Tag: microsoft teams

Did you know … Microsoft Teams will mute your microphone when joining a large meeting?

Several offices ago I sat across from a L.O.U.D talker. A loud talker who was constantly on a conference call. I’d try to remember to mute my line before joining a bridge but didn’t always remember. Random background noise isn’t so bad when you’re about to talk to two or three close colleagues, but background noise becomes inundating when the twenty-something people in my department all join a bridge.

Microsoft Teams helps you avoid a deluge of background noise in your call. When you join a “large” meeting –more than five people already in the meeting – your microphone is muted as you join. A notification is displayed prior to joining the meeting to remind you the microphone will be muted.

You can click the microphone button in the meeting control bar to un-mute your microphone and begin speaking.

 

Did you know … you are talking on mute?

Well, probably not *right this second*. But we’ve all heard — err, not heard — someone else do it. We’ve all done it too. The Teams desktop client helps you avoid saying “Sorry, I was talking on mute”.

In the Teams desktop client, you will see an alert when your microphone is muted and sound is detected. Maybe you’re talking to someone who stepped into your office — just ignore the warning. If you’re trying to speak to the meeting, this is a great way to avoid having to repeat your entire thought because no one else heard it the first time!

Creating An Azure Bot – Internally Hosted

While hosting a bot on the Azure network allows you to use pre-built solutions or develop a bot without purchasing dedicated hardware, the bots we’ve deployed thus far do not have access to internally-housed data. And program execution can be slow (expensive, or a combination of the two) depending on the chosen pricing plan. But you can build an Azure bot that is essentially a proxy to a self-hosted bot.

This means you can host the bot on your private network (it needs to be accessible from the Azure subnets) and access internal resources from your bot code. Obviously, there are security implications to making private data available via an Azure bot – you might want to implement user authentication to verify the bot user’s identity, and I wouldn’t send someone their current credit card information over a bot even with authentication.

How to Communicate with a Self-hosted Bot from Azure:

Register an Azure bot. From https://portal.azure.com, select “Create a resource”. Search for “bot” and select “Bot Channels Registration”.

On the pane which flies out to the right, click “Create” (if you will be deploying multiple self-hosted bots to Azure, click the little heart so you can find this item on “My Saved List” when creating a new resource).

Provide a unique name for your Azure bot. If you have not yet created a resource group, you will need to create one. Make sure the hosting location is reasonable for your user base – East Asia doesn’t make sense for something used on the East coast of the US!

Select the pricing tier you want – I use F0 (free) which allows unlimited messages in standard channels (Teams, Skype, Cortana) and 10,000 messages sent/received in premium channels (direct user interaction … which I specifically don’t want in this case). Then provide the endpoint URL to interact with your locally hosted bot.

Click “Create” and Azure will begin deploying your new resource. You can click the “Notifications” bell icon in the upper right-hand portion of the page to view deployment progress.

When deployment completes, click “Go to resource” to finish configuring your Azure bot.

Select “Settings” from the left-hand navigation menu, then find the application ID. Click “Manage”.

This will open a new portal – you may be asked to sign in again. You are now looking at the application registration in Microsoft’s developer application registration portal. There’s already an application secret created but beyond the first few letters … what is it? No idea! I’m a cautious person, and I don’t know if MS has embedded this secret somewhere within the bot resource. Since an application can have two secrets simultaneously, I do not delete the automatically-created secret and click “Generate New Password”.

A new pane will appear with your new secret – no, the one in the picture isn’t real. Copy that and store it somewhere – you’ll need to add it to your bot code later.

Close the application registration tab and return to the Azure portal tab. Click on “Channels” in your bot and add channels for any interactions you want to support. In this case, I want to publish my bot to Teams. There aren’t really settings* for teams – just click to create the channel.

* You can publish a bot to the Microsoft App Source … but is your bot something that should be available to the Internet at large? It depends! If you’re writing a bot to provide enterprise customers another support avenue, having the bot available through App Source makes sense. If you’re creating a bot to answer employee-specific questions, then you probably want to keep the bot out of App Source

Once the channel has been created, click on the “Get bot embed codes” hyperlink to obtain the bot URL.

Individuals can use the hyperlink provided to add your bot to their Teams chat.

Ok, done! Except for one little thing – you need something to answer on that endpoint we entered earlier. You need a bot! Microsoft publishes an SDK and tools for building your bot in .NET, JavaScript, Python, and Java.

In this example, I am using a sample Python bot. For convenience, I am handling SSL on my reverse proxy instead of using an ssl wrapper in my Python service. Grab the BotBuilder package from git (https://github.com/Microsoft/botbuilder-python.git)

Install the stuff:

pip3 install -e ./libraries/botframework-connector

pip3 install -e ./libraries/botbuilder-schema

pip3 install -e ./libraries/botbuilder-core

pip3 install -r ./libraries/botframework-connector/tests/requirements.txt

In the ./samples/ folder, you’ll find a few beginner bots. Rich-Cards-Bot requires msrest that has some async functionality and the branch in requirements.txt doesn’t exist. Tried a few others and never got anything that worked properly. Same problem with EchoBot-with-State. I am using Echo-Connector-Bot because it doesn’t have this msrest problem, and I can add my own state support later.

Edit main.py and add your Azure bot application id & secret to APP_ID and APP_PASSWORD

APP_ID = ”

APP_PASSWORD = ”

PORT = 9000

SETTINGS = BotFrameworkAdapterSettings(APP_ID, APP_PASSWORD)

ADAPTER = BotFrameworkAdapter(SETTINGS)

I stash my personal information in a config.py file and added an import to main.py:

from config import strDBHostname, strDBUserName, strDBPassword, strDBDatabaseName, strDBTableName, APP_ID, APP_PASSWORD

Tweak the code however you want – add natural language processing, make database connections to internal resources to determine responses, make calls to internal web APIs. I also added console output so I could debug bot operations.

When you’ve completed your changes, launch your bot by running “python main.py”

Now return to the Azure portal and select “Test in Web Chat” – this will allow you to test interactions with your bot. Ask questions – you should see your answers returned.

Once you confirm the bot is functioning properly, use the URL from the Teams channel to interact with your bot within Teams —

URL for my bot in Teams: https://teams.microsoft.com/l/chat/0/0?users=28:9699546d-fc09-41bf-b549-aed33280693a

The answer is served out of our home automation database – data that is only accessible on our private network.

Security – as I said earlier, you’ll probably want to take some measures to ensure access to your locally hosted bot is coming from legit sources. The app ID and secret provide one level of protection. If a connection does not supply the proper app ID & secret (or if you’ve mis-entered those values in your code!), you’ll get a 401 error.

 

But I don’t want the entire Internet DDoS’ing by bot either, and there is no reason for anyone outside of Microsoft Azure subnets should be accessing my locally hosted bot. My bot is hosted in a private container. The reverse proxy allows Internet-sourced traffic in to the private bot resource. Since communication from Azure will be sourced from a known set of networks, you can add a source IP restriction that prevents the general public from accessing your bot directly. See https://azurerange.azurewebsites.net/ for a convenient-to-use list of addresses.

 

Did you know … Microsoft Teams has a GUI text editor?

I like keeping my fingers on the keyboard, so I like using markdown in Teams messages (had to learn it for GitHub anyway!). The fact that hitting enter sends my posts in Teams? Generally awesome. I am not, however, the most succinct person; and a long series of thoughts is difficult to read as one continuous paragraph.

And using a new paragraph can serve to highlight a sentence without resorting to big bold text.

You can use shift-enter to move to a new line. Enter will still send your message.

But Teams has a GUI-driven composition mode — just click “Format” — that allows you to easily compose multi-line messages. In this editor, enter doesn’t send the message. It just moves the cursor to the next line.

There are a lot of formatting options available too. Basic typographical emphasis can be added to your text, and anything you type into the ‘Subject’ section will automatically be large, bold text.

The little highlighter icon will highlight text.

The underlined “A” changes the font color.

The icon with two A’s controls the text size.

So you can add really tiny or larger text.

Allowing you to use smaller or larger text.

You can create a bulleted list by clicking the icon with bulleted lines (or a numbered list by clicking the one with numbered lines). To end the list, either click the icon again or hit enter twice.

The quotation marks highlights text as a quote (two enters returns you to normal paragraph format here too), and hitting the drop-down next to “Paragraph” provides a list of pre-formatted text options.

A really cool feature for programmer-types – click the ‘code snipped’ icon.

A new composition window will be displayed – click the drop-down text to “Text” and select the programming language.

Text formatting will be applied to your code – the code I paste into Teams looks exactly like it does in my IDE.

When you have finished composing your message, you can click the little paper aeroplane to send your message. Or, if you prefer keeping your hands on the keyboard, hit ctrl-enter.

 

Did you know … you can use Microsoft Teams outside of work too?

There are a lot of tools we use at work that are silly overkill in your personal life – I don’t want to open a Remedy ticket for every squeaky hinge! But some of our tools are quite helpful away from work too – making flyers in Word or using Excel to keep track of the softball league standings. “Is Teams useful in my personal life” seems like a purely hypothetical question – it’s not like I can invite the rest of the Parent Teacher Organization to join us here in Teams (and even if I could, that’s hardly an appropriate use of company resources!). But did you know Microsoft offers a free version of Teams?

Signing up for a free account, you don’t get access to all of the Teams features we’ve got here – you cannot schedule meetings, record meetings, there isn’t a Planner board, you don’t have access to the full suite of Office 365 applications. But you do have a Teams space, can use the integrated apps and connectors, have some file storage space, have persistent chats in channels, and can even have group audio/video calls.

To sign up for a free Teams account, visit https://products.office.com/en-us/microsoft-teams/free

Don’t use your company e-mail address to sign up – this will need to be your personal address.

If you don’t already have a Microsoft account associated with the e-mail address, you’ll be asked to create a new Microsoft account.

Otherwise you’ll be asked to sign in to your Microsoft account.

Supply your name, organization name, and country of origin. Read the terms of use and privacy statement. Assuming your use complies with the terms of use and the privacy policy is acceptable, click “Next”

It will take a few minutes for everything to be set up. Once your personal Teams organization is built, you can invite others to join. Click on your avatar in the upper right-hand corner of the screen and select “Manage org”

Click “Invite others to your org”

And enter their e-mail addresses

They will get an e-mail message inviting them to join your Teams org.

You’re ready to start using Teams – add tabs to websites your group commonly uses, set up connectors, create new channels, chat, video calls, share files. You can even add new Teams to your organization.

Everyone added to your org is automatically able to access the default Teams space (the one with the name of your org). Teams spaces you create can be private or public, just like at work – but you can also select “Org-wide” which automatically joins any newly-added individuals to the Teams space.

Did you know … you can search chats, files, and people in Microsoft Teams?

One drawback to retaining all of your chat and team discussion content is that there’s a LOT of content … which makes it challenging to find a specific discussion or comment. Luckily, Teams data is easily searched. At the top of your Teams application (or website), there is a long gray bar. Click in it and type a word or phrase to begin searching. Using multiple words will find conversations containing both words, to find a phrase place the phrase “in quotes”. Hit enter.

You’ll see messages that contain the words or phrase – notice this includes both chat messages and channel discussions. Each search result has a reference letting you know where the discussion is located, and you can click on the item to switch to the chat or channel discussion.

If your search returns too many results, click on the little funnel – you can refine your search results with a filter – a specific individual, a time frame.

In addition to searching chat messages, you can search files. Just click on “Files” and you’ll see files with names or content that contain your search terms. Again, you can see where the file is located, and you can click on the file to preview the file.

