Microsoft Teams – Collaboration

Microsoft Teams

What is Microsoft Teams?

Microsoft Teams, is a unified communications platform combining modern online meeting technology with enterprise level persistent chat, file storage and collaboration, and application integration. Some of the features of Microsoft Teams include:

  • Meet with up to 300 people at the same time
  • Integrated with your existing Outlook calendar and application
  • Share your desktop, applications, or a whiteboard during meetings
  • Securely record and store your meetings with cloud-based storage in Microsoft Stream
  • Audio conferencing allows audio-only participants to join via telephone
  • Collaborate with peers and guests in meetings

General Information & Guides

For the newest features and functionality added to Teams, go to the Microsoft What’s new in Microsoft Teams web page.

Much of the information below is directly from Microsoft, UWM, and from other sources. Hopefully bringing this together into one place will help you find what you need quickly. Choose one of the options below to move directly to that section.

Teams Meetings Chat Training Equipment/Tips


Teams and Channels

A team, not to be confused with the Microsoft Teams application, is a group of people, or a whole school/college/division, brought together for collaboration or to get something done within UWM.

Teams, within Microsoft Teams, contain channels used to collaborate and share information. Whenever a new team is created there is a channel called General created, accessible to all members of the team. Channels can be devoted to things like a specific topic, department, or project.

Basics

A few links on how teams works within the Microsoft Teams application.

Learn about Teams and ChannelsA team is a group of people gathered to get something big done in your organization. Sometimes it’s your whole organization.

Teams are made up of channels, which are the conversations you have with your teammates. Each channel is dedicated to a specific topic, department, or project.
Team Owner, Member, and Guest CapabilitiesEvery member in Teams has a role, and each one has different permissions.

Create and Manage (Owners)

Information for people (owners) who create and manage teams, its channels, and members.

Go to Guide for Team Owners (2:41 Minutes)Video with information for Team Owners
Create a TeamCreate a new team in the Microsoft Teams application.
Add Members to a TeamAdd the members who can access your new team.
Create a Channel and Add MembersNow that you created your team, you can add channels to the team and specific members to a channel.

Manage Teams and Channels

Accept/Deny Requests to Join TeamAccept or deny pending requests to join your team.
Add Additional Team OwnerAdd additional owners to your team.
Manage Team Settings and PermissionsAdjust the team settings and permissions.
Make a Public Team PrivateChange a public team to private so only the owner can add new members.
Delete a TeamDelete a team that is no longer needed or created by mistake.
Remove a Team MemberRemove a member for your team.
Channels: Create, Edit, Add MembersAdd a public or private to your team. Add members. Edit, delete, or hide a channel.
Standard or Private Channels in TeamsStandard channels are available to all members in a team. Or create a private channel for limited access.
Show, Hide, or Pin a Team ChannelDetails on viewing options for teams channels.
Delete a Teams ChannelInformation on deleting a channel from a team.

Work in Teams

Some links to help you as you work in teams.

Find Information about a TeammateSee a teammate's profile and do things like chat, email, and more.
Use @mention to Get Someone's AttentionGgt someone's attention in a channel conversation or a chat.
Using Tags in TeamsTags let you quickly reach a group of people all at once.
Add Content to a TeamYou can directly upload files to a team.
Reorder the Listing of Your TeamsMove around the order of the various teams you are a member of and/or hide teams you do not use.
Leave a TeamInformation on leaving a team.
Send a Message to a Channel in a TeamPosting a message to a channel within a team.
Send an Announcement to a Channel in a TeamFormat a message in a channel to make it stand out from other posts.
Customize Channel NotificationsMake changes to how you want to be notified of new messages in a channel.
Check a Channel for NotificationsMeaning of various notifications within a team.
Send an Email to a ChannelUsing the channel email address to send an email message.
Cross-Post a Channel ConversationSharing information across multiple teams and channels.

Meetings

Meetings in Teams include audio, video, and screen sharing. They’re one of the key ways to collaborate in Teams.

Create

Find what you need here to create meetings, invite attendees, and other options for meetings.

