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How to Use Microsoft Teams, A Complete Guide: Collaborate Effectively

Table of Contents

Microsoft teams, simplified

Using Microsoft Teams: A Complete Guide

Whether you are looking for the latest version or previous versions of Microsoft Teams, it is all here. Tutorials, guides, and even self-paced courses Microsoft Teams. 

MISSION-DRIVEN

We Are Committed to Making Teams simple.

Microsoft Teams is one of the collaboration tools used in today’s workplace. Knowing the ins and outs will give you the upper edge in the workplace. 

What makes kaceli TechTraining Different

1

Concept-Based

All instruction is concept-based. You will be able to apply what you learn later in other versions of the application.

2

Free

Most of the resources here are free including full tutorials.

3

Effective

All instruction is designed for the absolute beginner. You can apply what you learn right away in the workplace.

Microsoft Teams for Work or School Complete Tutorial

This is the complete tutorial for using Microsoft Teams for work or school. If you are looking for the Teams complete guide, please navigate further below.

Microsoft Teams for Students and Teachers, or Employees

Microsoft Teams Complete Guide

The following is a complete guide to using Microsoft Teams. It includes step-by-step directions accompanied by video instructions.

1. Key Modules in Teams Platform

Microsoft Teams is a collaboration platform integrates the following major components: 

  1. Teams
  2. Chat
  3. Calendar/Meetings
  4. Files
  5. Activity
  6. Apps

Overview of Teams Modules

2. Signing in to Teams

  1. Click on Teams on the Taskbar or search for Teams.  
  2. Login to Teams (already installed) with your personal account for personal use. 
  3. To download teams for work or school, go to https://www.microsoft.com/en-us/microsoft-teams/download-app and then sign in. 

How to Sign in to Teams

3. Teams Application Interface

On the left panel: 

  • The Activity module lists the log of various components. 
  • Teams module is where you create and manage teams. 
  • Calendar module is how you manage meetings. 
  • Files aggregates files from OneDrive or other cloud storage platforms. 
  • Apps extends the functionality of teams. 

On the top bar: 

  • The search module performs various searches. Use / to see the options. 
  • The Settings on the top  right is where you can change the application settings along with the account settings. 

The center panel: 

  • The options derived from the modules on the left will show up on the center panel. 

How to Use Teams

4. Creating Teams, Collaborating

Teams is the core module for collaborating in Microsoft Teams. To create a team, do the following: 

  1. Click on Teams module on the left. 
  2. Click Create a team
  3.  Select the type of team (e.g. class, staff, other)
  4. Enter the team name, description, and privacy level and click Next. 
  5. Add Team members by typing their name or email address. 
  6. Specify permissions for team members and press Close. 

Starting a Conversation with the Team Members

  1. Click Start Conversation
  2. Type the content of the conversation. Press Enter to send it. To format the conversation, use the tools below the conversation area. To mention someone in the conversation, use the @symbol in front of their name. 

Team Virtual Meetings

  1. To start a team meeting, click on the team
  2. Click on Meet on the top right. 
  3. To schedule a meeting, click on the dropdown next to Meet. 

Also note the tab on the top: General, Files, and the + sign to add apps. 

How to Create Teams in Microsoft Teams

5. Managing Team Permissions

To manage the team permissions in Microsoft Teams, do the following: 

  1. Select the team from the Teams module. 
  2. Click on the (more settings) option on the top right of the name. 
  3. Select Manage team. 
  4. Add new members by selecting Add member on the right. 
  5. Change member permissions by clicking on the dropdown next on the Role column. 
  6. Click on Pending requests to approve new membership requests. 
  7. Click on Channels to add or manage Channels. 
  8. Click on Settings tab to manage the team picture, member permissions, guest permissions, mentions, tags and apps. 
  9. Click on Analytics to preview engagement. 
  10. Click on Apps tab to manage the applications available to the team. 

How to Manage Teams and Team Permissions

6. Creating, Managing Channels

Channels are virtual collaboration spaces within a team related to a particular area or topic. You can limit team members and apps to a channel. To add a channel: 

  1. Right click on the Team settings (… 3 dots next to team name) and select Add channel. 
  2. Provide a channel name, description, and the privacy level and press Create. 
  3. Search for the members you want to add to the channel (if you selected membership). 
  4. Click on New conversation to start a conversation within the channel for these specific members. 
  5. Note the tools on the top such as posts, and files. 

