#LifeKoKaroLif

Messaging & Collaboration

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 Course
Introduction
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Prerequisites for This
Session
✔ Upgrad Portal access
✔ Welcome to the class

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Today’s Agenda

● Introduction to Messaging & Collaboration

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Introduction to
Collaboration
 Collaboration

The Internet has changed the workplace forever. Today we have technology, and the digital
workplace has revamped how businesses are being operated and how teams work on a global
scale. Laptops, smartphones, tablets, and cloud technology have given rise to remote working and
allow teams to work more efficiently.
Collaboration
 Collaboration

Since the workplaces are becoming increasingly digital, it is necessary to understand –

● How can businesses manage workplace collaboration in this new era?
● How can digital workplace contribute to collaboration?

With the rise of remote work, distributed teams, and virtual offices, the digital workplace has
become the new normal.
And the key to survive and thrive in this new era is a “collaborative workplace”. Let’s understand
what collaboration means and more.
 Collaboration

The development of modern technologies has not taken away the need for humans to interact with
each other. We still need to collaborate effectively to complete a variety of tasks. Forget the days
when the workplace referred to a physical office space occupied by the employees during regular
working hours. The new-age workplace is confined simply to a laptop screen. The work culture is
more flexible. The employees like to be heard and wish to share knowledge across the
organization. Business ideas are discussed and shared beyond the usual workgroups.
 Collaboration

And to match these changing needs of employee work experiences, they need a collaborative
workplace to gain and share knowledge, communicate seamlessly, work effortlessly, bring
productivity, efficiency, growth, and innovation.
Read on to discover what collaboration is in the workplace, why collaboration is important, tools
and tips to encourage workplace collaboration, and more.
 What is collaboration in the
workplace?

Collaboration involves a group of people sharing their skills and ideas with the purpose of
achieving a common objective. The workforce with different perspectives, ideas, and expertise
work together to find innovative solutions, which in turn help the organizations to solve problems
in a more efficient manner. Collaboration can happen in any type of setting whether teams are
stationed at an office or working remotely. The goal of a collaborative workplace is to maximize
the possibilities of success by administering a communicative and collaborative experience across
the organization.
Why is collaboration in the workplace
important?

Every individual has different skills, talents, and expertise. When all the team members
collaborate, they can utilize their knowledge, skills, and experience to achieve the shared goal.
Collaboration also helps in tracking project deliveries as employees combine their expertise to get
things done in the workplace. It also allows employees to share their ideas while understanding
how they think, work, and operate. This in turn, can be mutually beneficial for employees as well
as the organization.
Why is collaboration in the workplace
important?
Why is collaboration in the workplace
important?

However, achieving effective collaboration is never easy. Just an assortment of remote works does
not necessarily make an effective digital workplace. May be there are too many employees
working remotely, may be the departments of your organization are siloed, or most meetings are
unproductive. The key is to empower the employees with the right workplace collaboration tools
so that they can collaborate effectively across the organization.
 What are the benefits of collaboration in the
workplace?
● Promotes a problem-solving approach:

Workplace collaboration means making a pool of knowledge, skills and bringing varied talents together. When experienced
people are brought together, teams will have a better problem-solving approach. Let us say you have made a lot of progress on
the project but encountered a roadblock while the deadline is approaching rapidly. Now, you might schedule a brainstorming
session with your team to ask for different perspectives and ideas. So, collaboration is the last resort to solve the problem at
hand.

● Enhance learning opportunities

Collaboration ensures the opportunity to learn from the success and failures of the team members. This is one of the best
benefits of collaboration in the workplace as people can bring different skills and backgrounds to the table. Learning from
team members is not only a benefit of collaboration but is also the first step towards building a learning culture in the
workplace. The teams can learn from their mistakes, successes, failures, pain points, workflow, etc.
 What are the benefits of collaboration in the
workplace?
● Higher employee productivity and participation

Working independently has its own benefits as we can focus on the project without any distractions. But for many projects,
collaboration makes the work more efficient. When the projects are complex and highly demanding, group effort is mandatory.
And that’s where collaboration comes into play. I help in dividing up the heavy workload, finding innovative solutions to
tough problems, and wrapping our heads around the bigger picture. When working on projects together, collaboration in the
workplace ensures equal participation of team members.

