Microsoft 365 Champion community call | October 2025 | AM
Join our next community call on October 28, 2025, to learn more about how to collaborate within Microsoft Teams channels using Loop Pages. Host: Tiffany Lee Guest: Alice Zhang, Diana Hsu, Constance Gervais, Greg Howard, Alen Delic Moderator: Jessie Hwang đ˘ NOTE: our community call format has changed to using Teams webinars to enable more dynamic discussions! Join link is still the same but you must register to be able to join the call when it starts: https://aka.ms/M365ChampionCallAM â° đ¨ď¸ Each call includes an open Q&A discussion section, where you'll have a chance to ask your questions about Microsoft 365. đ Join the Microsoft 365 Champion program today! Champions combine technical acumen with people skills to drive meaningful change. Our community calls are open to everyone but only Champions have access to the presentation resources (access link in the initial welcome email and in the monthly newsletters). Join now: https://aka.ms/M365Champions.
From Chalkboards to Cloud: How the Greater Austin YMCA Is Transforming Child Care Through Technology
How do you launch a first-of-its-kind childcare model in a rapidly growing city? For the Greater Austin YMCA, the answer was bold: a sweeping digital transformation powered by Microsoft tools like Teams, OneNote, and PowerApps. The result? Seamless collaboration across departments and the successful launch of two YMCA Tomorrow Academy TM early education centersâinnovative, tech-enabled learning environments designed to meet one of the communityâs greatest needs. A New Vision for Early Childhood Education The YMCA Tomorrow Academy is more than just childcare. Itâs a nurturing, purpose-built space where children from six weeks to five years old can thrive. The curriculum emphasizes early literacy, STEM, creative arts, and nature playâsupported by the YMCAâs holistic Constellation of Care TM model, which includes family wellness, nutrition, hygiene, and parent-teacher engagement. But building these centers require more than visionâit demanded real-time contributions and detailed collaboration from every department across the Greater Austin YMCA. The Digital Pivot That Made It Possible Before 2021, the YMCAâs operations still included many cumbersome analog components. Staff drove to meetings, shared paper documents, and relied on walkie-talkies that often failed. That changed when Kathy Kuras became President and CEO in February 2021 and brought her experience from the YMCA of Greater Boston, where she had helped modernize operations with Microsoftâs support. Kuras and her leadership team partnered with Microsoft to overhaul the Yâs technology footprint, introducing tools like Teams, OneNote, and BizApps to connect staff across locations and streamline workflows. âThese tools are central to the hub of the work that gets done,â says Kuras. âThey make work more efficient, respectful of peopleâs time, and intuitive.â From facilities to marketing to classroom staff, everyone became part of a unified digital ecosystem. âOur staff would say, âOur CEO uses this, our CMO uses this, and Iâm a teacher and Iâm using it now,ââ says COO Shaq Brown. âThat togetherness was a big culture shift.â A Childâs Words That Say It All When 4-year-old Lennon Pool told his mom, âI love it here,â after his first day at the Dove Springs YMCA Tomorrow Academy, it was music to her ears. His mom, Andie Connors-Pool, is also the Director of People at the Greater Austin YMCAâand deeply involved in the Academyâs development. âThere have been times my kids donât want to leave at the end of the day,â Connors-Pool says. âTheyâre just hugging on their teachers. You donât get that everywhere.â Thanks to Microsoft tools, teachers can now update curriculum, track enrollment, and communicate instantly. âGone are the days of broken walkie-talkies,â Connors-Pool adds. âNow, if someone needs a break, they just send a quick Teams message.â A Model for the Nation The success of the YMCA Tomorrow Academy has already sparked interest from other YMCAs across the country. âTheyâre knocking on our door,â says Brown. âWeâre still iterating, but the interest is real.â With plans to launch four to five more academies by 2030, the Greater Austin YMCA is focused on placing them in communities with the greatest need. The challenge now is securing funding and building partnerships to scale the model. âItâs a first-of-its-kind for us in Greater Austin,â says CMO Sarah Inbau, âwith the potential to scale across Texasâand nationally.â Technology That Feels Like Home At the heart of this transformation is a simple goal: to make families feel supported, safe, and connected. The YMCA Tomorrow Academy is proof that when technology, teamwork, and heart come together, extraordinary things can happen. From chalkboards to cloud-based collaboration, the Greater Austin YMCA is building a future where every child has a place to thriveâand where a childâs joyful âI love it hereâ is the ultimate measure of success. To learn more about the YMCA Tomorrow Academy and its impact, visit: How a technology overhaul helped the Greater Austin YMCA fill a childcare gap - SourceHow to Enable Transcription in Microsoft Teams: A Quick Guide to Smarter Meetings
