Microsoft 365 in practice: Teams, Outlook, OneDrive, SharePoint

Key information

The training organises and standardises the way of working as a team in Teams and Outlook, and introduces the practical, responsible use of artificial intelligence in everyday office tasks.

During the training, participants will find out, among other things:

• How to efficiently organise meetings and team communication in Microsoft Teams
• How to use Teams as a repository of recordings, materials and meeting history
• How to actively manage your Outlook calendar and plan meetings without asking about availability
• How to book meeting rooms and check colleagues’ availability
• How to get on top of your inbox: threads, rules, subfolders, the unread filter, flagging
• How to postpone messages for later and schedule sending at a convenient time
• How to use OneDrive and SharePoint: where to keep drafts and where to keep team documents
• How to share files with a link instead of an attachment and recover earlier versions of documents

Objective

The objective of the training is to familiarise participants with the practical and well-organised use of Microsoft 365 tools: Teams, Outlook, OneDrive and SharePoint, in daily office work. The training levels up knowledge across the team, organises the rules for running meetings, managing the calendar and email communication, and introduces the responsible use of artificial intelligence. The advanced part focuses on the basics of prompt engineering and automating repetitive processes without coding. The emphasis is on practice and real scenarios from the participants’ work.

Programme Module 1: Microsoft Teams in organising teamwork

• Teams is not just video conferencing: an overview of the tool’s real capabilities
• Organising and running online meetings: inviting participants, setting a date
• Chat and team communication: when to use Teams and when to use email
• A repository of meeting recordings and materials: how to return to content and search it
• Searching messages, files and meeting history
• Meeting transcription and recording: how to turn them on and use them in further work
• Linking Teams with Outlook: where each piece of information goes

Module 2: Microsoft Outlook: calendar and email under control

Calendar management:

• Actively using the Outlook calendar: entering absences, leave, meetings and work outside the office
• Planning meetings with automatic checking of other people’s availability: no calling around to ask when they are free
• Viewing colleagues’ availability: recognising whether a person is free, in a meeting or working elsewhere
• Correctly booking and cancelling room reservations

Email management:

• Automatic grouping of emails by thread: reading only the latest message in a chain instead of all of them
• Split view (message preview) and manually marking messages as read/unread: instead of automatic marking as read
• Setting up rules and subfolders correctly: less important and recurring messages, and those where you are in CC/BCC
• The “Unread” button: quickly filtering messages that still need a response
• Flagging important messages with the “Insert” key: as a task to do or a repository of important topics
• Moving messages to the calendar: scheduling a future meeting on the subject of an email
• Rules for adding recipients (To, CC, BCC)
• Postponing messages for later: an email returns to the inbox at a chosen moment
• Scheduling message sending: delivery at a convenient time
• Keyboard shortcuts and Outlook personalisation for advanced users

Module 3: OneDrive and SharePoint: team files and documents

OneDrive: a personal workspace

• What OneDrive is and how it differs from SharePoint: drafts and work in progress versus team documents
• Organising and finding files: clear names, a simple folder structure, the My files, Recent, Shared and For you views
• Secure sharing: a link instead of a copy in an attachment, choosing recipients, view or edit permissions
• Real-time co-editing of documents and automatic saving of changes
• Version history and the recycle bin: recovering files and returning to an earlier version
• Synchronisation with File Explorer and offline work: online-only files and files always available on the device
• Moving a document from OneDrive to a team space with the Move to function

SharePoint: the team repository

• Site, page, library and folder: what each element is for
• Organising team documents: when to use a separate site, when a library, and when a folder is enough
• Searching in SharePoint: by name and document content, filters, the effect of permissions on results
• Permissions and sharing: granting access to groups, permission inheritance, external sharing
• Collaboration, change history and recovering deleted items
• Teams files and SharePoint: where files from standard channels, private channels and chats end up
• Good practice: a single source of truth, a link instead of an attachment, the right file location, versioning instead of names like “final”

Learning outcomes

After completing the training, participants:

