Working with Teams

Training

The following course is available through the 'Modern Work Programme Learning Plan: Essential Training for M365' which is located on Docebo. The course has been designed to help you build confidence and capability with Microsoft Teams:

• Essential Teams:  A quick-start session covering the key features of Teams including chat, posting in channels and scheduling Team meetings.

Accessing Docebo

1. Open a web browser.
2. Navigate to Docebo.
3. Select the Blue 'Single Sign-on' button.
4. The Docebo 'User homepage' will display, select the 'Explore' button on the 'My Learning Plans tile'.
5. Select the 'Modern Work Programme Learning Plan: Essential Training for M365' to enrol on scheduled sessions.

Note: The transformation project is being delivered in batches. You will gain access to the Learning Plan approximately one week before your migration date.

If you need assistance finding these courses email digitalskills@port.ac.uk.

LinkedIn Learning Training

As a member of staff you currently have access to LinkedIn Learning. For information on how to access LinkedIn Learning  view this article.

Recommended Courses

• Microsoft Teams Essential Training

What is Teams?

An introduction to Teams from Microsoft.

Microsoft Teams is a collaboration and communication tool that supports groups of people working together. Teams is useful for:

• Organising groups such as departments and meeting groups. 
• Communicating quickly with groups and individuals. 
• Easily sharing, editing, and collaborating on documents. 
• Reducing the volume of email. 

Key features: 

• Teams Chat for informal chats between one-to-one or small groups of colleagues. Chats will be deleted after 90 days.
• Teams can be created within Microsoft Teams for groups of people that work together. They serve as a central hub for collaboration, communication, and file sharing.
• Each Teams has a default 'General' channel for site-wide communication, with the option to add specific channels for focused discussions. 
• Teams Meetings should be used for holding virtual meetings with colleagues and external guests.  Once you have been migrated you will have calendars in both Outlook and Teams. The Outlook and new Teams calendar are seamlessly integrated, allowing users to schedule, view, and manage meetings across both platforms with real-time syncing and consistent updates.
• Teams is not just about messaging; it also supports audio and video calls directly from chats and channels.  

Be aware: 

Teams is an auditable system. Posts and chat conversations are disclosable in the event of a Freedom of Information or Subject Access Request.

Please note: You will not have access to the full functionality in Teams until Phase 1b: Connected Collaboration.

Teams Interface

When you open Microsoft Teams, you'll find the navigation bar on the left-hand side of the screen. This is your main access point to the app's features and tools. It includes the following sections:

1. Activity: Find notifications for all recent actions to help you stay up to date. 
2. Chat: Message an individual or a group. This tab displays your recent and ongoing conversations.
3. Teams: View all the teams you belong to for collaboration and communication.
4. Calendar: Bring up your calendar to view, create, and respond to meetings. Note: Your Teams calendar and your Outlook calendar are the same. They are both part of your Microsoft 365 account and are fully integrated.
5. Calls: Start video and audio calls.
    

Opening Teams

Desktop App on Windows 11

1. Click the 'Start' button on your device.
2. In the search bar, type 'Teams'.
3. Select 'Microsoft Teams' from the search results to open the application.

Opening from a browser

1. Open a browser.
2. Navigate to Office.com.
3. Sign in with your University credentials.
4. The M365 Copilot homepage will display.
5. Select 'Apps' from the left-hand navigation panel, then choose 'Teams'.  If the navigation panel is not displaying click on the small rectangle (top-left).
6. Select 'Teams'.

Desktop App on Windows 10

1. Click the 'Start' button on your device.
2. In the search bar, type 'Software Centre'.
3. Select 'Software Centre' from the search results to open the application.
4. In the search bar, type 'Teams'.
5. Click the 'Download' button next to Teams.
6. Teams will download to your device.
7. Once the download is completed Teams will be available from the 'Start' menu on your device.

Setting up your Status in Teams

Keeping your status up to date in Microsoft Teams helps colleagues know your availability and improves communication across your team.