Transcription in Microsoft Teams transforms your meetings into searchable, readable textâmaking it easier to review conversations, follow up on decisions, and stay organized. Whether you're using it for accessibility, documentation, or productivity, enabling transcription is simple once a few key requirements are met. Requirements Before Enabling Transcription: Scheduled Meetings Only: Transcription is available only in meetings scheduled through the Teams Calendarânot ad-hoc calls. Desktop App Required: You must use the Windows or macOS desktop version of Microsoft Teams. Transcript Storage: Transcripts are automatically saved to the meeting organizerâs OneDrive for Business. Premium Features: If your organization has Teams Premium or Microsoft 365 Copilot, you may also gain access to Intelligent Recap and auto-generated meeting summaries powered by AI. Once these requirements are met, you can enable transcription during your meeting or configure it to start automatically by adjusting settings beforehand. Enable Transcription and Recording Before the Meeting Step 1: Schedule Your Meeting in Teams Go to the Calendar tab in Teams. Click New Meeting. Add title, participants, and time. Click Send to schedule. Step 2: Enabling Transcription and Recording: Open the scheduled meeting in your calendar. Click Meeting Options. Toggle Recording & Transcription toggle to On. This will automatically start recording and transcription when the meeting begins. Step 3: Start the Meeting Join the meeting using the Teams desktop app. Step 4: Access Notes After the Meeting Go to the meeting chat or calendar event. Click the View Recap button and go to the Transcription tab. Enable Transcription and Recording During the Meeting Step 1: Start the meeting Join the meeting with the Teams desktop app. Step 2: Start Live Transcription Only Select More actions *** in your meeting controls. Select Record and transcribe > Start transcription Confirm the language everyone is speaking in the meeting. Select Confirm. All participants will see a notification that the meeting is being transcribed Step 3: Access Notes After the Meeting Go to the meeting chat or calendar event. Click the View Recap button and go to the Transcription tab. Downloading a Transcript After the meeting ends, the transcript is available in the meeting event on the calendar. By default, organizers and co-organizers can download it as a .docx or .vtt file. You may also be able to give others permission to download a transcript, depending on policies set by your IT admin. To download a transcript: Select Chat in Teams Open the past meeting chat. Select View Recap. Go to the Transcript tab and click Download. Choose the file format you prefer. Want to Hide Your Identity in Captions or Transcripts? No problem! Microsoft Teams allows users to anonymize their name in meeting captions and transcripts. This can be configured in your Teams settings or by your IT admin, depending on your organization's policies. In conclusion, make Every Word Count with Teams Transcription! Whether you're leading a project, hosting a training session, or simply trying to stay organized, enabling transcription ensures that every word is captured, searchable, and actionable. From setting it up before your meeting to downloading transcripts and customizing privacy settings, Teams make it easy to turn conversations into lasting insights. So go aheadâstart transcribing and let your meetings work smarter for you.Presenter Mode: Share Content Like A Pro in Microsoft Teams