• They efficiently organise meetings, the calendar and communication in Teams and Outlook
• They manage their inbox using threads, rules, flags and filters
• They plan meetings and check team availability without unnecessary correspondence
• They organise files in OneDrive and SharePoint, share them with a link and know where files from Teams end up

Trainer

Franciszek Kołpanowicz: entrepreneur and certified AI trainer. He has been published in Rzeczpospolita, among others. He has over 2,000 hours of experience working with generative AI and has shared his knowledge at public events, including the “Manager in the Age of AI” training organised by Rzeczpospolita and at the UKEN and PASE conferences. His background in philosophy (Jagiellonian University) and his experience in IT quality control allow him to combine analytical thinking with asking the right questions. In training sessions he pays attention above all to the participants, drawing on their experience and needs as the work unfolds.

Organisational requirements on the client’s side

• In-person training at the company’s premises in Kraków; a room that allows workshop-style work (tables, space for notes)
• Each participant works on their own laptop, signed in to a work Microsoft 365 account
• A standardised version of Microsoft Outlook for all participants for the duration of the training (recommendation: the new Outlook desktop), installed and running before the start
• Access to Microsoft Teams, OneDrive and SharePoint for every participant
• Stable Wi-Fi in the room, sufficient for all participants working at the same time
• A projector or large screen for the trainer’s presentation
• A flipchart or whiteboard with markers

To be confirmed before the training

App versions and standardisation (Teams and Outlook):

• Which version of Outlook do participants use (classic, new desktop, browser, Mac)? We recommend standardising on the new Outlook desktop so that everyone sees the same interface on screen

Participants’ technical readiness:

Every participant arrives with a Microsoft 365 account logged in and Outlook installed on their own laptop: we do not set up accounts in the training room

Infrastructure:

• Stable Wi-Fi tested under load (up to 15 people working simultaneously in the browser and Office applications)

Key information

The training is intended for people who use Microsoft Teams every day but want to do so more efficiently and more consciously. Participants learn the full range of Teams capabilities: from organising teams and channels, through running online meetings, to operating physical conference rooms equipped with Teams Rooms.

During the training, participants will find out, among other things:

• How to efficiently organise teams, channels and conversations in Teams
• How to plan, run and record online meetings
• How to use meeting transcripts and summaries
• How to operate conference rooms with Teams Rooms
• How to use Breakout rooms, polls and Q&A sessions
• How to collaborate on files without leaving the application

office workers, assistants, project coordinators, team leaders, IT specialists responsible for deploying Teams, and people who manage conference rooms

Objective

The objective of the training is to familiarise participants with the full range of Microsoft Teams features: from daily communication and organising teamwork, through planning and running online meetings, to operating conference rooms equipped with the Teams Rooms system. The training emphasises practical scenarios for using Teams in a corporate environment, including advanced meeting features: transcription, Breakout rooms, and polls and Q&A sessions.

Programme

The programme covers 8 hours, divided into theoretical modules and practical workshops.

Module 1: Introduction to Microsoft Teams

• Participants share experiences: how they currently use Teams
• The desktop, web and mobile app interface: what to find where
• Navigation: the sidebar, search, notifications
• Profile, status and availability settings

Module 2: Teams and channels

• Creating a team and inviting members
• Standard, private and shared channels: when to choose which
• Conversations in channels: threads, mentions (@), announcements
• Tabs and apps in a channel (Planner, OneNote, SharePoint pages)
• Managing a team: roles, permissions, archiving

Module 3: Chats and communication

• One-to-one and group chat: differences compared with channels
• Message formatting, priority, labels
• Sharing files and links in chat
• Audio and video calls from within a chat
• Searching message history

Module 4: Meetings in Microsoft Teams

• Scheduling a meeting from Teams and the Outlook calendar
• Meeting options: lobby, participant roles, recording
• Sharing your screen, a window and PowerPoint Live
• Ad hoc meeting (Meet Now) vs scheduled
• Virtual backgrounds, focus mode and gallery view