Overview of Meetings in TeamsMeetings in Teams include audio, video, and screen sharing. They're one of the key ways to collaborate in Teams.
Schedule a Teams Meeting from OutlookMicrosoft Teams includes the Outlook add-in, which lets you create new Teams meetings directly from Outlook.
Invite People to a MeetingYou created a meeting, now add invitees to attend your meeting.
Instant Messaging in TeamsThere are a couple of different ways to get an impromptu meeting going with just a few clicks.
Instant Meetings with Meet NowTurn a conversation with a teammate into a meeting.
Create a Meeting in a ChannelIf you need to hold an open meeting in your team, create a meeting in a channel.
Add a Dial-In Number to a MeetingA couple of options to include a dial-in number and conference ID for your Teams meeting.
See all Your MeetingsView all your upcoming meetings and appointments.
Manage MeetingsView, schedule, and manage appointments and meetings in Microsoft Teams.
Join a MeetingJoin Teams meetings anytime, anywhere, from any device.
Participate in a Meeting from the Mobile AppIf you installed the Teams app on your mobile device, you can join a meeting.
Call in to a Meeting in TeamsSometimes your only option is to call in to a meeting.

Collaboration

Take Notes in a MeetingMeeting notes are a great place to capture and share notes before, during, and after a Teams meeting.
Whiteboard in a MeetingThere are a couple of ways you can whiteboard in a meeting.

Recording

People are notified when a meeting recording is started. You might legally need everyone’s permission before you can record them. Please know the rules/laws (HIPAA, FERPA, etc.) before recording a meeting.

Record a MeetingRecord your meetings in Teams to capture audio, video, and screen sharing activity.
Play and Share Meeting RecordingsIf you recorded your meeting, there are a number of ways to play and share the recording.

Additional Features

Some other features to enhance your experience in a meeting.

Change Your Background in a MeetingNot happy with the mess behind you? Blur or change the background.
Manage Audio SettingsChange your speaker, microphone, or camera settings.
Share Your Audio in a MeetingShare your system audio to stream your computer audio to meeting attendees.
Share Your Screen in a MeetingOptions for sharing your screen with others in a meeting.
Show Your Screen in a MeetingVideo that walks you through showing your screen in a meeting.
Multitasking in a MeetingContinue to be present in a meeting while doing other things.
Move Around in a MeetingVideo showing you how to multitask during a meeting.

Chat

Chat is at the center of whatever you do in Teams. From individual chats with just one other person to group chats and conversations in channels—chat has you covered.

Basics

Six Things to Know About ChatMicrosoft's top six things they want you to know about chat.
Start a ChatStart a one-on-one or a group chat.
Hide, Mute, or Pin a ChatSome options for chats you are part of in Teams.
Share Your Screen in a ChatWhen chatting with one or more people, instantly share your screen.
Create, Edit, or Delete a Contact GroupOrganize your contacts into groups to find them more easily.
Start Chats and Make Calls within ChatsVideo showing you how to start a chat and call someone or a group from within the chat.
Do Your One-On-One Meeting in ChatUse chat for your one-on-one meetings.

Send and Read

Send and Read MessagesChat makes it easy to send and read messages.
Format a MessageOptions for formatting the content of your message.
Edit or Delete a Sent MessageMistakes sometimes happen. Fortunately, you can edit or delete the messages sent in Teams.
Use Read Receipts for MessagesRead receipts will let you know if people have seen or read your message.
Send a File or a LinkWhen you're in a chat, you can send messages that include files, pictures, and links.
Send an Emoji, GIF, or StickerEmoji, animated GIFs, and stickers are a great way to add some fun into your communications!
Mark a Message as Saved or UnreadIf you want to read a message later, mark it as saved or unread.
Mark a Message as Important or UrgentUse this sparingly, only for times when a message is truly important or urgent.
Send Praise to PeopleGive people recognition for their efforts.
Use the Immersive ReaderHear posts and chat messages read aloud using Immersive Reader in Microsoft Teams.
Share a Chat to OutlookYou can share chats or channel conversations to Outlook—without leaving Teams.

Group Chats

Four Things to Know About Group ChatsMicrosoft's top four things they want you to know about group chat.
Start a Group ChatChat with multiple people at the same time.
Leave or Remove Someone from a Group ChatAfter you join a group chat, you can decide whether you want to remain a member, or leave the group chat. You can also remove people from a group chat.

Find and Filter

Search for MessagesOptions for searching and filtering messages.
Resume a Previous ConversationFind and resume a previous conversation.
Save a MessageSave a specific message within a chat.

Training Resources

Instructor Led

The Microsoft courses are offered free and require registration. Classes are filling up so please register early.

UWM Classroom

UWM Classroom TrainingCanceled until further notice.

Microsoft Online

Say Hello to Teams (30 minutes)Orientation to Microsoft Teams.
Get Started with Teams (1 hour)Learn the basics to get you started using Teams.
Run Effective Meetings with Teams (1 hour)Learn how to manage productive meetings with Teams.
Master Working from Home with Teams (30 minutes) Stay connected to your team while working remotely.
Explore Teams and Channels (1 hour)Streamline workgroup collaboration.
Tips for Taking Teams to the Next Level (1 hour)Features and strategies for getting more out of Teams.
Learn to Use Apps in Microsoft Teams (1 hour)Access third party services to do even more with Teams.

Microsoft YouTube

Watch these Microsoft YouTube training videos whenever/wherever it’s convenient for you.

Say Hello to Teams (16 minutes)Orientation to Microsoft Teams
Get Started with Teams (1 hour)Learn the basics to get you started using Teams.
Run Effective Meetings with Teams (45 minutes)Learn how to manage productive meetings with Teams.
Tips for Taking Teams to the Next Level - Part 1 (26 minutes)Tips for taking Teams to the next level – Part 1.
Tips for Taking Teams to the Next Level - Part 2 (1 hour 3 minutes)Tips for taking Teams to the next level – Part 2.

LinkedIn Learning

By LinkedIn Learning

You have free, 24/7 access to the extensive LinkedIn Learning (formerly Lynda.com) library of training videos, including those specific to Microsoft Teams. A LinkedIn account is not required for you to use LinkedIn Learning, you can sign in with your UWM credentials at the UWM LinkedIn Learning page.

The list below are some of the recommended courses specific to Teams. Log in to LinkedIn Learning and do a search to find other Teams-related courses and so much more.

Microsoft Teams Essential Training (2 hours)Discover the core features of Microsoft Teams.
Microsoft Teams Quick Tips (24 minutes)Concise tips that help leverage all that Microsoft Teams has to offer.
Microsoft Teams Tips and Tricks (1 hour)Discover how to work more efficiently with Microsoft Teams.
Use the Teams Mobile App for iOS and Android (5 minutes)The basics of using Teams on your iOS or Android phone.

Other Resources

Other training resources that do not fit neatly into one of the other categories.

Tips for Better Meetings (1 hour 50 minutes)Nice, concise video from Microsoft.
Microsoft Teams VideosMicrosoft Teams video training on multiple topics.
Microsoft Teams Help and LearningMicrosoft site with links and help for Microsoft Teams.
Download Teams Mobile or Desktop AppDownload the Teams mobile app, go to your mobile device and follow the link on the download page. Or download it from the iOS App Store or Google Play Store.

Slash Commands

If you want to get work done fast, then you need to make sure that you’re navigating Microsoft Teams as efficiently as possible. One great way to do this is with slash commands. For instance, you can use a slash command to set your status to “online” or “away”. You type a slash command in the Search box within Teams. See the commands you can use here.

/Lists all the commands available to you
/availableSets your status to available
/awaySets your status to away
/brbSets your status to be right back
/busySets your status to busy
/callCall someone
/dndSets your status to do not disturb
/filesSee your recent files
/gotoGo to a specific team or channel
/helpGet help with Teams
/keysSee a list of shortcut keys you can use in Teams
/mentionsSee all your @mentions
/savedSee any messages you have saved
/testcallPerform a test call to test the quality of the call
/unreadSee all of your unread activity
/whatsnewSee what is new in Teams
/whoAsk The Who app a question about someone. Need to add the app first.