Click on “People” and you’ll find, well, people who work here. This is a name search – you cannot search for “stats” and see people with whom you’ve had discussions about statistics. Search for a last name, a first name, or a name in “last, first” format.

If you click on a person, you’ll see the conversations you have had with them, as well as any shared files, an org chart for their position in the company, and their channel posts for the past two weeks (‘Activity’).

If you haven’t chatted with them before, you can start a new conversation too.

Did you know … you can tell who is speaking during a Teams meeting?

There are times when it is easy to tell who is speaking – there aren’t a lot of women in my group, so “the female voice” is usually me. My friend Richard is generally the only person with a New Zealand accent on any call (although someone who didn’t grow up in a Commonwealth country may have trouble distinguishing him from the guy from Australia). And after you work with someone for a while, you learn the voice and lexical nuances of colleagues. The rest of the time? I end up pausing the conversation to check who it was that volunteered to serve as my tester and clarify who is going to be getting back to me next week. In a Teams meeting, though, you can quickly tell who is speaking – and respond with a much friendlier “thanks, Jim, for offering to help”.

When you join a Teams meeting, you’ll see up to four large tiles with meeting participants. If there are more than five participants (you don’t show up on your own view!), the remaining people will be represented by smaller images in the lower right-hand corner of the screen.

When someone is speaking, their tile will be highlighted in a purply-blue and a brighter highlight circumscribes their image.

The four large tiles represent the most recent speakers, so you will notice who is in these four tiles change throughout the call. And, yeah, it’s possible for more than one person to be talking at a time – you’ll have multiple highlighted tiles.

There is another place to view who is speaking. On the right-hand column, click to enter the participant pane.

The current speaker will be bolded.

Bonus Features: Sometimes I’ll start a large call and have trouble getting everyone’s attention to start the call. In the participant pane, you can click “Mute all” to mute all participants. N.B. Any participant can do this – so don’t test it in the middle of a real discussion!

And just like meetings through the PSTN system or other web-meeting platforms, you’ll get the occasional person typing without hitting mute. Or speaking to someone who popped into their office. Or experiencing feedback on the connection. In Teams, it’s easier to identify who is causing a disruption – they are going to be highlighted as speaking.

Once you’ve identified the source of the noise, click the not-quite-a-hamburger-button next to their name and select “Mute participant”.

Did you know … you can save documents directly to Microsoft Teams?

You can create a document in a Teams file space (from “New”, select the document type); but, if you want to use a custom template (or if you just didn’t think of it and started the document on your computer), you can also save an Office 365 document to Microsoft Teams.

For the Teams file space to appear in the save dialogue, you’ll need to be following the SharePoint repository that underpins the file space. From the Files, select “Open in SharePoint”.

In the upper right-hand corner, click “Not following” to follow the site.

The change may not be reflected immediately on your computer – if your Teams space does not show up yet, wait an hour or two. Select “Save as” from the Files ribbon bar.

Click on “Sites – Windstream Communication”. The Teams space you followed will show up in the SharePoint sites list. Click on the team name.

Then select “Documents”

From there, you will see the name of each channel. Select the appropriate one, then navigate to the location you want to store your document. Give the document a name and click “Save”

The document will be saved directly to your Teams space.

Microsoft Teams: Creating A Bot – No Code Method

If you want to create a simple bot that uses natural language processing training to allow users to ask questions that aren’t exactly what has been attached to the answer (i.e. I could say “I forgot my password”, “I don’t remember my password”, or “what’s my password” and be directed to the password portal URL without anyone having to come up with every possible iteration of the query),you can create one without actually programming a bot. You’ll need to enter some questions and answers – and it’s best to have a few questions associated with each answer so the bot can ‘learn’ what a real user might ask.

Before we start, understand how the billing works for Microsoft’s cloud services. There are generally free tiers for selections, but they are resource limited. When you first start with the Azure magic cloudy stuff, you get a 200$ credit. A message indicating your remaining credit is shown when you log into the Azure portal. Pay attention to that message – if you think you are using free tiers for everything but see your credit decreasing … you’ll need to investigate. Some features, like usage analytics,cost extra too.