Managing a Channel in Teams

  1. Navigate to the team
  2. Click on the channel
  3. Right click on the channel or click on the settings icon next to the name (… more settings option) and select from one of the options. 

How to Create and Manage Channels in Teams

7. Team Video Meetings

Microsoft Teams video conferencing is available at any level. It is available within teams, channels, personal chat conversations or group conversations. It is also available as part of meetings or the Calendar module. Once can start an instant video call or schedule one in the future for the team. To use video calls: 

  1. Go to your team, channel, or chat and navigate to the Meet button on the top right. 
  2. Follow the prompts for managing or recording your Teams meeting. 

How to Make Video Calls in Teams

8. Schedule Meetings in Teams

When using the Teams module, you can also schedule meetings for your team using these directions:  

  1. Go to your team, channel, and click on the dropdown option next to Meet. 
  2. Select Schedule Meeting option.
  3. Enter a meeting title, add the attendees, dates, and other details. 
  4. Click on the Scheduling Assistant option to manage availability. 
  5. Press Send

How to Schedule Meetings in Teams

9. Record Meetings in Teams

When using the Teams module, you can also use the live meeting option and record the meeting:  

  1. Go to your team, channel, and click on Meet now or you can use the same process for a scheduled meeting. 
  2. Click on Join Now and enable the camera and microphone as needed. 
  3. Once in Teams meeting, click on More and then select Start Recording. 
  4. To stop recording, click on More and select Stop recording
  5. When ready, click Leave (top right) or End Meeting from the drop-down option next to Leave. 

Accessing Meeting Recordings in Microsoft Teams: 

  1. To access the recording, click on the Posts area in the General tab and take note of the recording link.
  2. Alternatively, click on the Files area for the team or channel and locate the recording. Double click to view it. 

How to Record Meetings in Teams

10. Post Announcements in Teams

instead of just conversations, which can be buried away, you can post announcements instead. These will stand out to your team, and you can format them to include pictures, headlines etc. so that they stand out. 

  1. Click on your team or channel
  2. Go to an existing conversation or click on New conversation
  3. Start typing the content for your announcement. 
  4. Click on the format tools below the conversation area (do not send it yet). 
  5. Click on the drop down next to “new conversation” and select “Announcement“. 
  6. Type the headline, add an image etc. and then who can reply and what channels to post it to. 
  7. Press Send when ready. 

How to Post Announcements in Teams

11. Save Conversations

There are times where you want to save conversations or announcements so that you can track them later. Here is how you save conversations or announcements in Teams.  

  1. Click on settings (… on the top right of the message or announcement).
  2. Select Save this message. 

To view saved messages or conversations in Teams: 

  1. Click on your profile picture (top right of the application). 
  2. Click on Saved

How to Save Conversations in Teams

12. Using Chat in Teams

One can use Teams Chat for individual or group conversations. You can then pin these chats for easier access. 

  Individual Conversations in Teams Chat

  1. Click on Chat
  2. Click on New Chat on the second vertical panel top right area. 
  3. Search for the individual on the top panel. 
  4. Start typing your message on the right panel and press Send. 
  5. Note you can pin a chat by right clicking on the individual conversation and selecting Pin. In this way, the chat will always appear at the top of the list. 

To use Teams Chat with groups of individuals:  

  1. Click on Chat module on the left in Teams. 
  2. Click on New Chat on the second vertical panel top right area. 
  3. Search and enter the names of individuals or existing groups. 
  4. Start typing your message on the right panel and press Send. 

How to Use Teams for Individual Conversations

How to Use Teams for Group Conversations

13. Screen Sharing, Video and Audio Calls

Screen sharing, video and audio calls can be used in any context in Teams such as individual or group conversations in the Chat module and/or in the Teams or Meetings, Calendar modules. 

  1. Click on the appropriate module, e.g. Chat, Teams, Calendar
  2. Click on Meet now on the top right. 
  3. Join the meeting
  4. To share the screen, click on the Share button and then select the following:
    • The presenter mode
    • Background
    • Screen or window you want to share or use the Whiteboard option. 
  5. Once you are done, press Stop Sharing. 

