FAQs

Microsoft 365 – Teams Deployment  Phase 2 Roll out – September 2020

As part of our roll out of Microsoft Teams we have included some FAQ’s 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 Microsoft Office 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 under our Smart Working 2020 approach

When are we moving to Microsoft Teams?

 Directorate 

Date of deployment 

Education, People & Business 

11th September 2020 

Finance  and Place, Neighbourhoods & Corporate Assets 

16th September 2020 

Health & Social Care Partnership 

21st  September 2020 

 

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.

Do we still have Webex?

  • The majority of Council employees will not require Webex given the Microsoft Teams roll out.  However some licenses have been retained for larger meeting requirements for specific Council functions.
  • Processes will be in place for short term, ad hoc needs for Cisco Webex use by wider Council employees, in advance of the full roll out of Microsoft Teams, through a request and application process.
  • This can be found on the Smart Working 2020 Page of the Employee Zone

What will change for me using Teams?

  • The icon on your laptop you use to launch Teams
  • There are step by step guides available within the Employee Zone
  • Our online guides 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 e-mail address -your.name@eastdunbarton.gov.uk - to log into Teams hosted by another organisation you will need to contact that organisation and request that your new Teams user name - i.e. firstname.surname@eastdunbartongovuk.onmicrosoft.com - is registered instead.

    You will not be able to log into a Teams hosted by another organisation using your standard Council e-mail 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 e-mail address.

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 step by step guide online shows you what to do and what to expect when setting up a meeting. You will find this on our Step by Step Guides page.

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 guide shows you what to do and what to expect when setting up a meeting.

For more information - visit the Step by Step Guides page.

Microsoft Teams displays a Connectivity or Synchronisation error message what should I do?

Introduction                                                                                                                                                            

Some Teams users have reported occasional problems with Teams displaying connectivity issues even though they; are connected to the Council’s network, can access files on network drives and can browse the internet. ICT are working with the MS Teams Project Team to identify the root cause and resolve this issue. In the interim, this document has been produced to provide a guide detailing steps that often prove successful in working around this problem.

Teams Connectivity Error Symptoms

If the problem occurs while you are using Teams you will usually see one or more of the following messages displayed which will prevent you from scheduling a meeting, attending a remote meeting, messaging or most other MS Teams related activities.

No internet  icon

 

 

No internet reconnect

 

 

Can't sync

 

 

Before progressing further please check that you are connected to both the internet and the Council’s network.  This can be done by following these steps:

Internet Connectivity:

  • Internet connection iconClick on the network icon at the bottom right of your screen 
  • A window will open with a list of wireless networks. If you are successfully connected to both the internet and the council’s network you should see the message “EDC DA Connection” as follows;
    EDC DA Connection
     
  •  

 

  • If you do see a “Not Connected” message or constantly see a “Connecting” message please check that that your broadband internet connection is working using another device such as a laptop or smart phone on the same wireless network.
  • If it works on another device but not your EDC device, you should contact the ICT Service Desk on 0141 578 8888.

If your computer is connected to the internet and the Council’s network then please try one or more of the workarounds detailed throughout the remainder of this guide which have been proven to resolve this problem on many occasions.

Teams Connectivity Error Workarounds

Workaround 1 – Prevent MS Teams from automatically launching when your computer starts.

To prevent MS Teams from automatically launching when your computer starts please follow these steps;

  • Launch and login to the Teams application.
  • In the Teams application select your teams profile icon (this is the circular icon displaying your initials or picture displayed at the top right of the Teams window).
  • Select ‘settings’.
  • In the general settings menu, remove the check from the 'auto-start application' setting.
  • Select the cross at the top right of the settings window to close the window.

Please restart your computer and launch MS Teams by clicking on the Teams Icon from your desktop.

Workaround 2 – Log out of the Teams application

  • Close and log out of the Teams application, you can do this by clicking on your Teams Profile icon, (this is the circular icon displaying your initials or picture displayed at the top right of the Teams window).
  • Select ‘sign out’ from the dropdown.
  • Log back in by launching the Teams application from your desktop (remember when you log back in, your Teams username ending ‘@eastdunbartongovuk.onmicrosoft.com’ should be used and not your EDC email address).
  • Select ‘sign in’.
  • If you are successfully connected to Teams a green tick will appear on your Teams profile icon. as shown below:

Green tick on teams profile icon

 

 

Workaround 3 – Reconnect to the internet

Before you disconnect from the internet, always ensure anything you are working on is saved.

  • Close the Teams application by clicking the cross at the top right of the Teams application window.
  • Click on the following icon at the bottom right of your screen: internet connection icon
  • You will be shown your internet connectivity.
  • Select ‘disconnect’.
  • Wait for at least one minute before selecting ‘connect’.
  • Relaunch the Teams application from your desktop.
  • If you are successfully connected to Teams a green tick will appear on your Teams profile icon, as shown below:

Green tick on teams profile icon

 

 

Workaround 4 – Restart your computer

Before you restart your computer, always ensure any work is saved and documents/files/folders etc are fully closed (including the Teams application).

  • At the bottom left of your screen, click on the start button Microsoft windows icon
  • From here, click on the power symbol and select ‘restart’.
  • Once your computer has restarted and you have logged into the network please launch the Teams application and login into Teams.
  • If you are successfully connected to Teams a green tick will appear on your Teams profile icon. as shown below:

Green tick on teams profile icon

 

 

Still having MS Teams connectivity problems?

If you are still having MS Teams connectively problems then please contact the Project Team by emailing; teams.help@eastdunbarton.gov.uk

I already use Glow Teams why do I need Microsoft Teams as part of Smart Working 2020?

  • The Smart Working Teams will allow you to virtually meet with people outside of the glow network including council employees and suppliers. Glow only restricts virtual meetings to Education.

Does Microsoft Teams replace Glow Teams?

  • No. Smart Working Teams is an additional Teams account that provides wider collaboration and communication capability then Glow Teams. You can continue to access Glow Teams using your current Glow username and password. You will be provided with a new user name and password to access Smart Working Teams. Presently you can only login to the Teams Application with one username and password i.e. either Glow Teams or Smart Working Teams.

I'm a glow user, will any meetings I already have scheduled be affected by the teams deployment?

  • Your Glow teams is separate to the Smart Working 2020 Teams deployment. None of your Glow content will be affected by the deployment or use of Smart Working Teams.

Where can I find out more?

Our Smart Working 2020 Page on the Employee Zone of the website has various FAQ’s and self help guides.

Smart Working 2020

We will continue to share and upload FAQ’s and videos as we move through the wider roll out of Microsoft Teams.

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 it.serviceline@eastdunbarton.gov.uk 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 teams.help@eastdunbarton.gov.uk 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 detailed below then please email robert.jones@eastdunbarton.gov.uk.

Monday

Tuesday

Wednesday

14 September 

(10 - 11.30am and 1 - 2.30pm) 

15 September 

(10 - 11.30am and 1 - 2.30pm) 

16 September 

(10 - 11.30am and 1 - 2.30pm) 

21 September 

(10 - 11.30am) 

22 September 

(1 - 2.30pm) 

23 September 

(10 - 11.30am and 1 - 2.30pm) 

28 September  

(10 - 11.30am) 

29 September  

(1 - 2.30pm) 

30 September 

(10 - 11.30am and 1 - 2.30pm)