Letâs face itâtraditional screen sharing can feel a little...flat. Youâve got great ideas, compelling visuals, and a message that matters. So why settle for a tiny video box in the corner of a static slide? Enter Presenter Mode in Microsoft Teams: the game-changing feature that transforms your presentations from basic to brilliant. Whether you're pitching to clients, leading a workshop, or hosting a team meeting, Presenter Mode gives you the power to control how your video feed and shared content appear togetherâso your audience stays engaged and your message lands with impact. Choose Your Presentation Style Presenter Mode offers three dynamic layouts, each designed to elevate your delivery: Standout Mode: Think virtual weathercaster. Your video feed is layered in front of your shared content, so youâre literally part of the presentation. Itâs perfect for storytelling, product demos, or any moment where your presence adds punch. Side-by-Side Mode: Your video and content appear next to each other, giving your audience a clear view of both. Ideal for walkthroughs, tutorials, or collaborative sessions where you want to maintain eye contact while guiding viewers through your material. Reporter Mode: Channel your inner news anchor. Your content is framed like a broadcast, with your video positioned in a sleek overlay. This mode is great for formal presentations, announcements, or executive briefings. Customize Your Background Want to add a touch of branding or set the tone for your session? Presenter Mode lets you upload a custom background that complements your theme, company identity, or event vibe. Whether itâs a sleek corporate look or a playful design for a creative workshop, your presentation instantly feels more polished and professional. Why It Matters Presenter Mode isnât just about aestheticsâitâs about connection. When your audience can see you clearly and follow your content effortlessly, engagement goes up. You become more than a voice behind the slidesâyou become the storyteller, the guide, the expert. How to Use Presenter Mode Start or join a meeting in Microsoft Teams using the desktop app. Click Share Content in the meeting controls. Select Presenter Mode and pick your preferred layout. 4. Add a custom background if desired. Choose your screen or window to share. And you are ready to go! Pro Tip: Practice switching between modes before your big presentation. Each layout serves a different purpose and knowing when to use which can make your delivery feel seamless and intentional. In conclusion, with Presenter Mode in Microsoft Teams, youâre not just sharing contentâyouâre commanding attention. Try it out in your next meeting and see the difference for yourself.Tag, Youâre It: Wrangling Communication in Microsoft Teams
In the ever-growing jungle of workplace chats, channels, and notifications, itâs easy to feel like youâre shouting into the void. You need to reach the marketing teamâbut not all of them. Or maybe just the shift leads. Or the folks who speak Spanish. Enter: Tags in Microsoft Teams. Tags are the underrated heroes of streamlined communication. They let you group people by role, skill, locationâwhatever makes sense for your teamâand then @mention that group in a flash. No more hunting down names or copy-pasting long lists. Just tag and go. What Are Tags, Really? Tags in Teams are custom labels you assign to users within a team. Think of them like nicknames for groups. Once set up, you can use them to: @mention a group in a channel or chat (e.g., @DesignTeam) Start a group chat with everyone under that tag Organize roles like âShift Supervisorâ or âRemote Workersâ Itâs like having your own mini directoryâtailored to how your team actually works. How to Set Up Tags Setting up tags is easy, but youâll need to be a team owner to do it. Hereâs the quick rundown: Go to your team in Microsoft Teams. Click the three dots next to the teamâs name and select Manage tags. Choose Create tag, give it a name, and add members. 4. Once your Tag is created it will show accordingly. Done! You can now @mention the tag in any channel within that team. Pro tip: You can create multiple tags for the same person. So, someone can be tagged as both marketingâ and Hrâ. Why Tags Matter Tags arenât just a neat trickâthey solve real problems: Faster communication: No more typing out 10 names to notify a group. Better targeting: Reach only the people who need to know. Smarter organization: Customize tags to fit your teamâs structure. Whether you're managing a retail staff, coordinating a global project, or just trying to keep your sanity in a busy channel, tags help cut through the clutter. Conclusion In the fast-paced world of digital collaboration, clarity is kingâand tags in Microsoft Teams are your secret weapon. They cut through the noise, helping you reach the right people at the right time without endless scrolling or message overload. Think of tags like shortcuts to smarter teamwork. Whether you're rallying a crew for a quick update or looping in specialists for a project sprint, tags keep your conversations focused and your team responsive. So go aheadâtag, youâre it. Your future self (and your inbox) will thank you.