1. Click on your 'Account Manager' (profile picture) in the top-right corner of the Teams window.

2. A pop-up form will display which allows you to set your status:

   • Available: You’re online and ready to collaborate.
   • Busy: You’re working but don’t want to be disturbed.
   • Do Not Disturb: Notifications are muted.
   • Be Right Back: You’re temporarily away.
   • Appear Away: You’re not actively using Teams.
   • Offline: You’re not signed in or have set yourself as offline.
3. To set a specific time frame for your status, click on 'Duration' and select the option that best suits your availability.
4. Select 'Done' to apply.

Changing your Work location

1. Click on your 'Account Manager' (profile picture) in the top-right corner of the Teams window.
2. Select the arrow next to 'Set work location' and choose 'Office' or 'Remote'.  Note: your Work location is shared with your Outlook calendar.
3. Select 'Done' to apply.

Setting a Status Message

1. Click on your 'Account Manager' (profile picture) in the top-right corner of the Teams window.
2. Click 'Set status message' and add a note (e.g. 'In a meeting until 3 PM').
3. Choose the options to 'Show when people message me' and 'Clear status message after'.
4. Select 'Done' to apply.

Managing your Notifications in Teams

Customising your notification settings in Teams helps you stay informed without being overwhelmed. 

1. Click on 'Settings and more' (...) located after the search bar.
2. Select 'Settings'.
3. Select 'Notifications and Activity'.
4. Scroll down the page to view and adjust your notifications.  Note: The top option allows you to mute all notifications, useful when you don't want to be disturbed. 

Missed Activity

To set up an email alert for missed activity in Teams, follow these steps:

1. Open 'Teams'.
2. Click on 'Settings and more' (...), located after the search bar.
3. Select 'Settings'.
4. Click on the 'Notification and Activity' link in the left-hand panel.
5. Scroll down to the 'Missed activity emails' section and choose an option from the dropdown menu.

Getting Teams to start Automatically

1. Open 'Teams'.
2. Click on 'Settings and more' (...), located after the search bar.
3. Select 'Settings'.
4. The 'General' tab will be displayed.
5. Select the 'Auto-start Teams' checkbox in the 'System' section at the top of the screen.

Chat Interface

Starting a 1:1 Chat in Teams

Starting a 1:1 chat in Microsoft Teams is a quick and easy way to connect directly with a colleague for private messaging and collaboration.

1. Open Teams.
2. Select 'Chat' from the navigation bar.
3. Select 'New chat' at the top of the panel (a square with a pencil).
4. The 'Chat screen' will display.
5. In the 'To' field, type the email address of the person you wish to chat with.
6. Type your message in the 'Type a message' field. 
7. To display formatting options, click on 'Show formatting options' (A with a pencil).
8. The following icons are also available at the bottom of the message box:

   • Emojis, GIFs, and Stickers: Add personality and expression to your messages using built-in emojis, animated GIFs, and fun stickers.

   • Loop Components: Create live, collaborative content (like checklists, tables, or task lists) directly in a chat or channel message, allowing everyone to edit in real time. More training is being developed on Loop.

   • Actions and Apps: Includes additional functionality such as 'Schedule message' and 'Attach a file'.

9. Select 'Send' (arrow) to post your chat.

Note: 

• Teams chats will be deleted after 90 days.
• If a conversation needs to be retained for reference, consider using email or, once Teams has been fully implemented for collaboration, a Teams channel.

Visit the Modern Work information Site for more details on what tool to use when.  

Replying to a 1:1 Chat

To keep your posts and their associated conversations together and easy to follow, always select ‘Reply’ when responding to an existing post.

1. Open Teams.
2. Select 'Chat' from the navigation bar.
3. The Chat screen will display.
4. Select the chat you wish to reply to.
5. At the bottom of the chat there will be a 'Type a message' box.
6. Type your message. To display formatting options click on 'Show formatting options' (A with a pencil).
7. Select 'Send' (arrow) to post your reply.

Replying to an earlier chat

1. Open Teams.
2. Select 'Chat' from the navigation bar.
3. The Chat screen will display.
4. Hover over the message you want to reply to.
5. A pop-up menu will display, click on 'More options' (...).
6. Select 'Reply'.
7. A 'message box' will display at the bottom of the screen. Type your message. To display formatting options click on 'Show formatting options' (A with a pencil).
8. Select 'Send' (arrow) to post your reply.

