Teams materials

Introduction

• Successfully using MS Teams is not just about knowing how to click in the application, but also:
  • your creativity
  • the ability to use other digital tools
  • about MS Teams processes and settings in your company
• More complexity and more tools in a meeting generally always means more places where you can potentially run into difficulties.

What is MS Teams?

• Teams is the gateway to the Microsoft365 ecosystem
• The main functions are:
  • Calls, video calls and chat (Chat and calls)
  • A common space for interaction between collaborating people (Teams)
  • Calendar
• They use integration with other tools within Office 365 
  • File storage -> One Drive or Sharepoint
  • Calendar -> Outlook
  • Notes -> One Note / Loop
  • etc.
• Applications run in your organization's cloud and are constantly updated by the manufacturer
  • New features are continuously added to the system
  • Your IT sets which features are available to you or not.
• The application can be accessed on Windows or from a phone/tablet

 

The 7 main and most used options in a meeting at the top of the bar

• Participant management
• Chat
• Reaction
• Camera on/off + settings
• Microphone on/off + settings
• Content sharing
• Leave the meeting

More options under the three dots

• Meeting recording and transcription
• Meeting information
• Timer
• Video effects and settings
• Sound settings
• Language and speech
• Settings

 

• Use the button Search in the top bar of MS Teams – works well
• If you have multiple accounts (work, personal, school, etc.), you can switch between them (Top right)
• Your account settings (Notifications, sounds, photo, notify when a colleague is online, change status, etc.) can be found at the top right.
• Mute channels you don't care about - they won't disturb you unnecessarily
• Use @mentions to notify a specific person or an entire team
• Pin important conversations or channels for quick access
• Use chat for quick communication, channels for structured work
• You can play the meeting recording later, you will also find a transcript with the recording (by default, you need to turn it on before the meeting or set it in the meeting options)
• You can share documents directly in the chat or within the team - everyone will see them
• Use emoticons and reactions to give quick feedback without distractions
• Use bookmarks like Planner or OneNote (under the + icon) to manage tasks and notes
• You can schedule a meeting directly in Teams – everything is also saved in Outlook
• You can use the keyboard shortcut Ctrl + E to quickly search in Teams.
• Set your notifications so that only important messages disturb you.
• Use for notes chat with yourself
• You can you pin favorite apps (Task Planner, Copilot, etc.)
• You can to the team pin apps in a team via +
• Watch for "new" options in the meeting
• If you need a second monitor, you can make one from an iPad/tablet. https://www.duetdisplay.com/
• Rules of use / netiquette:
  • Microphone muted when not speaking (courtesy or can the microphone be disabled in the meeting settings)
  • Address participants directly by name
  • Camera on/off (Depends on the situation): Smaller meetings and in a team yes. The more people, the more the camera on is disruptive
  • Recommendations for interactivity and questions:
    
    • < 10 participants – Audio
    • 10 – 50 participants – Chat
    • 50+ participants – Slido / Menti etc.

 

• Filter results - after searching, click Messages / People / Files tabs
• Search from a specific person - type from:First Name Last Name
• Limit to one channel – write in:Channel name
• Search a channel or chat – go to the channel and press Ctrl+F (searches only this conversation)
• Exact phrase – put the search term in quotes: „"project documentation"“
• Filter by date – after searching in the Messages tab, use date filter top right