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How to Use Your Personal Microsoft Team

Overview

All Evaluation Unit team members are provided a personal Microsoft Team upon hire.  The purpose of this personal workspace is to

  • Ensure HDI content developed by the employee is easily accessible during an emergency or following employee separation from the University.  
  • Confidential Leadership HDI content is private and easily retrievable by HDI Information Services.
  • Provide resource to new employees.

Team Channels

Team channels offer a way to manage resources.  Employees are encouraged to create new channels and tabs and fully explore and leverage Teams functionality for their personal use.  A few resources have been provided upon initial setup.

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Learn About Team Channels

General

Tasks

Microsoft Planner is an effective app to track and manage work.  Learn More about Planner.Planner.

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OneNote

OneNote offers notetaking organization tools for your individual or team use. Learn more about OneNote.OneNote.

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Resources

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Intranet

The Evaluation Unit Intranet is the gateway to our internal document management and project resources. 

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Knowledge Base

The HDI Learning Center is a Knowledge Base system providing a centralized repository for unit-wide resources.

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File Management

Files saved to your Microsoft Team are stored on your own person SharePoint site library.  You may view and manage your files in several ways depending on your own personal preference. Options include:

  1. Teams
  2. SharePoint
  3. OneDrive
Learn more about how to use your Team for File Management

Teams

Teams is a workspace that integrates content and tools to drive team collaboration and efficiency. You may access your files by clicking on any channel's Files tab.  When you create a new channel in your Team, you are also creating a new folder in your SharePoint site library.  To view content not stored in a Team channel, click on the "Documents" breadcrumb in the Files tab.

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SharePoint

To open your files in SharePoint, navigate to the Files tab in any of your Team channels and select "Open in SharePoint".  A reason to open your files in SharePoint may be to use the advanced search tools to locate a document of interest.

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OneDrive

OneDrive is a document management storage app for accessing personal files as well as collaborative content.  OneDrive may be used to link to multiple SharePoint libraries for quick access. Employees are encouraged to use OneDrive as a platform for efficiently accessing and managing SharePoint libraries, including their personal Team SharePoint library.  Employees should only use additional OneDrive folders for non-HDI related content.

There are two ways view and manage your personal Team SharePoint library in OneDrive:

  1. Sync - syncs the SharePoint site library to your File Explorer on your laptop's OneDrive. 
  2. Add Shortcut to OneDrive - adds a physical shortcut to your OneDrive app so you may access all of your content from any web and mobile device.   Recommended! 

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The following process is what's recommended for the best user experience.

Managing SharePoint Libraries in OneDrive

  1. To open your Team files in OneDrive, navigate to the Files tab in any of your Team channels and select "Add Shortcut to OneDrive".

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     2. Open File Explorer and view the newly created folder. The chain link icon represents a SharePoint site library shortcut.

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     3. Rename the folder (right click). It's recommended to use a "SP" prefix to denote a SharePoint connection.

     4. By using this naming convention, all SharePoint shortcuts will be sorted to the bottom.

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