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Hi Matt, thanks for your question. I think that archiving your emails as .PST files to a local (or shared drive) location would be a great solution. You can open the .PST files again at any time, and the emails act as they would if you had kept them in your inbox - you can reply to, and forward them as normal. The .PST files open as a new 'grouping' in your mailbox, so you can see that they are not part of the main mailbox anymore, and can be closed again after you no longer need them. Hope this helps!

Oh absolutely! If you don't want to use a Teams layout to collaborate, then a SharePoint site where you invite your client to the site as a guest means they can access the document library, and any other links and content you want to share. Remember that it's a live site though, so if they delete something, it's deleted for everyone!

It definitely feels that way some days! We can only do what we can do - and try to be kind as we do it (easier said than done, I know!)

Oh I'm so pleased it was helpful! 🤓

If you have been invited as a member to a Team someone else created, they may not have ticked the box to allow you to create private channels. Your admin (or whoever 'owns' the channel) may have a reason for that, or you could be right - they simply forgot! If you are a guest on someone else's organisation Team, you won't be able to create or delete any kind of channel. Might be worth asking the question to see if there's a specific reason, or it was an error. 🤓

Thanks! In answer to your question, yes - your client can assign you as a co-organiser or presenter, and give you the rights to manage breakout rooms. However, if you aren't a part of their organisation it will depend on their own system setup as to whether people outside their organisation are allowed to be co-organisers or presenters. Teams gives you that option, but some organisations (especially those that use IT support to manage their Microsoft account) will have some limitations for security. It's worth checking that first, but generally yes. You are a guest with co-organiser or presenter access, and you can manage the rooms. Only 1 person can manage the rooms at any time, so you as the presenter/co-organiser would take over that responsibility from your client/organiser/host.

You can have 1 customised theme set in Word for Mac. But to set it up, you actually need to create the custom set in POWERPOINT, not Word. In PPT, go to Design > then the drop down arrow under the Themes section. From the Colours sidebar, scroll to the bottom and choose CUSTOMISE COLOURS. This gives you the pop up where you choose all of your branded colours for text, accents, hyperlinks etc. Once it's set (and named), you can choose it as your custom set in Word, and even choose to edit it from there. But to create it, you need to be in PowerPoint. Weird but true.

@@thriveadminservices Well heck, thanks for that information! I can't believe it didn't occur to me that if I wanted to create a custom theme for Word, I would need to do it in PowerPoint. What a very Microsoft solution! 🤪 Thank you for the follow-up!

Great question! While it would be lovely to be able to set our own link and passcode, right now (August 2024) that's not possible yet. I'd love to think it will become an option down the track, so watch this space!

Each meeting gets its own ID and passcode. However if it's a recurring meeting, it's the same ID and passcode for the entire series. You can share the ID and passcode for the meeting with anyone IN your organisation. Currently, guests can't use this method to join your session - you would still have to share the full link with them. Cheers!

@@thriveadminservices Thank you.

Thanks! Mac uses an Import/Export option from the Tools menu in Legacy outlook. New outlook on Mac doesn't yet support import/export for email. This is a bit of an all or nothing approach as it will do your entire mailbox (unless you have flagged all the emails from a folder with a category called archive, and then unflag them after the archive is done). The other option is to use the online in-place archive tool from outlook on the web, as that's the only other solution Microsoft provide at this time. I've updated the description of this video to remove reference to it being suitable for Mac, and will provide a new video about the Mac archive options soon! Thanks for the heads up!

Hey there, it certainly should be!

Thanks! Sometimes it's like they don't want you to know how to use it properly, right? But once you know, you know!

Hey there - great question! The info I have from Microsoft's own site is that you can set two options for recordings: the organiser and co-organiser, or organiser and co-organisers and presenters. I would think that in order for this to be possible in a meeting you set up but don't attend, you might need to nominate a co-organiser so they will have that access.

You can - but it won't just be the fonts. You need to set up the styles as fonts and colours, and then save that as a custom Theme. That will give you both the fonts and colours for the entire theme. On a PC you can create custom font sets that are separate to everything else, but Mac doesn't give you that function in Word (yet!).

Thanks so much!