Responding to a Chat with an emoji

It is not always necessary to reply to a chat. Instead, you can react with an emoji to indicate you have read the message

1. Open Teams.
2. Select 'Chat' from the navigation bar.
3. The Chat screen will display.
4. Hover over the message you want to reply to.
5. A pop-up menu will display.
6. Click on an 'emoji' to react.

Be aware: 

Writing a response as a new post can get lost in the thread and may confuse other members. If you accidentally create a new post instead of replying, delete it and re-post your message as a reply in the correct place.

Starting a multi-person Chat

Microsoft Teams makes it easy to start a conversation with multiple people at once.

1. Open Teams.
2. Select 'Chat' from the navigation bar.
3. The Chat screen will display.
4. Select 'New chat' at the top of the panel (a square with a pencil).
5. In the 'To' field, type in the email addresses of the people you wish to chat to.
6. Click on 'Add group name' (down arrow) at the end of the 'To' field if you wish to name the chat.
7. Type your message in the 'Type a message' field. 
8. To display formatting options click on 'Show formatting options' (A with a pencil).
9. Select 'Send' (arrow) to post your chat.

Note: 

• Teams chats will be deleted after 90 days.
• If a conversation needs to be retained for reference, consider using email or, once Teams has been fully implemented for collaboration, a Teams channel.

Visit the Modern Work information Site for more details on what tool to use when.

Managing your Chats

The Chat panel in Microsoft Teams helps you manage and organise your conversations efficiently.

Pinning a Chat

Your conversations will appear in the Chat panel, which is divided into two sections:

1. Click on 'Chat' from the navigation bar.
   • Pinned Chats: These remain at the top of your list for easy access until you choose to unpin them.
   • Recent Chats: Displays your most recent conversations in chronological order.
2. To pin a chat, hover over the conversation, right-click, and select 'Pin'.
3. To unpin a chat, hover over it again, right-click, and select 'Unpin'.

Leaving Chats

While you can't leave a one-on-one chat in Teams, you can hide it from view. For group chats, however, you have the option to leave the conversation entirely.

Hiding a 1:1 Chat

1. Click 'More options' (...) next to the chat you wish to hide in the chat panel.
2. Select 'Hide'.
3. The chat will disappear from your list but will reappear if the other person messages you again.

Leaving a group chat

1. Click 'More options' (...) next to the chat you wish to leave in the chat panel.
2. Select 'Leave'.
3. You will no longer receive messages or see the chat in your list.

Find in Chat

If you're trying to locate a specific message in a chat, Microsoft Teams allows you to search within individual conversations. This is especially helpful when you need to quickly find past information or follow up on a previous discussion. 

1. Open Teams.
2. Select 'Chat' from the navigation bar.
3. Open the chat that contains the message you are looking for.
4. Press Ctrl and F keys on your keyboard together.
5. A 'Find in channel' pane will open on the right.
6. Type in a keyword in the 'search field' and press Enter on your keyboard.
7. The results will be displayed.
8. Click on a result to open it.
9. Click on 'Exit search' (X) to close the panel.

Searching across Teams

If you are looking for a message, file, or keyword across all your Teams and chats, the global search bar at the top of the screen makes it easy to find what you need. 

1. Open Microsoft Teams.
2. Click on the Search bar at the top of the screen.
3. Type a keyword, name, or phrase related to what you're looking for.
4. Press 'Enter' on your keyboard.
5. Teams will display a list of results, including messages, files, and people.
6. Click on any result to open it directly in context.

Note: You can also filter your results by selecting the tabs at the top of the results: Messages, People, Files, Group chats, and Teams and channels.

Using emojis to acknowledge a Chat

Using emojis is a quick way to indicate acknowledgement, approval, or appreciation of a chat. The thumbs-up icon is the equivalent of saying 'okay'. 

