Working with Microsoft Teams and channels

What is a Team?

Microsoft Teams is a Microsoft 365 collaboration space that brings together conversations, meetings, files, apps and shared workspaces. It will be the primary collaboration tool for all staff at the University.

A Team is usually created for a specific group of people, such as a department, project, service area or working group. It gives members one central place to communicate, collaborate and share resources.

What is a channel?

Each Team is organised into channels. Channels are dedicated spaces for specific topics, projects, departments or workstreams. They help keep conversations, files, meetings and other content grouped together, so information is easier to find later.

A channel can include:

• posts and replies
• shared files
• meetings linked to that channel
• tabs and apps
• pinned posts or key information

Using channels can help reduce reliance on email because discussions, decisions and files are kept alongside the relevant work. 

The channel structure is designed to help keep work organised. For example, a Team may include separate channels for general updates, meetings, support, projects or workstreams.

ℹ️ Note: If you are unsure what a channel is for, check the channel description, pinned posts or any local guidance shared in your Team.

You can watch the video below for a step-by-step visual guide:

Channels help organise work inside a Team, but not every channel works in the same way. The type of channel affects who can see it, who can take part, and what kind of work it is best used for.

You will only see the Teams and channels that you have access to. If a channel exists but you have not been added to it, it will not appear in your channel list.

Standard channels

Standard channels are visible to all members of the Team.

They are used for general collaboration and shared work that everyone in the Team may need to access. This might include updates, discussions, shared documents, project information or workstream activity.

When you are added to a Team, you can see the General channel and any other standard channels in that Team.

We use a standard channel when the information is suitable for everyone in the Team to see.

Private channels

Private channels are visible only to selected members of the Team.

They are used when a smaller group needs a space for confidential, restricted or need-to-know work. A private channel is usually marked with a padlock icon.

Being a member of the wider Team does not automatically give you access to a private channel. You must be specifically added to the private channel before you can see it or access its content.

Use a private channel when the work sits within the wider Team but should only be available to specific people.

Shared channels

Shared channels are invite-only spaces used for specific collaboration scenarios.

They can be useful when people need to work together without everyone being added to the wider Team. For example, a shared channel may be used to collaborate with colleagues from another department or, where approved and configured, people outside the University.

Shared channels are usually marked with a shared channel icon.

Use a shared channel when a specific group needs to collaborate across Teams or organisational boundaries.

You can watch the video below for a step-by-step visual guide:

You can think of Teams as the place where you work, and SharePoint as the place where your channel files are stored. Most of the time, you do not need to open SharePoint separately. You can work with files directly from Teams.

What you see in Teams

When you open the Shared tab in a channel, you are viewing the files connected to that channel. From the Shared tab, you can:

• open files

• upload files

• create new files

• edit documents with colleagues

• manage files linked to that channel

What SharePoint does in the background

Files in the Shared tab are stored securely in SharePoint. This means the files belong to the shared Team workspace, rather than one individual person. Everyone with access to that channel can access the files stored there.

Why this matters

Storing shared work in the right channel helps everyone:

• work from the same version of a file

• find documents more easily

• keep files connected to the relevant conversations

• avoid sending duplicate copies by email

• reduce the risk of important files being stored only in someone’s OneDrive

Channel files and chat files are different

Files added to a channel are stored in SharePoint and belong to the Team workspace.

Files shared in a Teams chat are stored in the sender’s OneDrive and shared with the people in that chat. The sender remains the owner of the file.

As a general rule, if a file belongs to a group, project, department or working area, store it in the relevant Teams channel instead of sending it by email or keeping it only in OneDrive.

Teams gives you different ways to communicate, but they are not all designed for the same purpose. A useful way to decide is to ask: who needs to see this, and will they need to find it again later?

Quick guide

• Need to ask a quick informal question? Use Teams Chat.
• Need to share an update with the wider Team? Use a channel post.
• Need to discuss work linked to a channel file? Use a channel post.
• Need to record a decision others may need later? Use a channel post.
• Need to contact someone outside the University? Use email.
• Need to send formal communication? Use email.