Great question! The custom work hours, if set up in Outlook on the web should replicate through to Teams for you. You may need to restart (as in fully quit, not just close) both Outlook and Teams for these to update correctly. And there may be a lag in some of the sync time. But it should reflect in both, so that anyone looking at your availability to schedule a meeting (either Outlook or Teams) should see that this is outside your usual work hours. Cheers, Marianne

That is true, and a great way to do this if you are creating meetings via Outlook (for the video, it came from a specific set of circumstances where they were set up a particular way for this action). However, you may still have some difficulties with co-organisers (like they need to be from the same organisation or logged in as a guest - external users can't be co-organisers). This video was so that anyone dialling in could join the meeting without the lobby admission process (because the question was raised about volunteers who are on personal email addresses dialling in as external unverified users). Thanks for sharing this option though @emdrost - there are always lots of ways to get the results you want from these tools! Cheers, Marianne

Hi Susan, thanks for your comment. I also received your message via my website, and I've replied there with as much detail as I could. Hope this helps! Cheers, Marianne

You can manually assign people to a room, it's true, however individual participants can't choose a breakout room for themselves (it's a feature that's been requested, so may appear at some point!). The workaround would be to nominate a 'manager' for each breakout room. They have the power to reassign the rooms for members from inside the breakout room, which may avoid people coming back to the main room and requesting where to go next. Hope this helps!

@@thriveadminservices Thanks I appreciate it. With over 100 participants, it's not feasible to assign or manually manage. Once Teams gets that functionality in place, I'll be able to jump. Until then- tough to do.

Thanks! At this stage the breakout rooms feature is still only available on the desktop version. I'd like to think that it will soon be available on the web version, but for now I don't have a solution for you, sorry!

Hi Sean, and thanks for watching and thinking I know about bit about Teams. I'm working on improving my recordings, and hope that future ones will be easier on your ears!

Oooh, what a pain! Do you have it set so that the customer is seeing it in their own timezone, or your own (sometimes this can be an issue). I've seen a few requests on the forums about it, but no clear solution. There may be some connection to daylight savings /summer timezones, where the calendar picks it up, but the confirmation emails don't. Sorry I don't have any better answers for you on this one!

A couple of things to check in your settings to make sure these come through: Under settings > Missed Activity Emails (choose as soon as possible from drop down). Also, in the Meetings section of Settings, make sure you have Meeting start notifications AND meet now start notifications toggled to ON. Otherwise, you may also need to check your Outlook settings for reminders - sometimes these can block some of those notifications too!

@@thriveadminservices thank you!

This would be like a live form that is completed in sections? Your best option would be to remove any requirement for the questions to be completed before submission, and in the settings allow the participant to save and edit their responses. I think that would let them continue to fill in the form after receiving feedback from the submitted content.

It may be to do with the type of email account you have, or the system you are running. Sometimes the sync doesn't happen automatically, or the 'legacy' (original settings) hours for some reason override the new settings. It's a conflict, and might mean that the web version and your desktop version aren't in sync properly. Microsoft has this article that explains some of the sync connections: support.microsoft.com/en-au/office/sync-basics-what-you-can-and-cannot-sync-5537d587-4930-4ac2-b044-3568509b1294 The other (very common) IT response is to clear your cache and cookies, quit the program completely, and give it a little time. Oh, and to make sure you are working with a 365 subscribed account.

I've got 2 top tips for this: First, be sure to add a buffer on either side of each service to give you some breathing space. Secondly, you need to have your Outlook (or connected calendar) as your point of truth - ALL appointments go in there to avoid double-booking. Bookings reads from your main Outlook calendar, so EVERYTHING needs to be in there, and then the risk of overlap is as tiny as possible! Hope this helps. Cheers, Marianne

@@thriveadminservices Thank you!! Good day.

No problem - hope it cleared things up for you!

I have the default scheduling policy turned off on particular services because I only want them to be shown as available on certain days or times (not linked to my general availabilty). This shouldn't affect the meeting reminders you need to send. If you'd like to dig a little deeper into why these aren't working on your setup, I'd be happy to have a look with in a 1-1 session! Let me know if you'd like the link to book 🙂

@@thriveadminservices Hello there! I believe it's a bug. I am experiencing the exact same issue and have verified that all settings are correct and that notifications are sent to all attendees. I have reviewed multiple Microsoft Bookings forum threads, and many people are reporting the same problem, suggesting that it is indeed a bug.

@@Sir.Henrylot Oooh, thanks for the heads up! I'll have to keep an eye out for any updates on this one!

