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 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.
A few links on how teams works within the Microsoft Teams application.
|Learn about Teams and Channels||A 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 Capabilities||Every 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.
Work in Teams
Some links to help you as you work in teams.
Meetings in Teams include audio, video, and screen sharing. They’re one of the key ways to collaborate in Teams.
Find what you need here to create meetings, invite attendees, and other options for meetings.
|Overview of Meetings in Teams||Meetings in Teams include audio, video, and screen sharing. They're one of the key ways to collaborate in Teams.
|Schedule a Teams Meeting from Outlook||Microsoft Teams includes the Outlook add-in, which lets you create new Teams meetings directly from Outlook.
|Invite People to a Meeting||You created a meeting, now add invitees to attend your meeting.
|Instant Messaging in Teams||There are a couple of different ways to get an impromptu meeting going with just a few clicks.
|Instant Meetings with Meet Now||Turn a conversation with a teammate into a meeting.
|Create a Meeting in a Channel||If you need to hold an open meeting in your team, create a meeting in a channel.
|Add a Dial-In Number to a Meeting||A couple of options to include a dial-in number and conference ID for your Teams meeting.
|See all Your Meetings||View all your upcoming meetings and appointments.
|Manage Meetings||View, schedule, and manage appointments and meetings in Microsoft Teams.
|Join a Meeting||Join Teams meetings anytime, anywhere, from any device.
|Participate in a Meeting from the Mobile App||If you installed the Teams app on your mobile device, you can join a meeting.
|Call in to a Meeting in Teams||Sometimes your only option is to call in to a meeting.
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.
Some other features to enhance your experience in a meeting.
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.
Send and Read
|Send and Read Messages||Chat makes it easy to send and read messages.
|Format a Message||Options for formatting the content of your message.
|Edit or Delete a Sent Message||Mistakes sometimes happen. Fortunately, you can edit or delete the messages sent in Teams.
|Use Read Receipts for Messages||Read receipts will let you know if people have seen or read your message.
|Send a File or a Link||When you're in a chat, you can send messages that include files, pictures, and links.
|Send an Emoji, GIF, or Sticker||Emoji, animated GIFs, and stickers are a great way to add some fun into your communications!
|Mark a Message as Saved or Unread||If you want to read a message later, mark it as saved or unread.
|Mark a Message as Important or Urgent||Use this sparingly, only for times when a message is truly important or urgent.
|Send Praise to People||Give people recognition for their efforts.
|Use the Immersive Reader||Hear posts and chat messages read aloud using Immersive Reader in Microsoft Teams.
|Share a Chat to Outlook||You can share chats or channel conversations to Outlook—without leaving Teams.
Find and Filter
The Microsoft courses are offered free and require registration. Classes are filling up so please register early.
Watch these Microsoft YouTube training videos whenever/wherever it’s convenient for you.
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.
Other training resources that do not fit neatly into one of the other categories.
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
|/available||Sets your status to available
|/away||Sets your status to away
|/brb||Sets your status to be right back
|/busy||Sets your status to busy
|/dnd||Sets your status to do not disturb
|/files||See your recent files
|/goto||Go to a specific team or channel
|/help||Get help with Teams
|/keys||See a list of shortcut keys you can use in Teams
|/mentions||See all your @mentions
|/saved||See any messages you have saved
|/testcall||Perform a test call to test the quality of the call
|/unread||See all of your unread activity
|/whatsnew||See what is new in Teams
|/who||Ask The Who app a question about someone. Need to add the app first.
Equipment Needs and Tips
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
- Review how to Schedule a meeting in Teams
- Determine if you need to assign roles in your Teams meeting. This is especially important for larger meetings of 6 or more participants.
- 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).
- Troubleshoot Issues:
- Feedback, echo, or background noise
- Likely cause: Participants’ microphones conflicting with another device or picking up background noise.
- 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
- 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)
- 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.
- 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.