Module 5: Teams Rooms: operating conference rooms

• What Teams Rooms is and how it works in a conference room
• The touch panel: starting and joining meetings
• Booking a room via Outlook (resource mailbox)
• Wireless screen sharing: Miracast and Teams Cast
• Operating the camera, microphone and speakers in the room
• The most common technical problems and how to solve them

Module 6: Advanced meeting features

• Meeting transcription: turning it on, viewing, exporting
• Intelligent meeting recap (Copilot in Teams)
• Breakout rooms: creating and managing breakout rooms
• Polls and Q&A sessions during a meeting
• Practical scenarios: workshop, training session, project meeting

Module 7: Files and collaboration

• File structure in Teams: where files from chats and channels end up
• Co-editing Word, Excel and PowerPoint documents in Teams
• Integration with OneDrive and SharePoint
• Versioning and restoring files

Module 8: Personalisation and good practice

• Notifications: configuring them so they neither disturb nor get missed
• Quiet hours and the “Do not disturb” status
• Tidying up the team list: pinning, hiding, filters
• Keyboard shortcuts and quick actions
• Wrap-up of the day: an action plan for after the training

Trainer

Franciszek Kołpanowicz: entrepreneur and certified AI trainer who helps leaders and teams become more effective through intelligent technologies. He has been published in Rzeczpospolita, among other places. He has more than 2,000 hours of work with generative AI behind him and shares his knowledge at public events, including the “Manager in the Age of AI” training organised by Rzeczpospolita, as well as at the UKEN and PASE conferences.

His background in philosophy (Jagiellonian University) and his experience in IT quality control allow him to combine analytical thinking with asking the right questions. His own practical journey with AI showed him how this technology can become a real lever for growth.

Drawing on hands-on experience, he shows leaders and their teams how to use AI not only to work more efficiently but also to think more clearly and make faster business decisions. His AI training has, among other results, cut the time needed for routine analysis of multi-page legal documentation by 80%.

In his training sessions he pays particular attention to the participants themselves, drawing on their experience and needs as the work progresses. As a result, his sessions are not repetitive routine but an enriching and individual experience.

Prerequisites

Competency requirements:

• Basic computer skills on Windows
• Familiarity with email and the Outlook calendar (at the level of a daily user)

Technical requirements:

• Every participant has an active Microsoft 365 account with access to Microsoft Teams
• The Microsoft Teams (desktop) application installed on the participant’s laptop
• Optional: access to Microsoft 365 Copilot (required for the meeting summaries module)

Organisational requirements on the client’s side

• Every participant has a Microsoft 365 account with access to Teams set up and tested before the training
• Login checked in advance on the device the participant will work on
• One workstation per person: a laptop for each participant (their own or provided by the organiser), not shared
• Stable Wi-Fi in the room, sufficient for all participants working at the same time
• A projector or large screen for the trainer’s presentation
• A room suitable for workshop-style work (tables, space for notes)
• A flipchart or whiteboard with markers
• Access to a conference room with Teams Rooms (required for module 5: operating Teams Rooms)

Methodological note: the training works with a single tool only: Microsoft Teams, so that within 8 hours participants have time to genuinely master it in the context of their own work, rather than just seeing a few demonstrations.

To be confirmed before the training

Licences and access:

• Does every participant have an active Microsoft 365 account with a licence that includes Teams?
• Does every participant have their OWN licence, or do they share one account? (shared = the exercises will not work)
• Is Microsoft 365 Copilot deployed in the organisation? (required for the intelligent summaries module: if not, the module will be replaced with a version without Copilot)
• Is there a conference room equipped with Teams Rooms in the building? (required for module 5)

Participants’ technical readiness (CRITICAL):

• Every participant must arrive with a logged-in account on their own laptop: we do NOT set up accounts in the training room
• Test before the training: each participant opens Teams and verifies that they can send a message and join a meeting
• If any participant does not have access: advance notice, and we will prepare an alternative path

Infrastructure:

• Stable Wi-Fi tested under load (all participants working in Teams at the same time)