1. Locate the chat message you want to acknowledge.
2. Hover your cursor over the message, a floating toolbar will appear with several emoji reactions.
3. Click on the emoji you’d like to use to react.
4. To view more emoji options, click 'More reactions' (the smiley face with a plus icon) at the end of the toolbar.

General Chat Etiquette: 

Clear, respectful, and concise communication is essential for productive collaboration in Microsoft Teams. Whether you're sending a quick message or participating in a group chat, following a few simple etiquette guidelines can help ensure your messages are well-received and your intent is understood. The tips below will help you communicate more effectively, maintain professionalism, and foster a positive and inclusive team environment.

• Communicate your message clearly and concisely, long chat messages can be unwieldy and may better suit an alternative method of communication.  
• Send messages in one concise paragraph than over a five-line message. 
• Be professional, mindful of tone and choose words carefully to avoid misunderstandings. 
• Avoid using all caps, as it can be perceived as shouting, and use emojis judiciously. 
• Respect response times and their status (i.e. Do Not Disturb); colleagues may not always be able to respond immediately. Use urgent notifications sparingly. 
• Set your status to reflect your availability (e.g., busy, away) to manage expectations about when you can respond and keep it up-to-date based on your work schedule. 
• Be inclusive in group Chats and where a conversation involves multiple team members, ensure that everyone who needs to be informed or contribute is included. 
• Adding a new person to an existing Chat may mean they will see the history of the Chat (depending on the setting you use when adding someone new) so this should be done with caution.
• Before hitting send, review your message to catch any errors or potential misinterpretations. 
• Use the rule of thumb that says: ‘If you wouldn’t do it in an in-person meeting, don’t do it on Teams’. 
• Use sentiment and reactions appropriately. The thumbs-up button, often thought of as the “like” button, can help you close the loop on conversations faster, with less back-and-forth. Use it to convey “understood,” “okay,” or “will do.” Use the “love,” “laugh,” “wow,” “cry,” or “mad” sentiments more sparingly, depending on your team’s norms. Use reactions and GIFs when appropriate, or if you think it will add value to the conversation. 

Sharing Files in a Chat

Microsoft Teams makes it easy to share files directly within a chat, whether you're collaborating one-on-one or in a group. You can upload documents from your device or link to files stored in the cloud. 

1. Start a chat.
2. Select 'Actions and Apps' (+) which is located at the end of the message field.
3. Select 'Attach File'.
4. Two options will display:
   • Attach cloud file: to share a file from OneDrive or another connected cloud service.
   • Upload from this device: to upload a file directly from your computer.
5. Attach the file you wish to add to the chat.
6. Select 'Send' (arrow) to post your chat.
7. The file will be visible in the chat and also accessible from the 'Shared' tab at the top of the chat window.

Deleting a file from a Chat

While you can delete a chat from your view in Microsoft Teams, any files shared within that chat may still be accessible to others. To fully manage access, especially for sensitive or outdated files, you’ll also need to update sharing permissions in OneDrive. Follow the steps below to remove a chat and restrict file access:

Step 1: Delete the Chat

1. Hover over the chat you want to remove.
2. Click 'More options' (...) and select 'Delete'.

Step 2: Update File permissions in OneDrive

1. The owner of the file will also need to change the access permissions of this file by opening OneDrive.
2. Select 'My files' in OneDrive.
3. Navigate to the 'Microsoft Teams Chat Files' folder.
4. Locate the file you shared in the chat.
5. Click 'More actions' (...) next to the file and select 'Manage access'.
6. Select the 'Links' tab.
7. Select the 'Remove link' (bin icon) next to the file link.
8. A dialog box will appear informing you that the file will no longer be shared.

Step 3: File Management

1. You may also want to move the file out of this folder if it is no longer being used in a chat.
2. Click 'More actions' (...) next to the file and select 'Move to' and choose a new location for the file.

Teams Interface

Opening a Team

You can only open a Microsoft Team if you're a member of it.

1. Open Microsoft Teams through your web browser or desktop application.
2. In the navigation pane select 'Teams'.
3. The Teams screen will appear. Select the 'Team' you wish to open.