How to Start Meetings and Share the Screen

15. Join Meetings in Teams

When invited to a Teams meeting, you will receive an email request that includes options to confirm the meeting invite and/or the Teams meeting ID. To confirm the meeting, simply use the options from the email. To join a meeting using an ID manually, do the following:  

  1. Click on Calendar module. 
  2. Click on Join with an ID
  3. Enter the meeting ID

How to Schedule Meetings in Teams

17. Class Meetings in Teams

If you want to control cameras, chat, and lobby access i.e. meeting access to a Teams meeting, consider using the Class type of meeting:  

  1. Click on Calendar module
  2. Click on the dropdown next to New Meeting and select Class.
  3. Enter the meeting details and on the right panel of the meeting details select the settings for bypassing the lobby, mic and camera settings, recording options, etc. 

How to Schedule Class Meetings in Teams

18. The Calls Module

Teams integrates audio and video calls as part of the Teams platform. To make a video or audio call, do the following:  

  1. Click on Calls module
  2. Search for a contact
  3. Click on Audio or Video call on the top right. 

How to Make Video or Audio Calls in Teams

19. Files and Cloud Storage in Teams

Teams integrates OneDrive and cloud platforms as part of the Teams platform. You can make files available to individuals or teams that you collaborate with. Files is a separate module of the main application, and subcomponents such as Teams or Channels modules.  

  1. Click on Files module
  2. Add files from OneDrive or your PC
  3. Integrate third party cloud platforms such as Google Drive, Dropbox, etc. 

Note: The Files module within Teams, Channels or Conversations aggregates all the files referenced in the conversations as part of your collaboration. 

How to Use Files Module in Teams

20. Apps in Teams

Apps can extend the functionality of Teams. You can add apps to particular teams, channels or conversations.  

  1. Click on Apps
  2. Select the app you want to add and click install. You can also specify the channel(s) where the app should be available. 

How to Use Files Module in Teams

21. Activity Module in Teams

The Activity module in Teams gives you a feed of conversations, missed calls etc that you can filter or customize. By clicking on the configuration icon, you can further customize notifications etc. 

  1. Click on Activity
  2. View the feed of recent activity
  3. Filter items by unread vs. read, or other options such as Mentions, replies, reactions, etc. 
  4. Click on the configuration icon on the right of the Feed panel, to configure notifications. 
  5. Click on the dropdown for Feed and select “My Activity” to view only your activity. 

How to Use the Activity Module in Teams

22. Calls and Integrated Phone Systems

Many companies now integrate phone systems as part of the Teams platform. 

  1. Click on Calls
  2. Search for the contact
  3. Dial their number for audio calls and/or use the video conferencing tools. 

How to Listen to Voicemails in Teams

24. Record Voicemail Greeting in Teams

Many companies now integrate phone systems as part of the Teams platform. To change or record the voicemail greeting: 

  1. Click on Settings on the top right next to your profile picture. 
  2. Select Calls on the left of settings 
  3. Click on Configure Voicemail option and follow the prompts.

How to Record the Voicemail Greeting in Teams

25. Change Teams Settings

To customize Microsoft Teams settings and notifications, do the following: 

  1. Click on Settings on the top right next to your profile picture. 
  2. Navigate through the various options and make the appropriate changes. 

How to Record the Voicemail Greeting in Teams

26. Locate Teams Personal Meeting Room

Like Zoom personal room meeting ID, Teams has this option too, but it is buried away. Here is how you can locate your meeting room and start meetings any time like Zoom: 

https://teams.microsoft.com/l/call/0/0?users=YourTeamsEmailAddress

Replace ‘YourTeamsEmailAddress’ with your Teams email and it should work. Note the letter after microsoft.com/ is the letter L (lower case). 

How to Record the Voicemail Greeting in Teams

Conclusion

In conclusion, Microsoft Teams is a powerful collaboration tool in today’s business environment and is worth giving it a closer look. It integrates existing Microsoft 365 applications such as Word, Excel, PowerPoint, Outlook, OneDrive while adding new collaboration tools such as chat, video conferencing, meeting and event scheduling, phone system integration, and more. And if that is not enough, you can add additional productivity or project management applications and make them available to your team as necessary. 

Learning how to use it effectively not only simplifies your workflow but also gives you opportunities to advance in your career.