💡Idea: If a decision is made in Chat, consider summarising it in the relevant channel so the wider Team has the context.

You can access Microsoft Teams from the desktop app, a web browser or the Teams mobile app. This guidance focuses on the desktop version of Teams, but the core Teams and channels concepts are the same across each version.

Finding Teams

On desktop and web:

1. Open Microsoft Teams. You can do this by searching for Teams on your device, or by going to teams.microsoft.com in your web browser.

2. From the left navigation menu, select Teams.

3. A list of the Teams available to you will be displayed. Select the Team you want to open.

On mobile:

1. Open the Microsoft Teams app. If you do not already have it installed, you can download it from your device’s app store.

2. From the bottom navigation menu, select Teams.

3. If you cannot see Teams, select More (…) and choose Teams from the available options.

4. A list of the Teams available to you will be displayed. Select the Team you want to open.

If you cannot find a Team

If you know you are a member of a Team but cannot see it, it may be hidden. Within the Teams section,  open the Hidden teams drop-down and check whether the Team is listed there.

If you still cannot find the Team and believe you should have access, follow your local support route.

You can watch the video below for a step-by-step visual guide:

You can show or hide Teams and channels to keep your Teams workspace organised. Showing a Team or channel makes it easier to access from your main Teams view. Hiding a Team or channel does not remove your access. It simply moves it out of your main list if you do not need to check it regularly.

To show or hide a Team

1. Select Teams from the left-hand navigation.

2. Find the Team you want to show or hide. Select More options (…) next to the Team name.

3. Choose the relevant option to show or hide the Team.

To show or hide a channel

1. Open the Team you want to manage.

2. Find the channel in the channel list. Select More options (…) next to the channel.

3. Choose the relevant option to show or hide the channel.

✨Tip: keep important or frequently used Teams or channels visible, especially where you need to check updates, respond to posts or access shared files regularly.

You can watch the video below for a step-by-step visual guide:

Each channel has a purpose. Some channels may be used for general updates, while others may focus on a project, meeting, support question or specific area of work.

The channel details pane is a useful place to check when you want to understand how a channel should be used. It brings together helpful information about the channel, so you can quickly see whether you are in the right place before you post, reply or look for information.

The channel details pane includes:

• People: shows who is part of the channel, where this is available.

• Description: explains the purpose of the channel and what should be posted there.

• Pinned posts: highlights important posts, such as welcome messages, guidance, key updates or decisions.

• Find in channel: lets you search within that specific channel.

• Channel notifications: allows you to manage how you are notified about activity in that channel.

Checking this information can help you understand the channel’s purpose, see what has already been highlighted, and find guidance before starting a new post.

To open the channel details pane:

1. Select the channel you want to check.

2. Select the channel details button (left pointing arrow) in the top-right of the channel.

Use this pane as a quick way to orient yourself in a channel. It can help you understand what the channel is for, what information has already been shared, and whether your question or update belongs there.

You can watch the video below for a step-by-step visual guide:

A channel post is a message that starts a new conversation in a channel. It is useful when you want to share something with everyone who uses that channel, such as an update, question, announcement, decision or piece of work that others may need to see.

Channel posts help keep conversations organised by topic. Instead of important information getting lost in a chat, the post stays in the channel alongside related replies, files and updates.

Before creating a new post, check whether someone has already started a conversation about the same topic. If they have, use Reply on the existing post instead. This keeps the full discussion together and makes it easier for others to follow later.

Create a new channel post

1. Open the relevant Team and channel that you want to post in.
2. At either the top or bottom of the page, select Post in channel.
3. Add a clear subject or opening line so others understand what the post is about.
4. Write your message.
5. Add any links, files or @mentions if needed.
6. Select Post. This will appear on the channel feed. 

Use a new post when you are starting a separate topic. Use Reply when you are continuing an existing conversation.

You can watch the video below for a step-by-step visual guide:

Use post options

When writing a post, you can select the Actions and apps button to access extra options. This is the plus (+) button underneath the message box.