Posting in a Teams Channel

To post in a Microsoft Team, you must first be a member of that team. Each team contains channels, which typically represent key workstreams.

As Microsoft Teams is rolled out, you will gain access to the MWP Launch Community team. This includes a Q&A channel where you can post any questions or queries you may have.

1. Open the team you wish to post in.
2. Select the channel where you want to post.
3. Click 'Start a post' (the blue button towards the bottom of the screen).
4. A form will appear.
5. Enter a 'Subject'. Try to keep it concise to make it easier for others to follow.
6. Type your message.
7. At the bottom of the screen are three icons:

   • Emojis, GIFs, and Stickers: Add personality and expression to your messages using built-in emojis, animated GIFs, and fun stickers.

   • Loop Components: Create live, collaborative content (like checklists, tables, or task lists) directly in a chat or channel message, allowing everyone to edit in real time. More training is being developed on this.

   • Actions and Apps: Includes additional functionality such as 'Schedule message' and 'Attach a file'.

8. Select 'Post' to add the Channel.

Note: Only start a new post when you want to discuss a new topic. If the topic already exists, simply reply to the existing thread to keep the conversation organised and easy to follow.

Replying to an existing post in a Teams Channel

To keep your posts and their associated conversations together and easy to follow, always select ‘Reply’ when responding to an existing post. 

1. Open the team.
2. Select the channel you wish to post in.
3. Locate the post you wish to reply to. (Pressing the Control and F keys together provides a way to quickly search in the channel).
4. Select 'Reply 'at the bottom of the post.
5. To display formatting options click on 'Show Formatting options' (A with a pencil).
6. Select 'Send' (arrow) to post your reply.

Using @ to mention colleagues in a post

In Microsoft Teams, a mention is a way to get someone's attention in a channel, or chat.

1. When posting, type in '@' followed by the persons name. The person they will then get a notification and the message will be highlighted for them.
2.  Use '@TeamName' or '@ChannelName' to notify everyone in that team or channel. Great for announcements or updates that everyone should see.

Note: More information on using @ is in the Hints and Tips section at the bottom of this article.

Scheduling a Post

Microsoft Teams allows you to schedule messages to be posted at a specific date and time, which is especially useful for planning communications in advance or sharing updates at the most appropriate moment.

1. Open the team you want to schedule a post in.
2. Select the channel you wish to post in.
3. Create your post.
4. Click on 'Actions and apps' (+), located next to the 'Send' button and select 'Schedule message'.
5. A popup form will display, allowing you to choose the date and time you want the message to be posted.
6. Click 'Continue' to confirm your scheduling preferences.
7. A message will appear on the post showing the date and time that the post will be sent.
8. To cancel the scheduled send, select the 'dropdown arrow'  next to scheduled time information and select 'Cancel Scheduled Time'.

List View and Pinning Channels

Microsoft Teams offers two layout options for viewing your teams: Grid view and List view.

List view displays your teams and their channels in a vertical, collapsible list, making it easier to navigate and manage multiple teams, especially if you’re involved in several projects.

One useful feature in List view is the ability to pin your favourite channels to the top of the list for quick and easy access.

Note: This feature is only available if you view your Teams in List view.

Switching to List View

1. Open Teams.
2. Select 'Settings and more' (...) next to the search bar.
3. Select 'Settings'.
4. Select 'Appearance' from the left-hand menu.
5. Scroll down to the 'Layout' section and select the checkbox next to 'List'.

Pinning and Unpinning a Channel

1. To pin a channel select the 'More options' (...) after the channel name and select 'Pin'.
2. The channel will display at the top of the list.
3. To unpin, select 'More options' (...) after the channel name and select 'Unpin'.

Hiding Channels

In Microsoft Teams, you can hide channels that are not relevant to you so you can  keep your workspace organised. Hidden channels remain accessible and can be made visible again at any time.

1. Open Teams.
2. Select 'Teams' in the navigation pane.
3. Click on the Team you wish to open.
4. Select 'More options' (...) after the channel name and select 'Hide'.
5. The channel will now be accessible from the 'Hidden Channels' section, located below your list of channels.
6. To unhide a channel, select 'More options' (...) after the channel name and select 'Show'.