Instead of programming a bot, you can use a pre-built bot and a question/answer knowledgebase maintained at https://www.qnamaker.ai/ Sign in to your company account

Select “Create a knowledge base” to start.

Click the button to “Create a QnA service”

A tab will open to the Azure portal, and you’ll see a wizard to create a QnA Maker resource. Provide a name and select your subscription – you may be walked through creating a new trial subscription. For the management pricing tier and search pricing tier, select the free plans unless you expect high usage or need to store a lot of documents. The selections below are the free tiers.

Disable app insights unless you want to study usage of the q&a – app insights is a paid add-on. Click create to create.

Return to the Azure Portal dashboard and click “Refresh” in the “All resources” section. Eventually, you will see your knowledge base appear.

Return to the QnA Maker tab. In “Step 2”, click the drop-down arrows to select the Azure Directory (you should just see our company), the subscription (again, probably just the one), and the knowledge base we just created.

In “Step 3”, provide a name for your knowledge base. If you have an existing Q&A file, or a URL with Q&A pairs, you can import them here. I will enter question/answer pairs manually later.

Optionally, add ‘chit chat’ – this allows your bot to respond to common things users type like “do you know Siri” or “how are you”. It isn’t needed, but it saves adding answers to “are you there” manually. This imports question sets to your KB, so you can remove any you don’t feel are appropriate for your implementation.

Click “Create your KB”.

And wait a few minutes.

Once the KB has been created, click “Add QnA pair” to begin adding questions. You can also scroll through the imported “chit chat”questions and modify/remove any you don’t like.

Answers use markdown formatting, so you can add hyperlinks, italics, bold, numbered lists.

Once you have added your question/answer pairs, click “Save and train” – training allows the bot to respond with an appropriate answer when the question isn’t exactly one of the questions provided.

Wait again … when you are returned to the q&a pair screen, click “Publish” – this implements your changes in production. You can stage changes, allowing others to review them, by waiting to click Publish.

Read the warning – assuming you actually want your changes to be in production, click “Publish”.

Wait some more, and you have an endpoint!

Copy the ‘stuff’ from the box into a text file somewhere. Find your QnAEndpointHostName, QnAKnowledgebaseId, and QnAAuthKey

Unless you are going to be the *ONLY* person editing your KB (and never go on holiday, never ring up sick), you’ll want to share access with others. Log into https://portal.azure.com and locate your “cognitive service”. Click on its name to edit it.

Click on “Access control (IAM)”

In the “Add a role assignment” section, click “Add”.

Select either “Cognitive Services Contributor” or “Owner” as the role (owners are allowed to manage all settings, including permissions whereas service contributors can only manage data within the knowledge base). Enter an Active Directory group name – you can enter individual people, but then someone will need to manually edit the permissions as people join and leave your group.

If you didn’t select owner, make sure you add some other owners (either a group or a few people)

Now we’re ready to set up a bot …

 Microsoft Teams uses Azure bots – so you’ll need to create an Azure bot. From https://portal.azure.com, click on ‘Create a resource’.

Search for “bot” and find the bots you are looking for. Either “Functions Bot’ and “Web App Bot” can be selected – I am using a WebApp bot because that’s what I’ve used for other bots I’ve coded. Functions bots use Azure functions, which are C# scripts, for logic processing; WebApp bots use WebAPIApp Service for logic processing (C# or NodeJS). If you’re not planning on tweaking anything … doesn’t much matter. Click “Create” to create the bot.

Give your bot a name – this needs to be unique. In the pricing tier, click on “View full pricing details” to see the options. Again, I am selecting the free tier. Don’t forget to hit ‘select’, or your selection will not be updated.

When you get to the bot template section, you can pick either C# or NodeJS – again, if you don’t plan on tweaking anything … doesn’t much matter. I am using C# because I know C#. Select the SDK v3, then find the “Question and Answer” bot template. Again, don’t forget to click “Select” or your selection won’t be saved.