Microsoft Teams Hacks You Didnât Know You Needed
Microsoft Teams has become the heartbeat of modern collaborationâbut are you using it to its full potential? Beyond chats and video calls, Teams is packed with hidden gems and clever shortcuts that can supercharge your workflow. Whether you're a seasoned user or just getting started, these hacks will help you work smarter, not harder. 1. Use Slash Commands in the Search Bar Type / in the search bar at the top of Teams to unlock a powerful list of quick commands that help you get things done faster. Some handy examples include: /busy â Instantly set your status to âBusyâ so teammates know youâre heads-down. /Wikipedia Search â Find and share articles from Wikipedia without leaving Teams. /YouTube â Search for videos and even watch them together during meetings. 2. Pin Important Chats and Channels Keep your most-used conversations at the top by right-clicking and selecting âPinâ. No more scrolling through endless lists. 3. Use the âImmersive Readerâ for Focused Reading Click the three dots (More actions) next to a message, then select Immersive Reader to view the text in a clean, distraction-free formatâperfect for long or complex messages. 4. Integrate Your Favorite Apps Teams isnât just for Microsoft toolsâyou can add apps like Trello, Asana, or even YouTube directly into channels. Just click â+â at the top of a channel to explore integrations. 5. Pop Out Chats and Meetings Need to multitask? The Open in new window feature in Microsoft Teams lets you seamlessly manage chats, meetings, apps, and channel conversationsâwithout losing your place. With just a click, you can pop out key elements into separate windows and keep your workflow moving. 6. Search Smarter Use filters in the search bar to find messages, files, or people. You can even search by date, sender, or keyword. Conclusion: Microsoft Teams is more than just a meeting platformâit's a productivity powerhouse hiding in plain sight. By tapping into these lesser-known features and shortcuts, you can transform the way you collaborate, communicate, and manage your day-to-day tasks. From slash commands to immersive reading and app integrations, these hacks are designed to help you reclaim your time and sharpen your focus. So go aheadâpin those chats, pop out those windows, and search like a pro. The more you explore, the more you'll realize that Teams isnât just a toolâitâs your secret weapon for working smarter.How to Turn Off Teams Notifications During Meetings
How to Turn Off Teams Notifications During Meetings (and Avoid Awkward Pop-Ups While Sharing Your Screen) Introduction: We've all been thereâyouâre sharing your screen in a Microsoft Teams meeting, and a chat notification pops up from a coworker, your manager, or even worse⌠your group chat. While Microsoft Teams doesnât automatically suppress all notifications during meetings or screen sharing, you can take control of what appears and when. In this post, Iâll show you a few easy ways to keep notifications silent and off-screen while you're presenting, focusing, or just trying to stay distraction-free. Do Notifications Automatically Mute During Screen Sharing? Short answer: No. By default, Teams will still show toast (pop-up) notifications during meetings and even while youâre sharing your screen. That includes messages, reactions, and call alertsâunless you proactively change your settings. Option 1: Turn on Focus Assist (Windows Only) If you're on Windows, Focus Assist can automatically suppress notifications system-wideâincluding Teams. How to Use It: Click the notification icon in the bottom-right of your taskbar. Click Focus Assist until it shows "Alarms only" or "Priority only." OR go to Settings > System > Focus Assist to set rules like: Turn on automatically when duplicating your display During specific hours When using an app in full screen Note: Users can set up a rule to enable Focus Assist during meetings automatically from your calendar. Option 2: Use Teamsâ Built-In Do Not Disturb Mode Click your profile picture in Teams. Set your status to Do Not Disturb. While DND is on, Teams suppresses all toast notifications. Want to still get alerts from your boss or a specific team? Go to Settings > Privacy > Manage priority access Add individuals whose messages will bypass DND Option 3: Mute Notifications Per Meeting (Temporary) If you just want to mute notifications for a short time: Go to Settings > Notifications Scroll to Meetings and Calls Set âMute notifications during meetings and callsâ to On â ď¸ This doesnât always prevent all pop-ups, so DND is more reliable for screen sharing. Option 4: Close the Chat Window When Sharing If youâre only worried about chat pop-ups, consider: Closing the Chat pane before sharing your screen Sharing a specific window, not your entire desktop That way, even if a notification comes in, it wonât be shown to everyone watching. Quick Checklist Before You Present: Task Why It Helps Set Teams to "Do Not Disturb" Blocks all notifications Turn on Focus Assist (Windows) Mutes all pop-ups Share specific window, not full screen Limits what viewers see Close Chat pane in Teams Avoids preview messages showing up Mute notifications in Settings Extra layer of safety Conclusion Whether youâre leading a webinar, pitching a client, or just trying to focus in a meeting, managing Teams notifications is a small tweak that saves a lot of headaches (and awkward moments). Set up your preferences onceâand thank yourself later.How to Switch Between Multiple Organizations in Microsoft Teams