Using emojis to acknowledge a Post

Using emojis is a quick way to indicate acknowledgement, approval, or appreciation of a post. The thumbs-up icon is the equivalent of saying 'okay'. 

1. Locate the post you want to acknowledge.
2. Hover your cursor over the message, a floating toolbar will appear with several emoji reactions.
3. Click on the emoji you’d like to use to react.
4. To view more emoji options, click 'More reactions' (the smiley face with a plus icon) at the end of the toolbar.

Sharing files in a Teams Channel

Sharing files in a Teams channel is a great way to collaborate and ensure everyone has access to the latest documents. You can attach files from your device, OneDrive, or directly from the team’s existing folders.

1. Open the team and select the channel where you want to post.
2. Create a post.
3. Select 'Actions and apps' (+) at the bottom-right of the message box.
4. Select 'Attach file'.
5. A pop-up menu will display with the following options:
   • Recent files: Quickly select from files you’ve recently worked on by clicking the file name.
   • Attach cloud files: Opens your OneDrive. Use the navigation pane to select 'My files' to display all your files and folders. Click a file to attach it.
   • Browse Teams and Channels: This view allows you to browse the documents already stored in the team. Click on a file to add to the channel.
   • Upload from this device: This allows you to upload a file from your device to the channel.

6. Click 'Post' to share your message and attached file.

Notes:

• Files uploaded to a channel will appear in the 'Files' tab at the top of the screen.
• Uploaded files are accessible to all team members by default, with edit permissions. You can change this by selecting 'More actions' (...) next to the file in the 'Files' tab and choosing 'Manage access'.
• If a post with an attached file is deleted, the file remains in the Files tab. The file owner can delete it by selecting 'More actions' (...) and choosing Delete.
• Links to cloud files are not displayed in the 'Files' tab.

Tip

Create a clear folder structure within the Files tab and upload documents directly into the appropriate folders. When referencing a file in a post, use Attach file > Browse Teams and Channels to link to the file. This keeps your file area organised and ensures easy access for all team members.

Starting a Teams Call from a Chat

If you are in chat with someone, it is easy to start an audio or video call with them.

1. Click on the drop-down arrow next to the 'Camera' icon (top right).
2. A drop-down menu will display which will allow you to select an 'Audio' or 'Video call'.
3. Select the option you require. The call will start.
4. The recipient's device will ring, notifying them of the call along with a notification on their screen inviting them to Join.

Scheduling a Teams Meeting

You can schedule Teams meetings from either your Outlook or Teams calendar. The meeting will display in both.

1. Open Teams.
2. Select the 'Calendar' Icon.
3. Navigate to the day you wish to have the meeting.
4. Double-click in the calendar at the approximate time of the meeting.
5. A 'New Event' form will display.  This form consists of the following areas:

• Event / Scheduling Ribbons
• Toolbar
• Meeting details
• Your calendar will display on the side panel

Completing Meeting Details

1. Select the 'Calendar' you wish to schedule this meeting in.
2. Add a 'Charm' which is a decorative icon that will appear in the meeting invite (optional).
3. Type in a 'title for the meeting'.
4. Toggle the 'Teams meeting' button on.
5. Type in emails in the 'Attendees field'.
6. Adjust the time and date as required.
7. Select 'Make recurring' if you wish the meeting to repeat.
8. Toggle the 'All day' button if appropriate.
9. Add a room or location.
10.  Toggle the 'In-Person event' button if appropriate.
11.  Add a 'Message' (optional).

Toolbar Settings

1. Meeting Options: This will display the options you can set for this meeting. See 'Meeting Options' in this article or more information.
2. Request responses: You can select or deselect 'Request responses', 'Allow forwarding' and 'Hide attendee list'.
3. Busy: Allows you to specify how the time will display in your calendar. You can select from, 'Free', 'Working elsewhere', 'Tentative, Busy' and 'Out of Office'.
4. Notifications: Allow you to set up notifications for this meeting.
5. Categorise: Allows you to apply a category to this meeting (the categories are brought over from Outlook).
6. Private: All details of this meeting will be marked 'Private' in your calendar.

