Everything You Need to Know About Microsoft Teams

Microsoft Teams is a seamless and secure chat-based platform in the Microsoft Office 365 Suite. People, content, and tools are integrated in this platform to allow team members to work together and share information in a common workspace. Users can share files and calendars, collaborate on and edit shared documents, as well as talk, text, and video chat.

Exchange messages with members in your team, either as a group or individually. Users can create multiple channels to organize their chats, calls, and other content which makes it easy to keep up with conversations and information. The user is notified of updates in each chat and can jump straight into voice or video chats if need be. Teams video chat can support up to 250 users. When using Microsoft Teams for voice and video chatting, the user can access the call history, hold/resume, speed dial, transfer, forwarding, caller ID masking, extension dialing, multi-call handling, simultaneous ringing, record, and access voicemail.

Since Teams is integrated with Microsoft Office, users can share and collaborate in other Office services including Word, Excel, PowerPoint, SharePoint, and OneNote. The documents are shared on Microsoft’s OneDrive so team members always have access to the latest version of the document and can view any changes in real time.

Microsoft Teams also supports over 100 third-party Connectors which allows users to communicate with outside services including GitHub, Evernote, Zendesk, MailChimp, Salesforce, SAP SuccessFactors, and more.

Microsoft Teams is available in several different platforms including the web, Windows, macOS, iOS, iPadOS, and Android. To access all the offered features in Teams, install it as the desktop app on your operating system. The web and mobile apps do not fully support screen sharing. The web app fully supports calls and meetings but only through Google Chrome and Microsoft Edge.

15 Microsoft Teams Tips:
  1. SHARE TO OUTLOOK FROM TEAMS

Share your chat or channel conversation as an email to Outlook without ever leaving Teams. Within the message or channel, click ‘More Options’ > Share to Outlook > Choose Recipient > Customize the Email > Send.

  1. ASSIGN TAGS TO NAMES

Assign team members with specific tags so you won’t have to copy and paste the same message to each member of a group. For example, if your CEO would like to send a message to Managers only, they can select the @manager to send the message to those users only. Users can be grouped by common roles, projects, attributes, locations, and more.

  1. FOLLOW A CHANNEL

Get updates from chats, projects, and topics that are the most important and relevant to you. Click on the ellipses next to the channel then click ‘Follow this Channel’ in order to be notified of any channel conversation in your activity feed.

  1. SYNC FILES TO YOUR DESKTOP FROM TEAMS

Save your files directly to your PC or Mac from a Teams message or collaboration. This feature is powered by Microsoft SharePoint and allows users to not only save files but see previews of documents across more than 320 file types, view document life-cycles, pin files to the top, and more.

  1. RECORD TEAMS MEETINGS AND GROUP CALLS

During a long presentation or an important meeting, capture audio, video, and screen sharing activity on your group calls. There is also an option for recordings to have automatic transcription. Microsoft Stream must be enabled for the user to use this feature as the recordings are saved to Stream so they can be shared securely.

  1. ADD IMPORTANT APPS TO TEAMS

Easily add your favorite apps within Teams by clicking on ‘Apps’ on the left-hand side. Search for an app or browse the app categories. Click ‘Add’ to add the selected app as a tab in channels, group chats, or individual conversations.

  1. MUTE CONVERSATIONS

Stay focused by turning down the noise in Teams channels. Go to the conversation, click ‘More Options’ > ‘Turn Off Notifications/Turn On Notifications’.

  1. PIN APPS TO THE LEFT-HAND RAIL

Make your personal apps more accessible by pinning them to the Teams app bar on the left. Simply right-click on the app and select Pin.

  1. TITLE YOUR CHAT EXCHANGES

Make an important chat stand out from the rest by giving it a title. To name the chat, click the pencil on the top next to the members names and type your preferred title.

  1. USE THE MOBILE APP FOR ON-THE-GO MESSAGING

There is a Microsoft Teams mobile app for Android, iOS, and Windows Mobile. The app is very easy to use – it keeps Teams simple by emphasizing chats and channels without the extra layers and features.

  1. USE AND CREATE GIFS

Choose from hundreds of animated GIFs within Teams or use the Giphy app to create your own. In order to use Giphy, the Teams administrator will need to activate it.

  1. USE KEYBOARD SHORTCUTS

Press the ‘R’ key to reply to a chat thread.

Press ‘Alt-A’ to quickly attach a file to a message.

Press ‘Ctrl+E’ to go to the search field.

Press ‘Option+N’ to start a new chats.

Press ‘F1’ to open Help.

Press ‘Esc’ to close.

  1. BOOKMARK A MESSAGE OR CONTENT

Use a bookmark to save a message or attachment that you will need to reference later. In a chat, click the bookmark icon. When searching for a bookmarked chat, type ‘/saved’ in the search bar.

  1. DO NOT DISTURB

Stay focused, stop the noise, and prevent pop-ups by setting your status within Teams to ‘Do Not Disturb’. Type ‘/dnd’ into the search box. When you’re ready to turn it off, type ‘/available’ into the search box.

  1. IN-LINE CHAT TRANSLATION

Easily communicate with team members from around the world. In the message, click on the ellipses, then click ‘Translate’. Microsoft Teams supports 36 languages including: English, Spanish, Chinese, French, German, Italian, and Japanese.

Download the PDF of our 15 Microsoft Teams Tips here.

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