From here, you can:

• Schedule message: write your post now and send it at a later time.
• Set delivery options: choose how the message should be delivered, such as marking it as important where appropriate.
• Change permissions: choose whether everyone can reply to the post, or whether replies are limited to moderators only.

Use these options when they help make the post clearer, better timed or easier to manage.

You can watch the video below for a step-by-step visual guide:

You can watch the video below for a step-by-step visual guide:

Reply to a channel post

A reply keeps your response connected to an existing channel post. This is useful when you are answering a question, adding more detail, sharing an update or continuing the same conversation.

1. Find the post you want to respond to.
2. Select Reply underneath the post.
3. Write your response.
4. Add any links, files, @mentions or post options as needed.
5. Select Send.

You can watch the video below for a step-by-step visual guide:

In Microsoft Teams, an @mention is a tagging feature that sends a direct notification to a specific person, channel or group. Mentions are useful when you need someone to notice a message, take action, provide information or respond to a request.

There are different types of mentions, and each one is used slightly differently.

Using an @mention

1. Type @ in your post or reply.
2. Start typing the person’s name, channel name or tag.
3. Select the correct option from the list.
4. Finish writing your message.
5. Send the post or reply.

✨ Tip: use mentions thoughtfully. They work best when action or attention is needed, rather than for every update.

You can watch the video below for a step-by-step visual guide:

If you want to discuss a file in a channel, you can add it to a post so others can open it directly from the conversation. This is useful when you want to ask a question about a document, highlight an update, request feedback or keep a file connected to the discussion around it.

When you add an existing Teams or SharePoint file to a post, Teams links to the file rather than creating a separate copy. This helps keep the file in its original location and preserves the existing version history.

Link to a file in a post or reply

1. Within the relevant Team channel, start a new post or reply to an existing post.
2. Select the Attach file button, which looks like a paperclip.
3. Select Browse Teams and Channels. This will open the document library for the channel you are currently posting in.
4. Find and select the file you want to discuss.
5. If the file is not in the current channel, select More places (…) at the bottom of the left navigation menu to browse another Team, channel or location.
6. Select Attach.
7. Finish writing your post or reply, then select Post or Send.

The file will appear in the post so others can open it from the conversation.

ℹ️ Note: file access depends on where the file is stored. If you link to a file from another Team, channel or document library, people in the channel where you are posting will only be able to open it if they already have access to that original location.

You can watch the video below for a step-by-step visual guide:

Channel posts work best when they are easy to read, easy to search for and easy to act on. A clear post helps colleagues quickly understand the topic, follow the conversation and find important information later.

Channels are also useful for keeping important updates and decisions visible to the wider Team. If something is agreed in a chat, meeting or separate conversation, it is often helpful to summarise it in the relevant channel.

Before you post

Before starting a new post, ask yourself:

• Is this the right channel?
• Has this already been discussed?
• Does this need a new post, or should I reply to an existing one?
• Does anyone need to take action?

Make your post easy to follow

If you are recording a decision

If a decision has been made, a short summary in the relevant channel can help everyone understand what was agreed and what happens next. A useful decision summary could include:

• Decision: what was agreed
• Context: why the decision was made
• Actions: what needs to happen next
• Owner: who is responsible, if relevant
• Files or links: where the related information is stored

As Teams becomes a shared space for conversations, files, meetings and updates, knowing how to search can save time. Instead of scrolling through channels or asking someone to resend information, you can search for content that has already been shared.

There are two useful ways to search in Teams:

1. Main Teams search: use this when you are not sure where something was shared.
2. Find in channel: use this when you know the information is likely to be in a specific channel.

1. Use the main Teams search

Use the main Search bar when you want to search more widely across Teams. This is helpful if you remember a keyword, file name, person or meeting, but cannot remember exactly where the information was shared.

To search in Teams:

1. Select the Search bar at the top of Teams.
2. Enter a keyword, file name, person’s name, Team name or channel name.
3. Use the filters at the top of the results, such as Messages, Files, Channels, Group chats, Meetings or Images, to narrow your search.
4. Review the search results.
5. Open the result that looks most relevant.