Introduction: If you collaborate with multiple companies, clients, or nonprofits, youâve likely been invited to more than one Microsoft Teams organization (aka âtenantâ). While Teams is a powerful tool for collaboration, switching between orgs isnât always intuitiveâand can slow you down if youâre not set up properly. In this blog, Iâll walk you through how to manage and switch between multiple organizations in Microsoft Teams smoothlyâon both desktop and mobile. What Is an "Organization" in Teams? Each Microsoft 365 account is tied to a single organization (or tenant). When you're added to another orgâs Teams environment, you're technically a guest there. Teams allows you to toggle between these orgs, but the interface isnât always user-friendly, and you can easily miss notifications or messages if you're not careful. How to Switch Organizations on Teams Desktop App Open Microsoft Teams (desktop or web). In the top-right corner, click on your profile picture. Under your name, youâll see a list of all the organizations youâre a member of. Click the name of the org you want to switch to. Teams will reload in that environment. Note: Each time you switch, Teams refreshesâso it can take a few seconds. switched organization shown below Switching Orgs on the Teams Mobile App Tap your profile picture in the top-left corner. Under your name, tap the dropdown arrow to view other organizations. Select the org you want to access. Note: On mobile, switching is usually faster than on desktop, and itâs a good backup when you cannot access your computer. Other Tips for Managing Multiple Orgs â Use the Web App in Parallel Open teams.microsoft.com in a browser for one org while using the desktop app for another. This is especially helpful if you're constantly jumping back and forth. đ Don't Miss Notifications Teams doesnât show notifications from orgs youâre not actively in. Use the Activity Feed in each org to catch up when you switch. On mobile, you can enable notifications for all orgs (Settings > Notifications > Accounts). đź Keep Track of Which Org You're In Customize your Teams theme for each org to help visually differentiate them. Add org initials or emojis in team names (if youâre an admin) to make switching less confusing. 𧚠Leave Orgs You No Longer Use If youâre no longer collaborating with a tenant, go to myaccount.microsoft.com/organizations and remove your access. đ§ Bonus: Using Multiple Desktops or Profiles If youâre more advanced, consider: Creating browser profiles (Chrome/Edge) for each org. Running Teams in multiple desktop user accounts or Microsoft Edge side-by-side mode. Wrapping Up Switching orgs in Teams is a necessary evil for consultants, volunteers, and cross-org collaborators. With the right habitsâlike using browser tabs, enabling notifications, and customizing viewsâyou can stay productive without missing a beat.đ˘New in Microsoft Teams: Introducing Storyline â A Fresh Way to Share Updates & Stay Connected
Microsoft Teams has just rolled out a new feature that blends professional updates with a social media twistâmeet Storyline. With hybrid work here to stay, staying visible and connected across distributed teams is more important than ever. Thatâs where Storyline comes inâa space within Teams where you can share posts, articles, and updates just like you would on LinkedIn or Yammer, but directly inside your organization. Hereâs what you need to know. What is Storyline in Microsoft Teams? Storyline is a personal feed designed to help users: Share professional updates and experiences Follow leaders and coworkers for insights and news Create content that others in the organization can engage with Unlike chats or Teams channels, Storyline is tied to individuals, giving you a dedicated space to share your work wins, reflections, lessons learned, or even shout-outs to teammates. đ ď¸Key Features Follow Updates in Activity You can follow coworkers and leaders in your org, and their Storyline posts will appear in your Activity feedâjust like posts on a social platform. Post Articles and Updates Have something to share? Storyline lets you create posts (similar to blog updates or short articles) that reach your audience and followers across the company. Your Storyline = Your Self Chat Your Storyline content is viewable in your chat with selfâa neat way to reflect on your personal journey or manage your posts in one place. đĄWhy It Matters Storyline brings a new layer of internal visibility to Teams. Whether youâre: A manager sharing leadership updates A teammate highlighting project progress A new hire reflecting on onboarding Storyline helps you build a digital presence