Scheduling Assistant

The Scheduling Assistant in Outlook is a powerful tool designed to help you find the best time for meetings by checking the availability of all attendees.

1. When creating an event select the 'Scheduling Assistant' tab.
2. The 'Scheduling Assistant' will display a grid showing the availability of all attendees. 
3. Adjust the meeting time by dragging the vertical bars to a slot where all attendees are available. 
4. Click on the 'Event Ribbon' to return to the meeting details.

Send

1. Click on 'Send' to create the meeting.

Team Meeting Options

 When creating meetings in Outlook, the creator has the option to make the meeting a Microsoft Teams meeting. The following options are available for Teams meetings:

1. Open the meeting in your Outlook calendar.
2. Scroll down and open the link 'For organisers: Meet options'.
3. A new tab will open where you can select your preferred meeting options. Note: some options may be locked by admin.

Meeting Access

Roles

Production Tools

Participation

Recording and Transcription

Copilot and other AI

Accessibility

Information taken from Microsoft support

Joining and Running a Teams Meeting

Microsoft Teams makes it easy to join and run meetings, whether you're a participant or the organiser. From setting up your audio and video to managing meeting settings and features, Teams provides a range of tools to help you run meetings smoothly and professionally.

Joining a Meeting

1. Click the 'Join' button from your Teams calendar or a meeting notification.
2. The pre-join screen will appear, where you can:
   • Test your microphone and speakers.
   • Choose or blur your background.
3. Click 'Join now' to enter the meeting.

Meeting Controls for Organisers

1. As the meeting organiser, you have some options available from 'More actions menu' (...) located on the toolbar at the top of the window:
   • Record and transcribe: Allows you to start 'recording' and 'transcribing' the meeting. You should always obtain permission from the group before starting to record a meeting.
   • Meeting info: Displays details of the meeting and also an invite link you can copy.
   • Language and Speech: Allows you to 'Show live captions'.
   • Settings: Gives you access to 'Meeting options' and 'Accessibility options'.

Ending the Meeting

1. To end the meeting, click on the 'Leave button'.
2. If you are the meeting organiser, you can end the meeting for everyone by clicking the dropdown arrow next to the 'Leave' button and selecting 'End meeting'.

Meeting Chat

In Microsoft Teams, every scheduled or ongoing meeting automatically generates a dedicated chat thread. These meeting chats allow participants to share messages, links, and files before, during, and after the meeting.

The meeting organiser can control chat availability by setting it to On, Off, or In-meeting only.

Before the Meeting: You can open the meeting from your calendar and start chatting by selecting the 'Chat tab' in the toolbar.
During the Meeting: The chat appears in the 'Chat Window' (click on the Chat icon to display).
After the Meeting: The chat remains accessible in your 'Chat' area in Teams.
 

General meeting Etiquette 

To ensure productive, respectful, and smooth-running meetings, it's important that all participants follow a set of basic etiquette guidelines. These practices help create a professional environment, minimise distractions, and ensure everyone has the opportunity to contribute effectively.

• Always use a headset during meetings for a better audio experience for other people on the call. 
• Check headset and speakers are switched on and working before the call if possible.  
• Try to find a quiet space to join the meeting. 
• When using video, use the background blur function or upload a corporate background to minimise distractions. 
• If you experience performance issues, you can choose to turn off your video feed, which should improve the quality of the call. 
• Always turn your camera on to show you are present and engaged. 
• Members should be informed when a meeting recording starts, and recording should be ended when formal meeting content ends.  
• Use the meeting chat function to comment or ask questions during the meeting. 
• Use the raise hand function to ask a question during the meeting without interrupting.  
• Mute your microphone when you are not speaking to avoid background noise. 
• Use the reactions and emoji's during the meeting to give praise or show approval. 
• Share a desktop or a file to talk through with colleagues on a call or use PowerPoint live to present to your colleagues. 
• Reply to meeting invite to indicate if you can / cannot attend. 