● Enable seamless internal communications

Employee collaboration creates a more cohesive and open workplace as it maintains regular and direct communication with
team members. It also helps you gain valuable insights into different departments and be able to resolve problems quickly.
Like, an intranet on Microsoft 365 is an excellent collaboration tool to do just that. It is designed to open varied
communication channels across the organization.
What are Microsoft collaboration
tools?
 What are Microsoft collaboration tools?

How do high-performing teams fill information gaps and collaborate in remote settings? They turn to powerful tools like
Microsoft 365 to create and manage projects, communicate, and collaborate
What are Microsoft collaboration tools?

Microsoft collaboration tools bring together geographically dispersed teams to connect and work toward shared goals. Far-
flung employees use these tools to boost productivity without being present in the same physical space.

Microsoft collaboration tools include several core software solutions that help remote teams create, share, store, protect,
communicate, and collaborate efficiently. These solutions include Microsoft 365, Teams, Outlook, PowerPoint, OneDrive,
Word, and Excel.
Facilitates clear communication

Time zone and language barriers don’t stand a chance when organizations use remote communication tools. You may not have
a co-worker stopping by your cubicle, but you can still chat with them online.

If they’re in the middle of something as you send texts, they’ll respond once they’re free to look at your messages. Such
flexibility leaves you plenty of room for deep work as well.

If you think remote team collaboration has no room for real-time conversations, you’d be wrong.

Imagine there’s an urgent project that requires all team members to connect and interact immediately. The team can use the
following synchronous communication tools to exchange information and have real-time discussions.

● Phone calls
● Text messages
● Video conferencing software
● Business instant messaging software
What are Microsoft collaboration tools?

Types of Microsoft collaboration tools

Collaboration requires constant communication between team members, regardless of their location. Office 365 collaboration
tools help teams:

● Work toward a shared vision

● Discuss innovative ideas together
● Understand individual responsibilities
● Weigh in on project changes and decisions

“Tools like Microsoft 365 focus on hybrid team scenarios and offer multiple collaboration features rather than just
serving as single-point solutions.”
Project management

Microsoft Project & Portfolio Management helps you plan, manage, and deliver projects effortlessly. Use this tool to track the
bits and pieces of big projects with multiple collaborators. This software features:

● Tools and approaches to allow teams to work flexibly

● Centralized views to visualize interactive project roadmaps
● Interactive dashboards that use Microsoft Power Business Intelligence (BI) to visualize insights
● Scheduling features to simplify project planning and streamline training
● Custom templates that eliminate the need to create project plans from scratch

https://www.microsoft.com/en-in/microsoft-365/project/project-management-software
Video conferencing

Microsoft Teams enables your remote team to meet online, improve teamwork, and build better relationships. Companies use
Microsoft Teams to meet via virtual rooms and engage in face-to-face conversations with colleagues. This software features:

● Chat so employees can engage during online meetings

● Recordings that let teams save sessions for future reference
● Live captions that add clarity to ongoing conversations
● Custom backgrounds to allow workers to minimize distraction during video conferences
● Raise your hand so participants can ask questions without interruption
● Speaker coach that assesses speakers’ pace and boosts their confidence
● Participant list for sharing meeting participants’ names for follow-up activities
Real-time document collaboration

If you're using email chains to communicate document edits, you must eliminate that process. Email chains make editing
confusing and collaboration inconvenient for everyone.

Microsoft Editor helps you check grammatical errors, catch misspellings, and assess tonality across Microsoft Word, Excel,
and PowerPoint. This tool offers intelligent suggestions in more than 20 languages.
Cloud content collaboration

Remote work hours aren't the same for every employee. For example, someone working from Chicago starts their day when
someone in Mumbai ends theirs. That’s why remote teams require cloud storage for file sharing.

Microsoft OneDrive for Business makes it possible to store, access, and share business documents and files from anywhere.
Let’s look at what you can do with OneDrive:

● Sync, share, and collaborate on presentations, videos, documents, and memos

● Create sharing links to provide file access to people within or outside the company
● Add metadata structure to find files across libraries easily
● Upload up to 100 GB files to store them and receive feedback on them
● Sync admin reports to audit and monitor all OneDrive sync app environments
● Strengthen file protection with multi-factor authentication and one-time passcodes (OTPs)
Employee intranet

Businesses want their employee communications to be private and secure. They use employee intranet software to offer a
communication network where employees can collaborate, share, and communicate.

