Employees who currently have Webex licenses have been included as part of the Phase 1 move to Microsoft Teams. As part of this we have included some FAQs that you may find helpful as well as links to various user guides and videos that will help you along the way.
Why are we moving to Microsoft Teams?
- The Microsoft Teams functionality is part of the wider Microsoft 365 Transformation Project
- Microsoft Teams has become an increasing requirement to support video conferencing as we work through COVID-19 response and recovery.
- This is the first phase of a longer term project to migrate to Microsoft 365
When are we moving to Microsoft Teams?
Webex licenses, for those who will not retain them as a consequence of the roll out of Microsoft Teams, will cease at midnight on Tuesday 23 June 2020. After this these will not be in use.
How will I get Microsoft Teams?
- The icon will be automatically deployed to your laptop
- You will be emailed a user name and temporary password to log in. You will then be prompted to change your password.
Why did we bring Cisco Webex in and then change from this?
The Council had an opportunity to trial the Cisco Webex solution and launched a pilot between April and June to make the most of the video conferencing facilities.
Are we still going to have Cisco Webex?
The majority of Council employees will not require Cisco Webex given the Microsoft Teams roll out. However some licenses will be retained for larger meeting requirements for specific Council functions.
A process is in place for any short term, ad hoc needs for Cisco Webex use by wider Council employees, in advance of the full roll out of Microsoft Teams, through the Change Request application process.
This can be found from a link on the Smart Working 2020 Page of the Employee Zone on the Council website - www.eastdunbarton.gov.uk/employee-zone
What will change for me using Teams?
The icon on your laptop you use to launch Teams will be different to the one used for Cisco Webex.
There are a series of ‘How to’ guides, with step by step instructions to explain all aspects of using Microsoft Teams. These can be found from the Smart Working 2020 page in the Employee Zone of the Council website - www.eastdunbarton.gov.uk/employee-zone/smart-working-2020
How people wait to come in to a meeting will be a bit different but our online ‘How to’ guides and user videos show you what you can expect.
I already have a log in for Teams – what will change?
If you have previously used your standard Council email address -email@example.com - to log into a Teams meeting hosted by another organisation you will need to contact that organisation and request that your new Teams user name - i.e. firstname.lastname@example.org - is registered instead.
You will not be able to log into a Teams meeting hosted by another organisation using your standard Council email address after Teams has been deployed to you. You will, however, still be able to participate in virtual meetings which external organisations invite you to, provided the invite is sent directly to your standard Council email address.
What if I have already scheduled Webex meetings for after 24 June?
You will need to reschedule any meetings after 24 June in Teams as your Webex licence will have expired and any links you have issued will not work. If your scheduled Webex meetings are part of a recruitment process then you will need to submit a change request for a flexible licence. If timescales are challenging for your recruitment process, please advise your line manager and phone the Helpdesk on 8888 to request that the Change Request be prioritised.
Will I be able to Host meetings using Teams?
Yes, you will still be able to host meetings.
How do you find colleagues in teams?
Our online ‘How to’ guides show you what to do and what to expect when setting up a meeting. You will find all the ‘How to’ guides from our Smart Working 2020 page in the Employee Zone of the website - www.eastdunbarton.gov.uk/employee-zone/smart-working-2020
What functions are going to be available when I get access to Microsoft Teams?
The initial roll out will include:
- Video conferencing
- Chat facilities (instant messaging, audio and video chats)
- Share your screen with others
- The ability to mute
- The ability to turn off your camera
- The ability to raise your hand
- You can also change your background while on the meeting
- Our step by step ‘How to’ guide shows you what to do and what to expect when setting up a meeting.
Where can I find out more?
Our Smart Working 2020 Page on the Employee Zone of the website has various FAQs, step by step ‘How to’ guides and user videos to explain the working of Teams - www.eastdunbarton.gov.uk/employee-zone/smart-working-2020
We will continue to share and upload FAQs and videos as we extend the roll out of Microsoft Teams and then the roll out of the wider Microsoft 265 suite.
However, if you are experiencing any further issues please see the advice below:
Technical issues – If you experience any issues including opening the app, logging onto Teams and audio/video faults - please log a call with the ICT Service Line by using the Self Service portal, e-mailing email@example.com or calling 0141 578 8888.
Functional issues - If you experience any issues around scheduling meetings, how to share a screen or how best to use chat capabilities - please e-mail firstname.lastname@example.org and one of the project team will get back to you as soon as possible.
Training Sessions - Learning & Development colleagues will also run a series of Microsoft Teams-based virtual sessions where you will have the opportunity to see the app in action and ask any questions not covered in the learning resources. If you would be interested in attending one of these sessions please email email@example.com