Be aware: 

• Always obtain permission from the group before starting to record a meeting. 
• Background noise or movement can be distracting.

Teams/slash command

The Teams/slash command is a  powerful feature that makes using some of the basic Teams commands much quicker and easier. You simply type a '/' into  the main search bar in Teams or in the chat box on a chat or channel, then either pick from the resulting list or start typing a known command:

Its easy to incorporate /slash commands into day to day use. The following is a list of the most useful commands but there are many more!

• /brb: Set your status to be right back. 
• /call: Call someone. 
• /chat: Send a quick message to a person. 
• /goto: Go right to a chat or channel (ctrl G).
• /meetnow: Start or join a quick meeting. 
• /loop: Add a loop paragraph. 
• /offline: Set your status to appear offline. 
• /settings: Open settings.

@ Mentions

@mentions are a great way to grab someone's attention in a busy channel or chat.

Remember; colleagues will be receiving communications and notifications from a variety of places so if you don't @mention them they may miss the message entirely!

More about @ Mentions

• @mention an individual, channel, team or '@all' to draw attention to a post, equivalent to adding in ‘To’ or ‘CC’ field of an email.
• When you @mention an individual, Channel or Team those members will be sent a notification of the post to draw their attention to your post or response.
• You can also set up @Tags in with the Team membership settings to create your own groups for @tags notifications. This allows you to notify specific groups of people within a team without alerting everyone. Eg:, a tag for 'Project Leads' used to notify only the project leaders, rather than the entire team. 

 
How to use @mentions effectively and politely:

1. Be Specific: Use @mentions to direct your message to the right person. For example, '@JennaFuller, can you share the latest report?' This helps keep the conversation clear and focused.
2. Don't Overuse for Groups: Avoid frequently tagging everyone (@team or @channel) for non-urgent matters. Reserve these for important updates to prevent notification fatigue.
3. Be Respectful: @mentions can be disruptive for example outside of regular working hours; use them thoughtfully.
4. Follow Up: If you mention someone, make sure to follow up if they don't respond. They might have missed the notification.

Schedule Messages in Teams

Microsoft Teams now has the ability to schedule messages in a channel. This feature has been available in Teams chat for some time allowing you to plan and send messages at a specific time and its now available in the Channels experience too!

There are some key considerations in scheduling messages:

• Be mindful of time zones: Ensure your scheduled messages are considerate of team members in different time zones.
• Avoid over-scheduling: Don't flood the channel with too many scheduled messages; keep it balanced.
• Follow up: Check in on your scheduled messages to see if they were received and acted upon.
• Remember to activate your scheduled message: click post or send (see below) as the final action or your message wont be sent! Its easily missed 

Channel Message Scheduling

Scheduled messages can be sent to an entire channel, making them ideal for team-wide announcements or updates. These messages appear in the channel feed, ensuring all members see them. This feature is perfect for planning team communications like project updates, reminders, or announcements.

1. Compose your message in the channel.
2. Click 'Actions and apps' (+) next to the emoji and loop icons (note this is on the left of the message box in channels) and select 'Schedule message'.
3. Choose the date and time for the message to be posted.
4. Click 'Continue' and remember to click 'post' or the message will not be scheduled!

Chat Message Scheduling

Scheduled messages can be sent to individual or group chats, appearing only to participants. This feature allows you to send messages at convenient times for recipients, respecting their working hours and time zones.

1. Compose your message in the chat.
2. Click 'Actions and apps' (+) next to the emoji and loop icons (note this is on the right of the message box in chat)  and select 'Schedule message'.
3. Choose the date and time for the message to be sent.
4. Click 'Continue' and remember to click on 'Send' to schedule the message.

Quick way to add a hyperlink to a Teams message

Creating a clickable hyperlink in Microsoft Teams is a simple way to keep your messages tidy and professional. Instead of pasting long URLs, you can link them to specific text in just a few steps.

1. Highlight the URL you wish to use, right-click and select 'Copy'.
2. Highlight the text in the message you wish to turn into a hyperlink, right click and select 'Paste'.

Note: This method also works in Outlook.