Microsoft SharePoint is a mobile intelligent intranet software that remote teams employ to share and access knowledge,
content, and applications. Here’s how you can leverage different features of this platform:

● Share data, news, and resources to streamline teamwork

● Engage with employees with communication sites and common resources
● Gain insights from SharePoint rich content management and conversations on Yammer
● Simplify operational workflows with SharePoint libraries, Microsoft Power Automate, and Power Apps
Collaboration styles using Microsoft 365

Microsoft Office 365 solutions enable remote teams to adapt to different types of collaborations, such as:

● Enterprise collaboration fuels intra-organizational communication. Companies using this collaboration mode leverage
Office 365 applications to make important announcements, share corporate updates, welcome new joiners, and talk
about corporate benefits.
● Team collaboration helps remote teams exchange ideas, track progress, and manage activities. Distributed teams
leverage Microsoft 365 solutions to create collaboration spaces for everyone to better close projects on time.
● Social collaboration using Microsoft Teams and Yammer makes it easy for companies to host social communities,
organize events, and communicate with community members.
● External collaboration requires companies to use multiple tools, depending on varying purposes. Microsoft 365
programs such as Outlook, Yammer, and Microsoft Teams are great for communicating and collaborating with external
stakeholders.
What is Microsoft
365?

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Microsoft 365

Microsoft 365 offers next-generation collaboration services for teams looking to flourish in a hybrid work environment.
Remote employees stay productive with their suite of applications. Take a look at how Microsoft 365 applications can help you
meet enterprise productivity needs.
Microsoft 365
Microsoft 365
How to collaborate using Microsoft Office 365
Remote teams come across multiple collaboration scenarios during a project’s lifecycle. Depending on how you want
to collaborate, Microsoft 365 offers multiple ways for you to get started.

● Work with select peers to receive fresh perspectives on projects. Selective collaboration leads to faster and clearer
progress. You can always share the final version with your team once it’s ready.
● Partner with teams to minimize project friction and build on ideas effortlessly. Remote teams use Microsoft Teams to
organize files, attend meetings, and work together. The idea is simple: do things regardless of whether you’re working
from the office or remotely.
● Start in the cloud to create a foundation for the team to succeed. With Microsoft OneDrive, you can easily bring together
files and documents for your team to access from anywhere. This mobility has two immediate benefits. First, it
eliminates the need to go through emails or multiple versions to find out what’s happening. Your team will always have
the most up-to-date version at their fingertips. Second, you are no longer tied to your office computer for work.
● Start as a team to keep your global members in the loop. Microsoft Teams makes it super easy to create groups, whether
it’s for a special project or for members working under the same manager. You can use Teams’ space on Microsoft to
store files, schedule meetings, and stay in sync.
● Co-author in real time when you need to work alongside trusted peers. Co-authoring on Microsoft 365 means you don’t
have to wait for feedback or comments. Use @mentions to invite someone to take a look at your file. Peers can edit files
across desktops and mobile devices. Moreover, you can always see the most up-to-date changes.
Use case approach
The use case approach is the simplest of all. It tells you to pick tools that have supporting features for your
collaboration needs. For example, you’ll be better off with Microsoft Teams when you want to chat with the
team or SharePoint when you want to share documents.

However, this approach doesn’t tell you how to meet different business needs with collaboration tools.
● Microsoft 365 collaboration tool use cases:
● Microsoft Outlook to schedule events and block out calendars
● Microsoft Exchange Online to converse via emails
● Microsoft OneNote to jot down ideas and organize information
● Microsoft Project Management to track and streamline projects
● Microsoft SharePoint to share resources and access applications
● Microsoft Teams to communicate with teams via chat and video
Microsoft 365 pros
The future of remote collaboration lies in employees’ ability to seamlessly switch between applications. For
example, you may have to chat with a colleague, attend a video call, and then collaborate with them on a
document.Microsoft Office 365 lets you do all these and more within a single window. Take a look at these pros
to decide for yourself.
● Easy to use

Whether you’re looking to use channels, group chats, or manage resources in a single place, Microsoft 365
makes everything super easy with its user-friendly interface.The intuitive applications help you work
faster and smarter so you focus on what matters most.

