Microsoft OneDrive

Microsoft OneDrive is an online file storage and collaboration service. OneDrive is available at no additional cost to UMass Amherst students, faculty, and staff. OneDrive allows you to easily create and share documents and work collaboratively by using the Office365 versions of Word, Excel, PowerPoint, and OneNote. You can also work with PDF files and create and share Forms. Just like any online storage site, you can upload and download files, organize them into folders, and share content with other members of the UMass community and/or with external users. 

Or, if you are already using Outlook as your email client and you are accessing it via a browser you can click on the apps launcher (the 9 dots in the upper left corner) and select OneDrive. If you prefer to use you can set up OneDrive syncing if you wish by using the OneDrive app.. Or you can continue to use the browser to access and manage your files. 

Sharing Files and Folders in OneDrive

IMPORTANT - when you share files from OneDrive make sure you check the sharing settings! View this short screencast to learn how to share files and folders from OneDrive and adjust sharing settings. To make it easier to locate shared files you can create shortcuts to shared files so that they show up in your OneDrive - and on Synced folders on your desktop.

Microsoft Teams

Getting Started with Microsoft Teams

To get started with Microsoft Teams visit the UMass Microsoft Teams website to log-in or to download the Teams app. 

You do not need the app installed to use Teams - you can access it via a browser once you log into your Office365 account. However, having the app installed means you can leave Teams open when you go about your day and not have to worry about checking it regularly for updates. There are some features that are only available through the app (like live captions) so if something doesn't seem to be working for you via the web interface then you may want to try the full app.

Creating and Managing Teams and Channels

Part of the challenge of getting used to using Teams is understanding the terminology. To get started, view this video for an overview of the differences between Teams and Channels.

To create a Team, click on the "Join or create Team" button on the main Teams page. The Other team type gives you the most flexibility on customizing your Channels and Tabs. When you name your team put the distinguishing characteristic about the Team at the front of the name. For example, use "Chemistry Department" rather than "Department of Chemistry."

Every Team has a General Channel. You can add both public and private Channels as needed. Each Channel has it's own Posts and Files area. Any files you upload into the Files area of one Channel are not visible in other Channels. You can set up folders to organize the Files area and you can move files between different channels and different teams. 

There are some limits when it comes to creating Teams and Channels and with adding users so do double check them if your Team design or membership will be on the larger side.  ***There is a also a 25 terabyte data storage limit for individual teams.

Owners, members, and guests

Teams provides you with the option of setting owner, member, and guest roles and permissions.  This short screencast shows you how to locate and add members to your Team. You can invite guests (external to UMass) to join a Team. 

Members can be added to the entire Team and if all channels are public (a standard channel), then all members will have access to the channels. However, if you set up private channels you can limit who has access to that channel. View this great video on LinkedIn Learning to help you understand who can see a private channel and how to adjust Member and Guest permissions. (Note that you will have to log in to LinkedIn learning with your UMass email address to access this video - but it is well worth it!)

Scheduling Meetings and Using Chat to Communicate

Using the Meet Now or Schedule Meeting options you can easily schedule meetings with others. Be sure to review the New Meeting and Calling Features from Microsoft which includes a new Gallery view to see more participants at once. If you do not need to schedule a video conference call you can use the Chat feature within Teams to easily and privately message colleagues. And a new - and really great feature - is the ability to have live captions in a Team meeting(Note that you will have to log in to LinkedIn learning with your UMass email address to access this video.)

***IMPORTANT for Mac users: In order to be able to use the microphone in Teams you may need to adjust the Security and Privacy settings in your System Preferences. Check the Privacy tab and ensure that Teams has the ability to access the microphone. Once you adjust this setting restart Teams and/or your Mac and it should work properly!

Personalizing your Teams Environment

You can control the type and amount of Notifications you get and what features are available to you within Teams. You can also adjust your video settings during Team meetings to enable background effects - including blurring and adding in background images. (Note that you will have to log in to LinkedIn learning with your UMass email address to access this video.

Using Planner for Task and Project Management

Teams allows you to add a variety of different apps to your Channels and also integrates some directly into the Teams menu for easy access. One app that is extremely useful is Planner (currently named Task by Planner and To Do). Planner is used for task and project management and can be used to keep track of your personal tasks or can be used within a Channel to collaborate on projects with other members of your team. If you are looking for a way to keep track of to dos, make sure you are meeting deadlines, and keep your team members moving forward together on a project then be sure to investigate all that Planner has to offer!