Oh Caryn! Sing out if you ever get stuck ANYWHERE in Microsoft. I’m always happy to point you in the right direction so you (hopefully) don’t get as muddled 🤓

Glad it was helpful! Cheers, Marianne

Hi Kim - yes, there's a great range of templates already available, but still giving you the flexibility to customise and adapt them to your specific needs. There's also a 'featured' section that gives you the chance to look at completed Sways, and get inspired for your own content. Give it a go, and let me know how you find it!

Hey Kim, yes, the actual scheduling still happens outside of Microsoft 365 (they don't do that part!). The notes and captions are pasted into the scheduling tool, and we often put the link to the image once it's posted on Instagram or FB so that there's a reference of when it's been used. At the time of recording, I was using Hootsuite or Meta's own scheduling tool for socials, with Gemma.

Hi there, I'm not sure I really understand your question. If you are curious about the process to create the option of branching or conditional logic, here's a quick summary: - you need to create ALL of the questions first, and group them so that the flow matches how you'd like the person completing the form to experience it. - once that's done, you right click on the question that will split the direction of the form, and select Branching. - in the new window, choose which question the participant will move to if they choose that answer (e.g. - yes will take them to the next question, no will take them to a question 5 or 6 further down). You should always test your forms for yourself too, to make sure that you get the correct options and branches. If this hasn't answered your question, I'd recommend joining my Facebook community where you can ask a more detailed question: facebook.com/groups/microsoftdynamos Or, you can book a free chat with me to see if I can clear it up for you: www.thriveadmin.com/free-thrive-chat. Cheers, Marianne

Hi Brad - there are a couple of particular settings to double check. First, make sure that when you create the meeting, you have changed the security settings for who can bypass the lobby to 'Everyone'. If you are part of an organisation that has specialist IT support managing your access and privileges, you will need to check if there's an admin policy that means someone who joins without an account of their own or people from 'untrusted' organisations may still be automatically put into a lobby, until someone trusted by your system setup enters the meeting. This is a backup security feature that sits in the admin policies of your Teams Admin centre. While it's not perfect, there are lots of improvements continuing to come through Teams, so hopefully this will be refined over time!

Thanks so much! You sure can - I offer a range of 1:1 sessions, depending on what you'd like to get into, and your budget. Details on my 1 hour coaching call are here: www.thriveadmin.com/strategy-session Or, if you are looking for a more 'hands-on' session where we can brainstorm AND start making some changes, you'd be better looking at my Thriving Setups sessions: www.thriveadmin.com/thriving-setups Looking forward to seeing you on my screen soon!

Hey Keri - thanks for asking about this one! As far as I can tell, this option would be so you can actively copy the link while in Live Present mode, and be able to share it in an email, Teams chat window, private chats, or even on your socials or a forum while you are presenting. I can't see where it is interactive for people who are participating in the session to access (like with Live Present for PPT and Excel in a Teams meeting, for example), but perhaps that's something that will appear somewhere down the track? Cheers, Marianne

@@thriveadminservices Thank you. I started to wonder if there was an interactive nature that link, i.e., where the other attendees could click on it. But this is how I figured it would work.

What a great question - one of the best options would be to make that site's admin settings the option that allows existing guests to log in to access the site. That way they need to verify their identity with a username and password each time (choose that instead of the 'everyone can access' option for sharing the links!). Cheers, Marianne

Hi Nicole - thanks for this question. If you don't edit the text in the new message (confirmation, reminder or follow up) it will send default info. You can edit the message, but not the subject line. If you'd like a more detailed response, I'd love to have a look at this for you directly. You can book a time for us to chat about it and see what solutions I can offer via www.thriveadmin.com/free-thrive-chat. Thanks for watching! Cheers, Marianne

Thanks so much! Be sure to subscribe to my channel so you can get updated when new videos are added - it's a great library of content to have access to!

Thanks Sarah! I love that there's a more 'formal' way to manage questions (and responses) that keeps things neat and tidy!

I know right? Madness!!

Hi Kelly, yes, the rooms are created, but won't move participants until you open them. Thanks for checking!

Thanks Raquel! I'm glad that it was exactly what you needed!

Once you have created your breakout rooms, you can head to the Breakout Rooms settings in the meeting controls. Hover your mouse over the room you want to join, and select Join Room. To leave, you can select Return from the meeting controls.

What a gorgeous comment - thank YOU! I'm so pleased that this will work for you and your team!

Thanks for the feedback -- I'll work on that for future videos! Glad it was useful for you.

No problem! Happy to be able to help