and stay connected with your org beyond meetings and team channels. Getting Started Once enabled by your IT admin, youâll see a prompt like the one above in your Teams app. Just click âGot itâ to activate and begin sharing. đAdmin Tip: Managing Storyline for Your Org Admins can control Storyline availability in the Microsoft Teams Admin Center. If you're not seeing the option, check with your IT teamâit may need to be enabled. Manage and set up storyline in Viva Engage Manage Viva Engage experiences in Microsoft Teams Final Thoughts Storyline brings a lightweight, human-centered way to share knowledge, updates, and personal growth moments across the organization. Think of it as your internal LinkedIn wallâright inside Teams. Try it out, follow a few teammates, and make your first post. Your future self (and your coworkers) will thank you.Integrating Moodle with Microsoft 365 for a Seamless Learning Experience (part 1)
For nonprofits using Moodle on Azure, integrating it with Microsoft 365 can enhance collaboration, file management, and reporting. By connecting Moodle with Microsoft Teams, OneDrive, and Power BI, educators and administrators can streamline the learning experience, making it more interactive and data-driven. In this guide, weâll walk you through the step-by-step process of integrating Moodle with Microsoftâs powerful tools. I. Why Integrate Moodle with Microsoft 365? â Single Sign-On (SSO) â Enable Microsoft Entra ID [renamed from Azure Active Directory (Azure AD)] for authentication so users can log in to Moodle using their Microsoft 365 credentials. â Collaboration with Microsoft Teams â Allow students to access Moodle courses directly within Teams and join live video sessions. â Seamless File Management with OneDrive â Let teachers and students upload, store, and share files through OneDrive, eliminating the need for manual downloads. â Advanced Reporting with Power BI â Use Moodleâs learning analytics in Power BI to track student progress and course performance. II. Setting Up Microsoft 365 Integration in Moodle (This is specific to the integration offered, and not the built in features with M365) Step 1: Enable Microsoft Entra ID for Single Sign-On Microsoft Entra ID integration allows users to log into Moodle using their Microsoft 365 accounts, making authentication seamless. đš Go to Moodle Admin Panel â Navigate to Site Administration > Plugins > Authentication đš Enable OAuth 2 Authentication â Click OAuth 2 Services and select Microsoft đš You may need to enable OAuth2 first before it appears in the Plugin menu: Go to Plugins > Authentication > Manage Authentication đšRegister Moodle as an App in Microsoft Entra ID: 1ď¸âŁ Sign in to the Azure Portal 2ď¸âŁ Navigate to Microsoft Entra ID > App registrations > New Registration 3ď¸âŁ Add Moodleâs URL as the Redirect URI 4ď¸âŁ Generate an Application (client) ID and paste it into Moodleâs OAuth settings đš Save changes and test login with a Microsoft 365 account. Step 2: Setting Up OpenID Connect in Moodle OpenID Connect is a standard authentication protocol that provides single-sign-on (SSO) functionality using configurable identity providers. The OpenID Connect plugin for Moodle is part of the Microsoft 365 suite of plugins and is used to connect Moodle to Microsoft Entra ID for seamless authentication. How to Set Up OpenID Connect in Moodle: 1ď¸âŁ Ensure Moodle is registered as an App in Microsoft Entra ID (Step 1 above). 2ď¸âŁ Enable OpenID Connect in Moodle: đš Log in to Moodle as an Admin đš Navigate to Site Administration > Plugins > Authentication > Manage Authentication đš Enable OAuth 2 Authentication and select Microsoft as the service đš Go to Site Administration > Plugins > Authentication > OpenID Connect đš Paste the Application ID and Key generated in the Azure Portal into Moodleâs OAuth settings đš Save changes and test login with a Microsoft 365 account. By setting up OpenID Connect, nonprofits ensure a secure, user-friendly login experience for their educators and learners. III. Benefits of Microsoft 365 Integration for Nonprofits By integrating Moodle with Microsoft 365, nonprofits can: â Improve Security â Utilize Azure AD authentication to enforce role-based access control. â Leverage Microsoftâs Nonprofit Benefits â Use Azure credits and Microsoft 365 grants to keep LMS costs low. IV. Conclusion: Take Moodle to the Next Level with Microsoft 365 Integrating Moodle with Microsoft 365 offers nonprofits the tools to create a more engaging and collaborative learning environment. Beyond the technical setup, these integrations also enable nonprofits to unlock Microsoftâs nonprofit benefits, reducing costs and ensuring long-term sustainability for their learning management system. Ready to transform your nonprofitâs e-learning experience? Start integrating today and take your Moodle platform to the next level with the full power of Microsoft 365. Now, lets delve into Connecting Moodle with Microsoft Teams, and the Teams bot. Integrating Moodle with Microsoft 365 for a Seamless Learning Experience (part 2) | Microsoft Community Hub
