These are the most commonly used collaboration tools on campus.

The full list of Office 365 tools may be found at the Office 365 home page on this site.

Document Creation and Collaboration

Office 365 ProPlus

Use the power of Microsoft Excel, Outlook, Word, PowerPoint, and OneNote to

  • analyze data
  • collaborate via email
  • create documents and presentations to use in the classroom and elsewhere
  • keep all your notes organized

Office 365 ProPlus may be downloaded directly from the Office 365 portal and used on up to five devices or use Office Online on the web. Start at portal.office.com.

G Suite

Google Suite for Education features tools for collaboration, creation, and storage of documents, email, and website development. These include Gmail, Drive, Docs, Sheets, Slides, Calendar, Sites, Contacts, Hangouts Chat and Meet, Forms, Classroom, and Jamboard. Use Google Drive for personal document storage or a Shared Drive to store documents for your department, project, or group.

Learn more at go.uchicago.edu/gsuite or start at gsuite.google.com/dashboard.

File Storage and Sharing

Box

Box is a cloud-based storage service that provides unlimited free, online space for storing or sharing files. Files stored on UChicago Box can be synced and accessed from anywhere, including desktops, laptops, tablets, and smartphones.

If you’re working on a group project with multiple team members, UChicago Box can hold large group files, and you can easily send out invitations to collaborate with individuals inside or outside of UChicago. Each group member can then view, edit, or upload files in the shared, online workspace. If any group member leaves the University, the group folder will not disappear.

UChicago Box offers several features, including:

  • Online workspaces to share and edit work
  • Commenting and tasks
  • Link creation to establish and share any file or folder
  • Desktop file access with Box Drive
  • Unlimited Storage
  • 15 gigabyte (GB) individual file size limit

Get started with Box:

OneDrive

OneDrive for Business gives you one place to store, share, and sync your work or school files.

As part of the University of Chicago’s Office 365 service offering, you can save your files in OneDrive and then work with them from almost any device connected to the Internet.

  • Use and upload files from your PC, Mac or mobile device: works with tablets and phones.
  • Share files with others, from within the University or elsewhere.
  • Allows for multiple permission levels for guests and easy co-authoring of documents.
  • Sync OneDrive for Business to your PC, Mac, so you can access your files even when you’re offline.

Start at portal.office.com

Training and Additional Information for OneDrive

Common Use Cases

  • Cloud storage for documents
  • Easy sharing of documents - share within the University or with others not at the University.

Training and More Information

Tips and Tricks

New Features (Microsoft OneDrive blog)

Conferencing

Zoom

Zoom is the University’s audio, web, and video conferencing platform that allows up to 500 faculty or staff to join a virtual meeting or up to 300 students. UChicago offers Zoom licenses to faculty, students, and staff as an innovative conferencing solution to bring people from different locations together.

  • Join meetings easily from your desktop or mobile device.
  • Click a button to quickly add Zoom to your Outlook meetings.
  • Record meetings and classes locally or to the cloud. Recordings saved to the cloud can be transcribed and searchable using Zoom’s beta transcription feature.
  • Enjoy enhanced collaboration features: screen sharing, participant polling, chat, real-time annotation of documents, interactive whiteboards, and breakout rooms.
  • Add Zoom meetings to your classes on Canvas for virtual office hours and student study groups.
  • Zoom offers exceptional video and audio quality for meetings and classes, in compliance with FERPA/HIPAA requirements.
  • Zoom allows for audio-only conferences with a Personal Audio Conference number.

Learn more and get started by visiting go.uchicago.edu/zoom or the Zoom support website.

Training and Additional Information for Zoom

About

  • Zoom offers enterprise audio, video, and web conferencing to University faculty, students, and staff.
  • For BSD or Medical Center staff, Zoom can encrypt in-meeting and in-webinar presentation content at the application layer using TLS 1.2 with Advanced Encryption Standard (AES) 256-bit algorithm.
  • For dial-in participants joining by phone, the audio is encrypted until it leaves Zoom’s data centers and is transferred to the participant’s phone network.

Common Use Cases

  • Hosting online meetings or webinars locally or globally
  • Sharing images, audio, or video snippets
  • Sharing or discussing Personal Health Information (PHI) over audio or video
  •  

Training and More Information

Social Collaboration and More

Teams

Teams is a user-driven chat-based collaborative tool that provides a customizable and extendable team work space. As Teams is built on Office 365 Groups, whenever you create a team, it automatically comes with several additional Office 365 shared features: email, calendar, notebook with OneNote, shared task management with Planner, file storage and much much with SharePoint and allows for chat and audio/video conferencing among team members.