Use Find in channel

Use Find in channel when you know the information is likely to be in a specific channel. This gives you a more focused search because it only searches within the channel you are currently viewing.

This is useful when you remember where a discussion happened, but do not want to scroll through all previous posts.

To search within a channel:

1. Open the relevant Team, and select the channel you want to search.
2. Select the channel details button in the top-right of the channel. This looks like a small left pointing arrow.
3. Select Find in channel. You can also use the Control + F keyboard shortcut.
4. Enter the keyword or phrase you want to find.
5. Use the filters at the top of the results, such as Messages Types, Date, Person, Attachment or Mention, to narrow your search.
6. Review the results from the list.

✨ Tip: before creating a new post, starting a new chat or asking someone to resend a file, try searching first. The answer may already be available in a previous channel conversation or shared file.

You can watch the video below for a step-by-step visual guide:

Teams is most useful when people can find information later. Clear post titles, focused conversations and meaningful file names all help Teams become a shared knowledge space, rather than somewhere information gets lost. Use these best practice points when posting in channels or adding files to Teams.

Make channel posts easy to search

• Use a clear subject or opening line that explains what the post is about.
• Avoid vague subjects such as Question, Update or Help if the topic can be made clearer.
• Keep each post focused on one main topic.
• Reply to an existing post if you are continuing the same conversation.
• Summarise important decisions, actions or next steps clearly.

Make files easier to find

• Use meaningful file names that describe what the document contains.
• Avoid unclear names such as Document1, Final version or Updated file.
• Store files in the relevant channel so they sit with the related conversations.
• Link to relevant files in posts so colleagues can open them from the discussion.

✨ Tip: before posting or uploading, ask yourself: Would someone else be able to find this again from the title, file name or keywords?

Each channel has a Shared tab where you can find the files connected to that channel. This is the main place to open, create and work with documents that belong to the channel.

• Files in the Shared tab are stored in the Team’s connected SharePoint document library. This means the files belong to the shared Team workspace, rather than one individual person.
• Use the Shared tab when a file belongs to a group, project, department or working area. This helps everyone work from the same version and reduces the need for email attachments or duplicate copies.

Open files from the Shared tab

1. Open the relevant Teams and channel. 

2. At the top of the channel, select the Shared tab next to the channel name.

3. Navigate through the folders and open the file you need.

• Files in the Shared tab are linked to the channel. Everyone with access to that channel can usually access the files stored there.
• If you are working in a private or shared channel, file access may depend on who has access to that specific channel.

You can watch the video below for a step-by-step visual guide:

Files in Teams are stored differently depending on where they are shared. This affects who owns the file, who can access it, and whether the file remains available as part of shared Team work.

You can open, edit and manage channel files directly from Teams. For most everyday tasks, you do not need to open SharePoint separately.

✨ Tip: if a file relates to Team work, a project, a department, a service area or anything others may need to access later, store it in the relevant Team channel. This helps make sure the file is available to everyone who needs it and is not dependent on one person’s OneDrive.

Good file management helps your Team keep shared documents organised, easy to find and available to the right people.

In Teams, files connected to Team work should usually be stored in the relevant channel. This keeps the file with the related conversations, updates and decisions, and helps colleagues work from the same version.

For step-by-step guidance on managing files, use the dedicated File Management in Teams article.

File Management in Teams

Tabs and apps help bring useful tools, files and information directly into a channel. They appear along the top of the channel, so members can quickly access key resources without searching through posts, folders or separate systems.

Tabs are useful when there is something your Team needs to return to regularly, such as a shared document, planning board, guidance page, form, notebook, website or online service.

What tabs can be used for

Your local Team may use tabs to make important resources easier to find. For example, a channel might include tabs for:

• shared documents, such as Word files, Excel workbooks or PowerPoint presentations
• OneNote notebooks for shared notes or meeting records
• Planner for tracking tasks and actions
• Forms for collecting information
• SharePoint pages or document libraries
• websites, online services or guidance pages

For example, a Support channel could include a tab linking to a frequently used guidance page, while a project channel could include a Planner board or key project document.