Equipment Needs and Tips

Equipment Needed

Teams Meeting - All Participants Remote

When everyone is joining remotely, each participant will use their device’s camera, microphone, and speakers or headphones.

  • Each participant will need to load the Teams desktop or web application on their own microphone/webcam-equipped device, such as a laptop.
Teams Meeting - Some Participants Co-Located
If a number of the participants are co-located within the same physical space, there are a few options:

  • Less than 6 co-located participants – One microphone/webcam-equipped device, such as a laptop, with the Teams desktop or web application loaded, shared by co-located participants. Each remote participant uses their own device with their own webcam/microphone or headset, and the Teams desktop or web application loaded.
  • More than 6 co-located participants – Once you start getting above 6 participants in the same space, huddling around a laptop is not ideal. There are many Microsoft Teams certified devices that can be configured to meet your needs. Please work with your IT support staff to help you determine options to fit your needs/budget.

Teams Meeting Tips

Prepare for the Meeting
  1. Review how to Schedule a meeting in Teams
  2. Determine if you need to assign roles in your Teams meeting. This is especially important for larger meetings of 6 or more participants.
  3. Set up and test the audiovisual equipment you plan to use:
    • Position the camera so that the meeting facilitator can be seen by remote participants.
    • Position the microphone so that the facilitator can be heard by the remote participants. For smaller groups, choose a central location. For larger groups, place the microphone near the facilitator. The facilitator should repeat all questions so that remote participants can hear. Larger meetings might be best served by using a space already setup to facilitate larger meetings.
    • Review the page Manage your call settings in Teams and make a test call to ensure everything is working properly.
    • If you plan to share content in your meeting, make sure you know how to do so before the meeting. Note that if sharing a video, remote participants will not hear its audio unless you share system audio as well.
    • If you plan on sharing files used to talk about or collaborate on, share those files in the chat to allow participants to view the whole file while you are sharing on your screen (see: Share a file in Teams).
  4. Troubleshoot Issues:
    • Feedback, echo, or background noise
      • ​​​Likely cause: Participants’ microphones conflicting with another device or picking up background noise.
      • Solutions:
        • Meeting participants mute their microphones when not speaking.
        • Meeting facilitator mutes everyone except for one device in the co-located room
        • Meeting facilitator mutes everyone who is not supposed to be speaking. Muted participants will need to be unmuted if they would like to speak later.
        • If using external speakers for audio, ensure that the speakers and microphone are connected to the same device.
        • If in a co-located room, mute all co-located participants’ devices except for one. This ensures that the amplified sound is only coming through one device.
    • Poor quality audio (lagging, cutting out, etc.)
      • Likely cause: Too many applications running on presenter’s device.
      • Possible solutions:
        • Close out any applications you do not need for the meeting.
        • Restart Teams and rejoin the meeting.
Facilitate the Meeting
  1. Start the Meeting
    • If you are recording the meeting, even though the participants will be notified, let them know beforehand; it’s the right thing to do. Participants located in the same space will not know unless you tell them.
    • Inform co-located participants that there are remote participants. Let the co-located participants know that they will not see all the remote participants on the screen. Currently Teams shows only four participants at a time; those who have their video enabled and have spoken most recently.
    • Inform remote participants to post any issues or questions into the chat.”
    • Tell the remote participants how you would like them to participate
      • Via their microphone (preferable for smaller meetings)
      • Via chat (preferable for larger meetings; you will need someone in the room to monitor the chat and bring it to the facilitator’s attention)
  2. Run the Meeting
    • Have someone monitor the chat constantly, perhaps someone other than the facilitator. People may ask questions or request help troubleshooting.
    • For larger co-located groups, ask the facilitator to repeat questions asked in the room.  This assures that remote participants can hear the question and that it is captured on the recording.
  3. End the Meeting
    • Thank everyone for their participation in the meeting, outcomes or next steps, and explicitly tell everyone that you are ending the remote meeting connection.