Microsoft Teams

Overview:

Microsoft Teams is a chat-based collaboration platform complete with document sharing, online meetings, and many more useful features for communication.

Teams and channels. Teams are made up of channels, which are conversation boards between different groups of teammates.
Chat function. The basic chat function can take place between teams, groups, and individuals.
Document storage Every team will contain a document library folder and all files shared across conversations will save to this folder.
Online video calling and screen sharing. Make video calls within your network or to outside clients and use desktop sharing for technical assistance and real-time collaboration.
Online meetings. Online meetings can include anyone outside or inside our network. Includes a scheduling aid, a note-taking app, file uploading, and in-meeting chat messaging.
Audio conferencing. With audio conferencing, anyone can join an online meeting via phone.

You can use the Teams app already installed on your computer, or log into Office365 from Employee Quick Links and use the Web Version.

Download the Teams app from your app store. Most of the functionality below is available on your mobile device. Edit your Teams notification on your phone by:

Log into Teams
Go to Settings>Notifications and check 'Only when inactive on desktop/web'. More on notifications

Teams and channels.See More

Teams are groups of people that want to collaborate.
Channels are conversations, each dedicated to a different topic, that the Team builds over time.

This is the DFR Team. You can see they have several channels/chats created. Each of these channels can have a file share, a OneNote notebook and more

Chat functionSee More

Chats are threaded conversations. Each Team has a chat; you can also chat with any user(s) in our network.

Chatting within a Team:

Chats in a Team will reach all members of the team.
You can tag a specific member by using the @ symbol before their name so they get a notification.
Use the tools in the conversation window to Format text or attach a file from your computer, OneDrive or Teams channels.
Emojis, GIFs and stickers can make the chat fun for everyone.

Chatting with an individual or group:

Use the Chat Icon on the left to start a new individual or group chat. This won't be based on a Team, you'll manage these chat groups yourself.
Click on the compose icon to start a new chat
You'll see the To: field open up. Start typing the names you want to create the chat group.
At the bottom you can type your message and send .
If any recipient has their out of office on you'll see this message

You can adjust the members of the group at any time. At the top right click on the Group Icon to see participants. Click Add people at the bottom.
When you participate in a chat you'll find it under your Recent list. Highlight a chat and you'll see 3 dots that will open up more options:
- Pop out will open the chat in a new window so you can keep it open and still move around in Teams
- Pin will put that conversation in the Pinned area, creating a shortcut for often used chat groups
- Mute will stop notifications for that chat
- Hide will remove the chat from the Recent List
- Leave will remove yourself from that chat

Team Document storageSee More

Each Team Channel has a File App, and each member of the Team can share files with the team.

Below you can see that the SiteImprove Team has shared some files.
Use the upload button in the menu at the top to add files
Hover over a file to see the 3 dots and more options. Most of the same functionality is also available in the menu at the top.
You can also Add cloud storage, which allows you to put a linked folder to your Google Drive in the list of files.

Online video calling and screen sharingSee More

Online video calling allows users to meet virtually, either one-on-one or in a group setting.
Screen Sharing allows both the host and attenees to share what is on their desktop with other users remotely.

Video Calling

From chat choose the user or group that you want to video call. Use the Video icon at the top right to initiate a video call.
Once users have accepted your call you'll see a toolbar at the top and the partipant avatars at the bottom right.
Icons from left to right:
- Participants shows a list of everyone who is currently in the meeting. This also allows you to add users to your meeting and see who may have raised their hand and mute users. You can also invite another user in this panel.
- Chat shows the threaded text chat for the meeting
- Video Icon allows the user to show or hide their webcam video.
- Microphone allows the user to turn their micropone on or off in the meeting.
- Share Screen (Monitor with up arrow) allows you to share your screen with other participants.
- The three dots show more icons:
  - Device Settings allows you to review and adjust your video source, audio source, etc.
  - Dial Pad allows you to dial numbers when necessary for entering conference rooms, etc.
  - Hold puts meeting on hold. Users will get a notification and all audio, video and screen sharing stops. Resume button will appear when hold is activated.
  - Transfer: If you’re on a one-on-one call, you can transfer your end of the call to someone else in your organization. Transfer will immediatly transfer the call to the user you choose.
  - Consult then transfer: Also available for a one-on-one call. This lets you check in with someone via chat before transferring a call to them.
  - Apply background effects allows you to add a blur or a virtual background to your video on the meeting. You can select from the options listed.
  - Turn on live captions
  - Start recording allows you to start and stop recording of the meeting.
  - Turn off incoming video will force all participants to enter the meeting with their video turned off.

Screen Sharing

Use the icon that looks like a monitor with an up arrow to begin a screen share. Any user in the video call can share their screen, if the originator of the call has not limited permissions.
You will need to choose the Desktop, Window, Powerpoint or file (via Browse) that you want to present.
- If you choose a desktop it will show the entire content of your desktop
- Window shows a specific active application you have open, i.e. your Outlook window, or your Chrome browser window.
- Choose from an open PowerPoint to display it
- Browse wil open a browse dialogue so you can open other files.
- You can also choose to Include the computer sound to your presentation if you need to share audio.
Once you've shared your screen you will some additional choices

Give Control allows you to choose a user so that the user can control your mouse.
Include System Audio allows you to present your computer sound
Stop Presenting ends the screen share.

Online meetingsSee More

Teams meetings takes the place of Microsoft's Skype.
You can schedule a Teams meeting from Outlook or from the Teams App

Scheduling the Teams Meeting

In Outlook choose New Items, then Teams Meeting, fill out the meeting information as you would any other meeting. It will be added to your calendar in Outlook and Teams.

You can also add the meeting in Teams using the +New meeting button. You can also start an immediate meeting useing the Meet Now button. The Scheduling Assistant feeds from outlook and is helpful to determine when your attendees are available.

When it is time for your meeting you can use the link in the meeting text from either calendar or the Join button on the event in Teams. You should also receive a 15 minute notification if Outlook is open as well.

Audio conferencingSee More

Audio conferencing is like making a phone call via Teams.

Use the Calls Icon to open the interface. Speed dial will open by default.

You can add contacts you contact often here. You can also create a New Group and add contacts to that group.
Use the Video Icon to start a Video Call, and the Phone Icon to start a Audio Conference. The three dots will give you other options, including Chat.

Contacts will show all contacts, allow you to add new contacts and give all options for chat, email, video and audio.

History keeps a running hisory of all calls
Viocemail: If a user is unable to contact you and leaves a voicemail you'll be able to see the transcript and listen to the voicemail here. You'll also be able to return the call or send the user from here.

FilesSee More

Files will show all files you've used in achannel, all teams sharepoint sites or in any cloud storage you've added.

Click on Files at the left and you'll see the sources of all files.

Files accessed recently can be found under Recent.
Microsoft Teams will show files in the Files tab of your Teams.
You can link both OneDrive and Google cloud accounts.
The three dots offer different options, depending on the type of file it is. If you have editing privileges :
- Editing the file in Teams
- Opening the file in the native application
- Open the file in the browser
- Download the file to your desktop
- Get Link allows you to share the link with another user

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Article ID: 117664

Created

Mon 10/5/20 12:57 PM

Modified

Wed 1/24/24 8:47 AM

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