  • Supports direct chatting with others as well as chatting within a Team channel.
  • Faculty, students, and staff with a CNetID may use the tool, and may invite in external guests.
  • Supports Live Events for conducting Town Halls and similar moderated video conferences.
  • Use Teams to video or audio call others within the University

Start at portal.office.com

 

Training and Additional Information for Teams

About

  • Microsoft Teams is a hub for teamwork in Office 365: a chat-based work space to collaborate in real time.  Access via the web, desktop client or mobile client.

Common Use Cases

  • Collaboration and chatting between members of a department
  • Create a work space for members of a project team
  • Inter-institutional collaboration
  • Student organization collaboration
  • Student to student knowledge sharing in classes
  • Classroom chat - augment Canvas by setting up a Team for a class.
  • Research and lab collaboration
  • See more common educational use cases

Quick Start Guide

  • Teams is a full-collaboration tool -- anyone you add to the team will have full access across all of the assets that the Team owns (chats, files, plans, notebooks for example) so please consider who you wish to be a member of your team.
    • General Guideline: Use Teams when you want full access collaboration with under 2500 people
  • Consider using a team for your department and division, and then use channels within the team for specific topics.  Each of those channels will have its own chats, files, and notebooks organized for it, with everyone in the team able to access.
  • Naming Guide: Make your team name unique, and yet identifiable as to which dept or division it may belong to.  Example: BSD-HR.
  • Before adding a team:
    • Look to see if there is an established Team that may fit the need.
    • Decide if the Team should be public (searchable by members of the University) or private (not searchable)
    • Ensure there will be a purpose for the Team and that it will be of use.
  • Please add at least two owners for your team.
  • Try Teams before creating a new team, use the Demo Site that Microsoft makes available.
  • Extend Teams with tabs, applications, and connectors to talk to other cloud-based services and web pages.
  • Faculty: quick video training is available to showcase how Teams may be used in the classroom.

Training and More Information

Tips and Tricks (Microsoft support site)

    • For the best user experience, try installing the app (desktop/laptop or mobile.)
    • See how the University of New South Wales uses Teams to build student engagement.
    • Add your shared calendar to your Team: while the product doesn't yet support this natively, this can be done in two ways: either by adding a website tab to the channel with the Outlook on the web address of your team or by adding a SharePoint calendar list to the team
      • Add the Outlook on the Web
        • Example URL to use for the Website tab - replace the red text with your team name: https://outlook.office.com/owa/?path=/group/TeamName@teams.uchicago.edu/calendar.  Find the name of your team in the global address list.  NOTE: this functionality only works if you have enabled the team to use the shared calendar.
      • Add a SharePoint calendar list
        • Go to your SharePoint list that was created with the Team. https://uchicagoedu.sharepoint.com/sites/TeamName
        • Under New, go to App, and select Calendar.
        • Copy the URL and add to a Website tab in Teams.
    • Keyboard shortcuts for Microsoft Teams

New Features and Teams Blog

Other resources

Google Hangouts Chat

Hangouts Chat makes it easy for teams to be able to get their work done in one place. Google Chat offers dedicated, virtual rooms to house projects over time — plus threaded conversations , making it simple to track progress and follow up on tasks. Chat currently supports 28 languages and each room can support up to 8,000 members.    

Start at chat.google.com

 

Yammer

Yammer is a private social network that helps you get connected to the right people, share information across teams, and organize around projects. Only your coworkers can join, so your communications on Yammer are secure and visible only to people within your organization.

Start at portal.office.com

Training and Additional Information for Yammer

About

  • Yammer offers enterprise private social networking for members of the University of Chicago

Common Use Cases

  • Chatting for Interest groups and communities with membership drawn University-wide.
  • Communicate to all of campus, if they have joined the Yammer network.
  • Informational messages to all campus.

Quick Start Guide

  • Yammer is designed as a chat-based tool, and is best for public groups.
    • General Guideline: Use Yammer when you want to allow anyone on campus to join your group.  Use Teams when you want to have more restricted membership.
  • Naming Guide: Make your group name unique, and yet identifiable as to which dept or division it may belong to.  Example: BSD-HR.
  • Before adding a Yammer group:
    • Look to see if there is an established group that may fit your need.
    • Decide if your group should be public (joinable by any member of the University) or private.
    • Ensure you have a purpose for the group and that it will be of use.
  • When uploading files to public groups be sure to keep in my mind the following:
    • Files should be relevant to the group and/or current topic.
    • Files uploaded to Yammer public groups for the purpose of collaboration should never be considered final documents or deliverable items. Always recreate final documents and save elsewhere.
    • As always, files should be appropriate for professional use.
    • Guidance over what may be stored in Office 365 may be found at https://dataguide.uchicago.edu/
  • When choosing an audience be mindful of the following and think before you post:
    • Who will benefit most from my post?
    • If I am asking a question, where am I most likely to receive an appropriate answer?
    • Does my post contain too many words, or too few?
    • Is my post meaningful in any way?
    • How might the language use and tone of voice in my post be perceived?

Training and More Information

Tips and Tricks

  • Tailor your profile, and edit your notifications
    • Click the gear, then edit settings
  • Follow other people you find interesting
  • Use the newsfeed for All Company to track new activity.
  • Join groups and follow topics
    • Click the gear, edit settings, then apps.  Scroll down and click on topics.
  • Add hashtags to your posts to create new topics, and make those posts more easily searchable.

Forms

Microsoft Forms

Microsoft Forms allows your users to quickly and easily create custom quizzes, surveys, questionnaires, polls and more in minutes. When you create a quiz or form, you can invite others to respond to it using any web browser, even on mobile devices. As results are submitted, you can use built-in analytics to evaluate responses. Form data, such as quiz results, can be easily exported to Excel for additional analysis or grading.

Start at portal.office.com

Training and Additional Information for Forms

Common Use Cases

  • Surveys
  • Quizzes
  • Polls
  • Feedback from Teams

Training and More Information

Tips and Tricks (Microsoft support site)

Video Management and Storage

Panopto

Panopto is a tool for recording, organizing, embedding, and live streaming video. It seamlessly integrates with Canvas for video/audio course content and can be used for DIY lecture capture and screencasts. It also includes a suite of web-based video editing tools, and offers enhanced media features, such as in-video quizzing, student engagement tools, and automatic captioning capabilities.  Start at go.uchicago.edu/panopto for general use or go.uchicago.edu/panoptowithcanvas for use with Canvas.

 

Stream

Share videos of classes, meetings, presentations, training sessions with others at the University. Create channels to share a group of videos with individuals or groups of people, such as those groups that are created with Microsoft Teams. Use timed playlists to take people to exactly the correct spots in your videos.  Incorporate quizzes to test knowledge of what was watched.  Stream can autocaption uploaded video.  Part of the Office 365 suite.

Start at portal.office.com.

Training and Additional Information for Stream

About

  • Microsoft Stream is a video hosting platform to securely share and discover video within the University of Chicago.
  • Smart searching and autocreated captioning for uploaded videos
  • Create channels to showcase videos.
  • Videos can be shared to all of campus or to just a smaller group (at this time public access to videos is not supported.)

Common Use Cases

  • Create a channel for your department or division to showcase what your area is doing.
  • Viewing previously recorded events, classes, lectures
  • Host help videos for staff, faculty, and students
  • Embed videos in University of Chicago internally focused websites
  • Follow channels and watch videos shared to campus

Training and More Information

Tips and Tricks

  • Post your videos to a channel to make them easier to organize.
  • Mount your channel to your Team for easy viewing by your Team
  • Let Stream create your auto caption files.  After it takes a first pass, follow these instructions to download a copy of the auto-created caption file to make corrections, then re-upload the file.
    • Upload the video, click the autocaption.
    • Go to my videos, then edit the video.  Unclick the autocaption, and then follow the instructions to download the VTT file.
    • Once you have the VTT file locally, edit it in a text editor, fix the captions, then upload them back to the server (edit the video, then upload the caption file.)
  • Enable a table of contents for your video
    • In the description, on separate lines, type times (M:SS format) and a description of that point
      • 0:35 - Interesting comment here
      • 2:15 - Next speaker
  • Add hashtags in your description to enable easier searching
    • #office365, #stream, #topic, #ssd
  • Add a picture for your channel
  • Customize the thumbnail for your video to show what you want.
  • If you are sharing videos solely to a Team, customize the permission to be only open to that Team.
  • Add a second owner for your videos
  • Customize your URL to add a timestamp if you want the video to start in a specific place.
  • Use a watchlist to create a custom watchlist with videos from multiple channels.
  • Follow a channel that you are interested in.

Web

Sway

Create and share engaging interactive reports, presentations, personal stories, and more. Sway does the design work for you. Part of the Office 365 suite.

Start at portal.office.com.

Training and Additional Information for Sway

Common Use Cases

Training and More Information

Tips and Tricks

Support

Voices

UChicago Voices makes it simple to publish just about any type of content to the web. Build a site for portfolios, learning activities, blogging, research groups, courses, and much more. UChicago Voices is powered by WordPress and hosted by EduBlogs.

Learn more at voices.uchicago.edu.

 

Automation

Flow

Microsoft Flow is a service for automating workflows across a growing number of cloud applications with little to no coding.  Automate time-consuming tasks so you can focus on what is important. Use prebuilt connectors to integrate many different cloud services, not just those offered from Microsoft. Part of the Office 365 suite.

Start at portal.office.com.

Training and Additional Information for Power Automate (formerly Flow)

About

  • Use Power Automate to create automated workflows between applications and cloud services
  • Start from a template or create a workflow from scratch
  • Visual builder for workflow development

Common Use Cases

  • Create approval workflows
  • Notify your Team when other activity occurs
  • Save your email attachments to OneDrive
  • Many, many more.  Look at the templates for some ideas.

Training and More Information

New Features (Microsoft blog site, filtered for product updates)

Tips and Tricks

Support

Online Bookings

Bookings

Use Bookings to create an online portal for reserving time on staff calendars. Useful for office hours or consultations. Part of the Office 365 suite.
 
Training and Additional Information for Bookings

About

  • Bookings offers a Web front-end/mobile app capability for campus to book private appointments on an Office 365 calendar.

Common Use Cases

  • Book office hours for a group of teaching assistants for a class
  • Book office hours for staff of a campus center, project, or group.

Quick Start Guide

  • Go to portal.office.com, click the Bookings icon to set up a new Office 365 calendar to hold your bookings.
  • Setup your office hours when you are available
  • Define your services
  • Add available staff
  • Set working hours
  • Publish your calendar, and share the Bookings URL

Training and More Information

Tips and Tricks

  • Put your Bookings URL through a URL shortener (like bit.ly) to make an easier to real URL.
  • Use a good naming convention for the name of the page, do not name it the same as an individual. The page will be, by default, available in the global address list, and this could cause confusion.  Make the name be unique.
    • For instance, prepend the name of the office - example: IT Services - Collaboration Tools
  • Add Buffer time if you need to allow for transit time between appointments, or if you would like a breather before the next appointment.
  • Set up more than one service to allow for appointment times of varying lengths
  • Change the theme of your booking page to personalize it
  • If you are holding your appointments in a shared resource location (say, a meeting room on campus), then create meetings with those resources in your Outlook before publishing your Bookings page.  Bookings will not book meeting rooms for you; those have to be done in Outlook.
  • Customize the notifications for your services
  • See Bookings in action -- book an IT Services collaboration expert with Bookings

Plans and Tasks

Planner

Planner makes it easy to create new plans, organize and assign tasks visually, share relevant files, chat, and receive updates on projects. Organize teamwork and collaborate on projects in a simple, visual way. Comes with Kanban task board and calendar views.  

Start at portal.office.com

Training and Additional Information for Planner

About

  • Planner is a lightweight project management tool to visually assign and organize tasks for your team.

Common Use Cases

  • Manage work for a department
  • Manage small projects
  • Plan for events

Quick Start Guide

  • Set up the Buckets to match the workflow of your project.
    • Example bucket structures
      • Backlog, Sprint 1, Sprint 2
      • To-Do, Jan, Feb
      • To-Do, Phase I, Phase 2
  • Rename the labels to something that makes sense for your team.
  • Drag and drop tasks between bucket columns as needed.

Training and More Information

Tips and Tricks

  • Use the checklist items to cover subtasks, and make them visible on the card for quick updates.
  • If you don't use checklist items, then add the description to the card -- help clarify for the team what the task is about.
  • Use the views - calendar view in particular can make planning much easier.
  • Add backing documentation to the task itself.
  • Use the labels to denote metadata (importance, urgency, etc.)
  • Use the plan that was created with your Team.  Click the plus in a Team Channel to add a Planner
  • Your plans are fully accessible to all team members, anyone can interact with any task, not just those they are assigned to.
  • Planner cannot track dependencies between tasks.  Try creating buckets to show dependency lines, or order the cards within a bucket to reflect the dependency track.

To-Do

Microsoft To-Do is a time management app that makes it easy to plan and manage your day. Microsoft To-Do delivers a personal and intuitive way to help people stay organized.

Manage, prioritize, and complete the most important things on your personal task list daily.  Integrates with Microsoft Outlook so you can work with your tasks in your favorite client; whether that is on desktop, laptop, or mobile. Part of the Office 365 suite.

Start at portal.office.com.

 

Training and Additional Information for To-Do

About

  • To-Do provides a quick and easy way to add items to a personal to-do list and work them on any device: iOS, Android, web, or desktop clients.
  • Use the My Day feature start the day with a clean slate: focus in on the tasks that you want to work on today.
    • Add items in the morning, then cross them off as you complete them.
    • Use Intelligent Suggestions (click the light bulb) to have To-Do suggest tasks from your To-Do list to work on today
  • To-Do integrates with Microsoft Outlook.  Manage your personal tasks in either To-Do or Outlook.

Common Use Case:

  • Personal To-Do list

Training and More Information