Add a tab to a channel

1. Open the relevant Team and channel.
2. At the top of the channel, select the Add a tab (+) button.
3. Choose one of the available options.

When you select Add a tab (+), you may see options such as:

• New page: create a new page directly in the channel.
• Existing page: add a page that already exists.
• Apps: search for and add an app, service, file or website as a tab.

Add an app

If you select Apps, you can search for an app or service to add to the channel. This may include Microsoft 365 tools such as SharePoint, Whiteboard or Planner, as well as other available apps.

The Website option can be especially useful when you need to link to an online service, support page, guidance article or other web-based resource that your Team uses regularly. For example, you could add a website tab for:

• a MyPort guidance page
• a frequently used University service
• a project site or online workspace
• a form, dashboard or reference page
• a team-specific support or process page.

✨ Tip: tabs work best for resources that people need to access regularly. If something is important for the channel, adding it as a tab can make it easier for everyone to find.

You can watch the video below for a step-by-step visual guide:

A channel meeting is a Teams meeting created from within a specific channel. This keeps the meeting connected to the relevant Team space, so related conversations, files and follow-up activity are easier to find afterwards.

Channel meetings are most useful when the meeting is about shared work that the wider channel audience may need to see or access. You might use a channel meeting for:

• a meeting linked to a specific project, topic or workstream
• a discussion where the follow-up notes, chat or files should stay with the channel
• a meeting that is relevant to everyone who uses that channel
• a regular Team meeting, where your Team has a dedicated Meetings channel

If the meeting is only for a small group, is confidential, or is not connected to shared Team work, it may be better to create it from your calendar instead.

A channel meeting is useful when the meeting is part of the work happening in a specific Team or channel. Instead of the meeting sitting only in people’s calendars, it also appears as a post in the channel, so the wider channel audience can see it, join it where appropriate, and return to the related chat, files and follow-up activity afterwards.

This works well for meetings linked to a project, workstream, support area or regular Team discussion. For example, if a channel is being used to manage a shared piece of work, scheduling the meeting from that channel helps keep the meeting context in the same place as the related conversations and documents.

Teams and Outlook use the same calendar, so meetings created in Teams will also appear in Outlook.

ℹ️ Note: If the meeting is only for a small group, is confidential, or does not relate to shared channel work, it may be better to schedule it from your calendar instead.

Schedule the meeting

1. Open the relevant Team and channel.
2. In the top-right of the channel, select the drop-down arrow next to Meet now, then choose Schedule a meeting.
3. Add the meeting title, attendees, date, time and any meeting details.
4. Check that the meeting is linked to the correct Team and channel.
5. Choose whether to use Send personal invites. This controls whether meeting invitations are added to the personal calendars of channel members. If this is switched off, the meeting will still appear in the channel, but may not appear in everyone’s calendar unless they are added as attendees.
6. Review the meeting options from the panel on the right. Select More options if you need to view the full meeting options.
7. Select Send.

Once the meeting is created, Teams adds a meeting post into the channel. Everyone with access to that channel can see the meeting post and open the meeting from there.

You can watch the video below for a step-by-step visual guide:

A channel meeting is visible to people who have access to the channel where the meeting was created. This is different from a meeting created only from your calendar, which is mainly visible to the people you invite.

When you create a meeting in a channel, Teams adds a meeting post into that channel. People with access to the channel can see the meeting post and may be able to open or join the meeting from there.

Calendar visibility works slightly differently:

• If someone is added as a required or optional attendee, the meeting will appear in their calendar.
• If someone is not added as an attendee, the meeting may not appear in their calendar, but they can still see the meeting in the channel if they have access to that channel.

ℹ️ Note: channel meetings are designed for meetings that are relevant to the wider channel audience. If the meeting is private, confidential or only relevant to a small group, it may be better to create it from your calendar instead.