● Do it all from one place

Microsoft 365 packs every feature you imagine for efficient remote collaboration. In addition to Microsoft
productivity apps, Office 365 features cloud storage and syncing solutions for teams to stay on the same
page regardless of their location.Plus, you’ll get to access omnichannel collaboration hubs for your
employees to effortlessly switch between remote productivity apps.
Microsoft 365 pros

● Stay efficient with new features

Microsoft Office 365 applications are continuously evolving. They are adding more features and
integration capabilities to their software products every day, enabling remotes to function better.Check out
the Teams app store to look for new apps suitable for your business.

● Improve remote collaboration ROI

Modern organizations want employees to follow streamlined collaboration methods to be productive.

Microsoft Office 365 applications enable your teams to accommodate different work styles and minimize
hybrid work challenges.
Microsoft 365 pricing plans
Microsoft 365 offers three pricing plans for your team to connect and collaborate effortlessly. These plans
range between $7.20 and $26.40 per user per month.

1. Microsoft 365 Business Basic

Small and medium-sized businesses use this plan to boost productivity and efficiency with features like:
● Business email
● Standard security
● 1TB cloud storage
● 24x7 phone and web support
● Chat, call, and meet with up to 300 attendees
● Web and mobile access for MS 365 applications
Microsoft 365 pricing plans

2. Microsoft 365 Business Standard

This plan is suitable for larger organizations looking to transform business collaboration with features like:

● Advanced security
● Access and data control
● Cybersecurity threat protection
● Everything in Business Basic
Microsoft 365 pricing plans

3. Microsoft 365 Business Premium

Enterprise companies with robust security needs use this plan to stay productive and do more every day. This
plan features:

● Webinar hosting
● Everything in Business Standard
● Attendee registration and reporting
● Customer appointment management
● Premium Desktop features for MS 365 applications
Microsoft 365 pricing plans
Microsoft Teams

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Microsoft Teams for collaboration

Microsoft Teams is your go-to software when you want a remote team to work without feeling remote. The easy
communication and collaboration that Teams provides keeps your remote employees in the loop. Once your team signs up for
Microsoft Teams, they’ll get four more Office 365 applications:

● Microsoft SharePoint online site

● Microsoft Exchange Online mailbox
● Microsoft Outlook calendar
● Microsoft OneNote notebook
Microsoft Teams for collaboration

5 Microsoft Teams meeting best practices:

● Send email invites early to give attendees time to prepare

● Share the agenda ahead of time to set expectations among participants
● Turn on videos to engage with remote teams and gauge expressions
● Record meetings to refer back to important discussions
● Use OneNote to take notes, questions, and action items
Microsoft Teams for collaboration
Microsoft Exchange
Microsoft Exchange

Microsoft Exchange is an email server that runs on Windows Server operating systems. Exchange works with web-based mail
clients like Microsoft Outlook, which can connect to and manage email from a variety of sources. In fact, Outlook is really
optimized for Exchange and only works best when you're using an Exchange account.

Microsoft Exchange is an email service offered by Microsoft that's most often used by businesses and academic institutions.
It's a highly scalable solution that can support a huge number of users, and is designed from the ground up to keep email in
sync between the server and end-user clients. Exchange delivers not just email but also a global address book of contacts,
calendaring, meeting scheduling, and task management.

https://www.prajwaldesai.com/step-by-step-guide-to-install-exchange-server-2016/#:~:text=Download%20the%20Exchange%
202016%20installation,by%20double%2Dclicking%20Setup%20executable.
How Microsoft Exchange works

Microsoft Exchange relies on the use of an Exchange server — a computer on which individual users' Exchange accounts are
configured. An organization can maintain its own Exchange server or rely on Microsoft to do that via the cloud using a
Microsoft 365 account.

When you use a Microsoft Exchange account, email messages — along with calendar information and other Outlook details —
are generally kept in sync between your Outlook client on a computer or mobile device and the Exchange server.

This most often happens using a technology called Exchange ActiveSync. ActiveSync keeps all the Exchange data
synchronized between devices, so when email is replied to, deleted, or moved on your computer, for example, that change is
immediately made on the Exchange server as well, and then synchronized with any other devices you might use, such as
Outlook on a mobile device.
How to find your Microsoft Exchange details

You can find out if you're using an Exchange account by checking your Account Settings in Outlook. To do that, choose "File"
and then click "Account Settings." In the dropdown menu, click "Account Settings." You'll see a summary of your configured
email accounts with an indication of which ones are using Microsoft Exchange.
How to find your Microsoft Exchange details

In addition, you may be able to access your Exchange email in a web browser. Called Outlook Web Access (OWA), the link for
this webpage is in Outlook's account settings. At the top of the page, click the account dropdown and choose an Exchange
account. You should see a link to access the account on the web.
How to find your Microsoft Exchange details

As a general rule, as an end user you don't need to know many details about how Exchange is configured to set it up or to use
it. Your IT administrator should provide an email address and password; to get started, you simply add the email address to
Outlook and your email client should determine it's an Exchange account and configure it automatically for you.
Active Directory
Active Directory

Active Directory, the identity glue that binds on-premises Microsoft networks together, is at the center of
almost all on-premises networks. Although each computer can have its own unique individual user and
service accounts, Active Directory provides a central user, a computer, and a service account store. But
Active Directory is more than an identity store; it can also be used to store data for Active Directory-
aware applications. One example of this is Microsoft Exchange Server, which stores server
configuration information in Active Directory. Other applications, such as System Center Configuration
Manager, are also highly dependent on Active Directory.
Active Directory
Managing Active Directory

Domain Controllers are one of, if not the, highest value target for attackers on your network. An attacker
that is able to take control of a domain controller has control over every domain joined computer in the
organization. Having control of a domain controller means having control of all authentication and
authorization processes in the domain.
Active Directory Administrative Center
DNS
DNS

The Domain Name System (DNS) is the phonebook of the Internet. Humans access information online
through domain names, like nytimes.com or espn.com. Web browsers interact through Internet Protocol
(IP) addresses. DNS translates domain names to IP addresses so browsers can load Internet
resources.

Each device connected to the Internet has a unique IP address which other machines use to find the
device. DNS servers eliminate the need for humans to memorize IP addresses such as 192.168.1.1 (in
IPv4)
How does DNS work?

The process of DNS resolution involves converting a hostname (such as www.example.com) into a
computer-friendly IP address (such as 192.168.1.1). An IP address is given to each device on the
Internet, and that address is necessary to find the appropriate Internet device - like a street address is
used to find a particular home. When a user wants to load a webpage, a translation must occur
between what a user types into their web browser (example.com) and the machine-friendly address
necessary to locate the example.com webpage.

In order to understand the process behind the DNS resolution, it’s important to learn about the different
hardware components a DNS query must pass between. For the web browser, the DNS lookup occurs
"behind the scenes" and requires no interaction from the user’s computer apart from the initial request.
https://www.iana.org/domains/root/servers
How does DNS work?
There are 4 DNS servers involved in loading a
webpage:

● DNS recursor - The recursor can be thought of as a librarian who is asked to go find a particular
book somewhere in a library. The DNS recursor is a server designed to receive queries from
client machines through applications such as web browsers. Typically the recursor is then
responsible for making additional requests in order to satisfy the client’s DNS query.
● Root nameserver - The root server is the first step in translating (resolving) human readable host
names into IP addresses. It can be thought of like an index in a library that points to different
racks of books - typically it serves as a reference to other more specific locations.
● TLD nameserver - The top level domain server (TLD) can be thought of as a specific rack of
books in a library. This nameserver is the next step in the search for a specific IP address, and it
hosts the last portion of a hostname (In example.com, the TLD server is “com”).
● Authoritative nameserver - This final nameserver can be thought of as a dictionary on a rack of
books, in which a specific name can be translated into its definition. The authoritative nameserver
is the last stop in the nameserver query. If the authoritative name server has access to the
requested record, it will return the IP address for the requested hostname back to the DNS
Recursor (the librarian) that made the initial request.
There are 4 DNS servers involved in loading a
webpage:
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