As a result of the pandemic of COVID-19, many companies are now forced to use virtual communication tools like Microsoft Teams to collaborate effectively. But how do you get started?
After all, while it is a useful tool, it can also be perplexing!
Here you will find a step-by-step guide on how to use Microsoft Teams for your video conferencing and communication needs to help you get started quickly. We’ll highlight the key features and go over the main tools to help you get the most out of Microsoft Teams.
How to use Microsoft Teams and not die in the intent
Whether you’re a small business or a multinational corporation, these steps will walk you through a small-scale Teams rollout, which may be all you need to quickly implement Teams as your first Microsoft 365 workload to support remote workers.
Here are the Teams workloads, in the order we recommend they be implemented:
Create a Team
As an administrator, you can use the Teams client or the Microsoft Teams admin center to create and manage teams and channels. Click Teams on the left side of the menu, then at the bottom of the teams list, click Join or create a team, and finally click Create a new team.
After you’ve formed the team, invite others to join it. Individual users, groups, and even entire contact groups can be added (formerly known as “distribution lists”).
Create a channel in the Team
Find the team you created and then click More options… > Add channel. In the Channels tab, you can also click Manage team and add a channel.
Give the channel a descriptive name to help users understand what the channel is about.
As a team owner, you can automatically favorite channels for the entire team, making them more visible to everyone. You can also add tools like OneNote, links to webpages, and other content to the channel by pinning tabs to make it easier for users to find what they need and share their thoughts.
Here’s an example of the “How do I” channel in the “Get to know Teams” team, with pinned tabs linking to Teams webpages – Teams video training, Teams help center, and Teams download links.
Microsoft Teams chat functions
Microsoft Teams users can add more tabs to each channel. You can add apps that you frequently use or files that you require right now to each tab. You can also move the tabs by dragging them along the bar at the same time.
Unfortunately, there is no way to remove or hide the Posts tab from your Microsoft Teams channel. This is also true for the Files tab. The default tabs were designed by Microsoft and cannot be changed by users. You can still remove the other tabs you created.
So, how do you manage your Teams channel’s Posts tab? You can change the permissions so that members cannot post messages, avoiding lengthy conversations in the Posts tab. You can restrict message posting to only owners.
Use the Files tab in a channel to find, organize, and share files.
Choose a file, then Show actions (…) > Pin to top to pin it to the top of the files list. When you choose Upload to add a file or folder to the channel, a copy is added to your Files tab. There is no need to upload a new version because any teammate can open the file or folder you added.
The Wiki tab is a smart-text editor that also functions as a communication tool, allowing you to draft, edit, and chat all in one place.
To create a completely new Wiki tab, click the Add a tab Add button next to the channel’s other tab names. Wiki can be found in the tab gallery. Begin by naming the tab and writing.
A Wiki tab includes standard formatting options like bold, italic, and underlined text, highlighting, headers, and lists.
Every document in your Wiki tab is referred to as a page, and each page is divided into sections. To begin, give your page a title and then begin writing sections. To add a new section, simply hover over the left side of the page and select Add a new section here.
A table of contents will appear on the left side of your screen. This allows you to quickly navigate between pages or even organize them.
Add apps using the + sign
You can go to Apps on the left side of Teams and search different categories to see an overview of everything available for you to add. You can also add apps directly from the context you’re working in, whether it’s a chat, channel, or meeting.
Select Apps on the left side of Teams and search for your favorite app or browse the app categories to find new ones.
When you select an app, a description screen will appear. Take a look through the sections (e.g., Tabs, Messages, Personal app.) This section describes the app’s capabilities and where it will appear in Teams, ready for you to use or configure.
Select Add to add the app. This step is the same in every location where you can add an app, but the add button may have a dropdown with a few options for where you can add the app.
Add an app to a chat or channel tab
You can add apps to tabs to share content and collaborate.
Select Add a tab + from the channel, group chat, or one-on-one conversation of your choice.
Choose the app you want from the list. In some cases, you may continue by adding a specific file to the tab.
Add an app to a meeting
Apps can be added before or during meetings by meeting organizers and presenters.
To add an app before a meeting, send the meeting invitation first, then open the meeting. Choose an app and click the Add +.
To add an app during a meeting, select More actions, More options after the meeting begins > Add an app +.
Add an app from the messaging area
Some apps allow you to insert app content directly into Teams messages. To add one, click the Messaging extensions More options button beneath the message box and select an app.
You can also add bot-capable apps from the messaging area. When you chat with bots one-on-one or in channels, they provide answers, updates, and assistance. To add a bot, type @ in the message box and then select Get bots.
Add app notifications to a channel
A Connector app capability inserts app notifications into a channel.
To add one, go to the channel you want, click More options > Connectors, and then select an app.
You’ll be prompted to Configure notifications for any apps that have already been added to your team or to Add a new app.
Teams is the cornerstone of Microsoft’s office 365 suite that brings all the communication together. Microsoft Teams allows all employees to communicate with each other using chat, video calling, and content creation.
Microsoft Teams has a lot of features and capabilities. If you are a first time user of Teams then it is likely that you feel overwhelmed. This is where this article comes in.
Microsoft Teams may be the most important part of your new Microsoft setup. Before you get started with Teams it is a good idea to create multiple Teams. This will allow you to start exploring features and communicating with people.
Whether you have a teleconference on your computer, a mobile device or the connection with your booth, you can hand in your design, reports, video and questionnaire anytime and anywhere! But we know it is not easy to get started with Teams.
Are you interested? You can always contact EmpowerIT to learn the Microsoft Teams best practices.
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