this with other people

4:37and scribbling on this Whiteboard at the same time.

4:39So over on the right-hand side, they would create a sharing

4:42link to this Whiteboard, and then you

4:43would see who else was collaborating on this.

4:45And if you've got a touch device.

4:47So let me just grab my Surface Pro pen over

4:49on the left-hand side here.

4:50I can turn on the little inking toolbar,

4:52which means that I can start scribbling and drawing on this.

4:55Also, over on the left-hand side,

4:57click the little plus there.

4:58I can add content.

4:59So, for example, maybe I want to add some reactions.

5:01I say, I, you know, anybody who's

5:03collaborating on this Whiteboard with me

5:05might want to add a little reaction,

5:07maybe a little question mark there or a green checkmark

5:10there.

5:10But to really get a feel for what

5:12you can do with these Whiteboards,

5:13I would urge you to look at the templates.

5:15There are lots and lots of pre-prepared sort of shapes

5:18and tables and whatnot that'll help

5:20you use Whiteboard with the people

5:22that you're collaborating with.

5:23I mean, have a look through.

5:24There's loads to play with here.

5:26The one that I quite like is these retrospectives.

5:28So maybe at the end of a project,

5:30you want to have a look at what worked well and what didn't.

5:32Let me just plonk this sailboat retrospective on there,

5:35and let me just zoom in on that part of the screen.

5:38But you can see the idea is anybody

5:40can then start double-clicking on these little notes

5:43here to put in what they think was a success, what

5:45they thought was strengths of the project, what held them

5:47back.

5:48And it's great that template did a lot of the hard work for us.

5:51We can just get on with collaborating

5:53on the interesting stuff.

5:54Microsoft Stream is an enterprise video service

5:58where everybody can upload and view and share

6:00videos across the organization.

6:02And you'll see that videos are organized in channels,

6:05and I've got trending videos here.

6:07At the top, of course, I can search for content.

6:09I can look at my content or create content.

6:11This is where I might create a channel or upload a video.

6:14But if I just go to my videos, so these

6:17are the ones that have been uploaded by the character

6:19I am logged in as, and let me just click on one of those,

6:22and it's going to start playing, which

6:23might distract me slightly.

6:24So let me just press pause, so I don't

6:26get all of that chatting away in my headphones.

6:28But I love this because, look, the transcript

6:31has been automatically generated when you upload a video.

6:34I can also add interactivity through the use of a Microsoft

6:37Form.

6:38And if I scroll down, you can see, yeah,

6:40we can have a conversation about this video.

6:42We can add comments.

6:43We can share it.

6:44I can add it to a watch list.

6:45I can like it.

6:46And also, because this is my video,

6:48I get extra options like updating the video details

6:50or trimming it, for example.

6:52It's a really powerful way of managing corporate videos.

6:56And lastly, Bookings.

6:58So for this app, I'd like you to imagine

7:00that I've had a bit of a career change,

7:02and I'm now a hairdresser, and my customers really

7:05want to be able to book appointments online,

7:07and frankly, I have no idea where

7:09to start with setting something like that up.

7:11So, yes, that's where Bookings comes in.

7:13It's a customer booking system.

7:15And as you might imagine, this is primarily

7:17aimed at small businesses, but it is actually

7:20possible to add it to an enterprise account.

7:22But let me just show you how it works.

7:24So you can see I've already set it up

7:25for my hairdressing business, and I've got a few options

7:28down the left-hand side, but let's start

7:29with business information.

7:31So, as you might imagine, I put in my address and business

7:33name, and whatnot.

7:34But usefully, for this example, I

7:36set my business hours because my hair salon is

7:38closed on Tuesdays and Sundays.

7:40So I don't want customers trying to book

7:42a haircut on a Sunday afternoon because I won't be open.

7:45Also, on the left-hand side, this

7:46is where I input all of the services

7:48that I want customers to be able to book.

7:49So, for example, a cut and blow dry lasts for 45 minutes

7:52and costs whatever amount of money,

7:54and you can see I've got a few other services as well.

7:57But look at this, staff.

7:58Now, obviously, I'm listed there as a staff member

8:00because I am the main hairdresser,

8:02but we are really busy on Fridays and Saturdays

8:05in the salon, so I've got a part-time hairdresser, Patti,

8:07who only works on those days.

8:09So you can see that I've set her working hours just

8:11for Friday and Saturday.

8:14I can also keep track of all of my customers

8:16and store their contact details and add any extra notes

8:18and whatnot.

8:19I'll come back to the booking page.

8:21But if I just show you the calendar,

8:23you'll see that I do have a few appointments already

8:25in the calendar.

8:26The pink ones are for me, and the orange ones there

8:29are booked for Patti, the other hairdresser,

8:31and I could use this New booking button up here

8:34to add in a new appointment if somebody

8:36were to ring up over the phone, wanting to book something in.

8:38But, of course, what we're really interested in

8:40is customers booking things online.

8:43So that's where this booking page tab comes in.

8:46So quite a few options to explore if you are interested.

8:49But basically, I get to choose my color scheme.

8:52I've got a link that I can share with people.

8:54So let's have a look.

8:55So if I just click Open published page,

8:57and this is looking really good.

8:59You can see it's got the name of my business there.

9:01Those are the services that we set up.

9:03So let's choose, oh, a cut and blow dry.

9:05This is where I get to choose the time and date that I

9:08want to have that appointment.

9:09So let's choose Thursday the 10th.

9:12And this is where I choose a staff member.

9:13Now Patti only works Fridays and Saturdays, remember.

9:16So she's not available.

9:17So this fictitious customer is going to have to choose me.

9:20Let's choose 11 o'clock in the morning.

9:22I can add in, obviously, my name and my email address,

9:25and any extra notes.

9:26So I will just quickly do that.

9:29And then click Book.

9:30That will take a minute or two to chew on that.

9:32The customer will get a confirmation email

9:34message sent to that email address that they typed in.

9:37And if they think to themselves, oh my goodness, I

9:39change my mind, they can reschedule that or cancel it.

9:42But, of course, what we're hoping

9:44is going to happen if I go back to Bookings

9:46and go back to the Calendar, what I'm expecting to see,

9:49there we go, the cut and blow dry on Thursday the 10th.

9:52It's in pink, so it's an appointment for me,

9:54and the customer name is Nora Nugget.

9:56Perfect.

9:57And that concludes our Microsoft 365 apps overview.

10:02I hope this has been informative for you,

10:03and I'd like to thank you viewing.