Create a new storage location, disable application insights (it’s a for-fee add-on), and click “Create”.

Wait for it …. You’ll see a blue bar running under the bell icon in the upper right-hand corner of the site.

Soon, you’ll see a success message in the upper right-hand corner.

Refresh the resources on the dashboard and select the “WebApp Bot”. Under ‘App Service Settings’, go into “Application Settings”. Here’s where you enter the QnA information we saved after your knowledge base was published. Click in the “Value” column to paste in the values for QnAAuthKey, QnAEndpointHostname, and QnAKnowledgebaseId. Don’t have them? No big – go back to QnA Maker, open your KB, and select the “Settings” tab. There it is again!

Click “Save” to commit your changes.

Return to the Dashboard and select your “Web App Bot”

In the left-hand navigation column, select “Channels”. Click on the Teams logo.

The “Calling” tab will enable IVR or real-time media interaction with your bot – I have never done this, it may not be possible with our product set. “Publish” is to publish your Bot in the Microsoft store – not something I want to do with a bot designed to answer employee-specific questions, but I could see creating a Enterprise Customer Q&A bot that enterprise customers can add to their Teams spaces … in which case, making the bot available in the Microsoft Store would be convenient. Click “Save” to create a Teams channel for communication with your bot.

Read the publication terms and privacy statement. If you agree, check the box and click “Agree”.

In the Channel section, click the “Microsoft Teams” hyperlink.

This will open a new browser tab. Click “Cancel” so you can copy the URL.

Once you’ve copied the URL, click “Open in Teams web app” to interact with your bot using the Teams web client (or ‘launch it now’ for Teams desktop client)

It’s alive! Ask some questions and verify that your answers are being delivered. Check for formatting problems or bad hyperlinks.

I don’t want a bunch of people attaching to my test data, so the resources created above have been deleted. I’ve created a new bot with different details. Open https://teams.microsoft.com/dl/launcher/launcher.html?url=%2f_%23%2fl%2fchat%2f0%2f0%3fusers%3d28%3aab23fc5a-3151-495c-a02c-592b38148599&type=chat&deeplinkId=64b01c1e-5a2a-4456-a673-c02c3e04b532&directDl=true&msLaunch=true&enableMobilePage=true in Teams, you’ll be able to interact with my bot.

Q&A Maintenance

Anyone you have set as “Cognitive Service Maintainer” or“Owner” should be able to use QnA Maker to maintain the question and answer set. Log in to https://www.qnamaker.ai, select the “My knowledge bases” tab, and click on the knowledge base name. Modify/add question/answer pairs, then click “Save  and train”, then “Publish”.

Did you know … Microsoft Teams Chat can help you find messages others post into Teams spaces?

I am a member of multiple Teams, and I can remember that Keith posted something about creating a Q&A a few days ago … but I don’t remember where he posted that message. I cannot reply to it until I find it. Search can help — chat conversations are searchable. But did he type QnA, Q&A, Q and A … 

Instead of clicking through all of the channels in all of my Teams spaces trying to find a single post or working my way through the various ways of phrasing “questions and answers”, I can look at my chat with Keith. Click the “Activity” tab. Now I am looking at things Keith has posted to our shared Teams spaces in the past two weeks.

The Team and channel into which the activity was posted is included before each message. An icon indicates if the activity is a reply to an existing thread or a message starting a new thread.

You can click on any entry in the activity log.

Your Teams client will show you the message in its context – you are in the correct Team and Channel, and the message is briefly highlighted. This makes replying to the message we found in the activity feed quite quick.

What if you’ve never chatted with the person? Start a new chat and type in their name. You don’t have to send a message to them (although I could totally see myself writing “ignore this message – I just needed to get you listed in my recent conversations”), just click away and there will be a draft chat with them. Click on that draft chat, and you’ll have an “Activity” tab.