When you schedule a meeting from a channel, Teams adds the meeting details as a post in that same channel. This post acts as the main place where people can see the meeting, join it and return to related activity afterwards.

Everyone with access to the channel can see the meeting post. If they need to join the meeting, they can do this directly from the post in the channel.

This is different from a meeting created only from your calendar. A channel meeting is designed to keep the meeting connected to the wider Team space, so the meeting activity stays with the channel it relates to.

What happens in the channel

• The meeting details are added as a post in the channel.
• People with access to the channel can see the meeting post.
• People can join the meeting from the channel post.
• Meeting chat appears as replies to the meeting post.
• Files and follow-up messages can stay connected to the same channel activity.

Find and use the meeting post

1. Open the Team and channel where the meeting was created.
2. Find the meeting post in the channel conversation. You may need to use the search function to do so.
3. All meeting details, including any added notes or agenda will be available from the post. 
4. When appropriate, select the Join button to attend the meeting. 

ℹ️ Note: because meeting chat is added as replies to the channel meeting post, messages shared during the meeting may be visible to people with access to that channel.

You can watch the video below for a step-by-step visual guide:

You can control notifications for each channel, so you can stay close to the updates that matter most without being alerted about everything. This is helpful as your Teams area grows. Some channels may need regular attention, while others may only need to be checked when you are looking for specific information.

For example, you may want stronger notifications for a channel where you need to respond to updates quickly, and lighter notifications for a channel that is mainly used for reference information.

Manage channel notifications

1. Find the Team and channel you want to manage.
2. Select More options (…) next to the channel, then choose Channel notifications.

3. Decide how you want to be notified about new posts:

   • Banner and feed: shows a pop-up banner notification and also adds the update to your activity feed.
   • Only show in feed: adds the update to your activity feed, but does not show a pop-up banner.
   • Off: turns off notifications for new posts in that channel.
4. Choose whether to include replies to posts.
5. Save or apply your changes.

You do not need to monitor every channel in the same way. Keep stronger notifications for channels you need to follow closely, and use lighter settings for channels you only need to check occasionally.

You can watch the video below for a step-by-step visual guide:

Your Teams notification settings control how Teams alerts you across the app. This includes notifications for chat messages, meetings, calls, @mentions, replies and channel activity.

This area is useful once you start using Teams and channels regularly, as it allows you to choose which updates should appear more prominently and which can simply be checked later in your Activity feed.

For Teams and channels, the most relevant settings are usually the ones linked to @mentions, replies and posts in shown channels. Other notification settings are also available in this space, but the options below are the key ones to review for channel-based work.

Find your Teams notification settings

1. At the top of Teams, select Settings and more (…) next to your profile picture, then choose Settings.
2. From the left navigation menu, select Notifications and activity.
3. Scroll down to the Chats and channels section. 
4. Adjust the settings to match how closely you need to follow Teams and channel activity.

Channel-related notification settings

Notification options

• Show in Activity and banner: shows the notification in your Activity feed and as a pop-up banner.
• Show in Activity: adds the notification to your Activity feed only.
• Off: turns off that type of notification.

You can watch the video below for a step-by-step visual guide:

Immersive Reader is a reading tool in Teams that can make channel posts easier to view, listen to and understand. It is useful if you want to focus on the text without the surrounding channel activity, or if you prefer to adjust how the content appears on screen.

You may find Immersive Reader helpful for longer posts, detailed updates, or messages that you want to read more carefully.

Open Immersive Reader

1. Open the relevant Team and channel.
2. Find the post you want to read.
3. Select More options (…) on the post.
4. Select Immersive Reader.
5. Use the available tools to change how the post is displayed or read aloud.

Tools available in Immersive Reader

• Read aloud: listen to the post being read out.
• Text preferences: adjust how the text looks, such as size or spacing.
• Grammar options: highlight parts of speech to support reading and understanding.
• Reading preferences: use tools that can help focus on specific lines or improve readability.

These tools can support different reading preferences and accessibility needs, helping make channel content easier for everyone to use.

You can watch the video below for a step-by-step visual guide: