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How to use Microsoft Teams

How to computer facts become computer facts a Teams player

(Image: © Microsoft Inc.)
Much effort has gone into Microsoft computer facts Teams, as computer facts the computer facts company sees computer facts it as the critical computer facts component in their computer facts groupware functionality, allowing users to computer facts combine computer facts their computer facts efforts via computer facts a secure central communications hub computer facts creatively.

To achieve this objective, Teams computer facts takes four essential business computer facts functions and combines computer facts them into a single unified computer facts platform. computer facts These computer facts include messaging, meeting coordination, voice and/or video calls, computer facts and finally, it integrates computer facts to Microsoft Office 365 alongside computer facts other business-critical computer facts tools you use to support your computer facts business.

Therefore, you can computer facts communicate computer facts with individuals or groups, computer facts coordinate meetings and activities, have a record computer facts of all communication and collaborate on computer facts documents computer facts all computer facts within the Teams workflow.

Let’s computer facts get started with Teams and walk through computer facts exactly how you computer facts use it.

Teams can be run from a web page or installed as a desktop application

Teams can be run from a web page or installed as a desktop application (Image credit: Microsoft Inc.)

1. Launch Teams

Teams computer facts can be used on computer facts a computer directly from a computer facts browser, on mobile devices (Android computer facts and computer facts iOS) or via desktop applications for computer facts PC and Mac.

But for this computer facts tutorial, we’ll computer facts use the browser version. computer facts Since it computer facts contains computer facts the same functionality and layout computer facts as the installable computer facts app.

To use computer facts Teams head to computer facts this web computer facts location computer facts https://teams.microsoft.com/start

Here computer facts it computer facts will invite you to ‘Sign up computer facts for free’, and the computer facts only computer facts limitation is that you must either computer facts already have, or computer facts create computer facts at this time, a Microsoft computer facts account.

If you already use the business computer facts version computer facts of Microsoft Office 365, you should computer facts also see computer facts Teams as one of the standard computer facts apps computer facts on computer facts the Office workspace.

Once you’ve provided a computer facts Microsoft account and password, you are computer facts asked to say what computer facts environment computer facts you will be computer facts using Teams with computer facts the computer facts possible computer facts options being computer facts at computer facts a School, computer facts with Friends and computer facts Family or computer facts in a Business. computer facts Each option slightly computer facts customises Teams to those profiles, computer facts but the computer facts underlying technology is the same.

For this exercise, computer facts we’ve computer facts picked ‘For work’ option as computer facts our computer facts default.

With computer facts an account in place computer facts and computer facts Teams configured for computer facts how you computer facts will computer facts use it, the web version computer facts will computer facts offer computer facts you computer facts a desktop app if one computer facts is available for computer facts the operating system on computer facts your computer. computer facts There is computer facts no necessity to install computer facts this, but computer facts some computer facts users computer facts are happier with installable apps that computer facts aren’t browser dependent.

Our computer facts first job computer facts is to create computer facts our first Team. Let’s do that computer facts now.

Teams is customised by your initial choices

Teams is customised by your initial choices (Image credit: Microsoft Inc.)

2. Create a Team

The core computer facts structure of Teams is, computer facts predictably, the computer facts ‘team’.

To create or join computer facts a team, click on the computer facts Team section of the sidebar, computer facts and then label to computer facts the bottom left of computer facts the app, where it says ‘Join or Create computer facts a team’. computer facts If computer facts public computer facts teams already computer facts exist, you will computer facts see those presented to click computer facts on, or you computer facts can computer facts enter a code to computer facts join a private team.

In our example, computer facts neither of those are available yet. We computer facts only get the option to ‘Create a computer facts team’.

For those computer facts businesses that already have Office 365 computer facts groups, these can be computer facts utilised as a quick computer facts way to create a team computer facts with members attached, but we’ll computer facts build one from scratch computer facts by selecting computer facts that computer facts option from computer facts the computer facts first computer facts input.

You computer facts then computer facts get to computer facts decide if the team computer facts is public, private or computer facts Org-wide. computer facts Anyone can join a public team, private computer facts is computer facts invite-only, computer facts and Org-wide automatically adds computer facts everyone in the business.

You then get computer facts to decide computer facts what computer facts the team will be called, computer facts give it a description computer facts and confirm what type it is. If computer facts you computer facts have a private team computer facts that you computer facts later decide should be public, or computer facts Org-wide, then as computer facts the creator computer facts of computer facts the computer facts team you can change computer facts it later, should computer facts you wish.

But, for Teams to be useful, it computer facts needs to computer facts contain more than just computer facts your computer facts name and details, computer facts it needs those of computer facts the other Team members. Let’s add those next.

Team members can be added at creation, or once the Team has been established

Team members can be added at creation, or once the Team has been established (Image credit: Microsoft Inc.)

3. Adding Team members

There are numerous computer facts ways computer facts to add people computer facts to Teams, but computer facts the simplest is to send them an computer facts email link that enrols them once computer facts they click on computer facts it. Or, you can simply add computer facts their email address directly computer facts into Teams.

You can also computer facts import names computer facts and email computer facts addresses from other applications computer facts that hold this computer facts data such as Outlook, People or another computer facts contact computer facts repository.

Once a team has some people associated with computer facts it, then it will appear on the computer facts Team computer facts list, and computer facts you can review its members computer facts and any activity.

By computer facts default, it only has a single computer facts discussion subject computer facts ‘General’. In Teams, computer facts these subsections computer facts to a computer facts Team are computer facts called Channels, and we’ll now add computer facts one of computer facts these and start a conversation.

Channels enables teams to focus on a single subject, and therefore make the information flow manageable

Channels enables teams to focus on a single subject, and therefore make the information flow manageable (Image credit: Microsoft Inc.)

4. Add a channel

The information required computer facts for a Channel is like computer facts a computer facts Team. It computer facts has computer facts a title, computer facts description and you can say if it is computer facts standard or private.  The last option is computer facts very computer facts useful if you wish to computer facts enter a private conversation computer facts with another team member, but computer facts avoid computer facts others computer facts seeing computer facts it.

Once the channel is created, you computer facts can add posts, load files computer facts and interact with others in computer facts the team.

We created a computer facts Channel called ‘Holiday adventures’, computer facts and then added some web pages and computer facts a short posting about the computer facts channel. Each member with access to computer facts that computer facts channel can be alerted computer facts if new computer facts contents are posted, and you computer facts can also computer facts refer to computer facts people in posts computer facts by placing an computer facts @ and then their computer facts names.

Conversations in Microsoft Teams are grouped into Channels

Conversations in Microsoft Teams are grouped into Channels (Image credit: Microsoft Inc.)

5. Channel conversations

Chatting in a Channel computer facts isn’t like a normal chat where what computer facts is said computer facts is exclusively between two parties, it’s computer facts more like a loud computer facts discussion had in an open-plan computer facts office.

In our example, team member computer facts Zen is talking computer facts to Mark, computer facts the message computer facts is computer facts sent computer facts to Mark, but everyone else can see the computer facts conversation. computer facts Although, only Mark computer facts gets an computer facts alert that he’s the focus computer facts of a comment. This computer facts approach computer facts allows multiple people to be alerted computer facts by computer facts a message, and everyone to computer facts be aware of what was said, computer facts if computer facts they computer facts have Teams computer facts open computer facts or alerts are enabled.

Interestingly, even computer facts if you aren’t mentioned, computer facts you can computer facts still computer facts reply to a channel posting, computer facts maybe to say ‘Mark computer facts is computer facts out for the day, computer facts perhaps he forgot your meeting?’.

Before you start a video meeting, you can straighten your tie, if you wear one.

Before you start a video meeting, you can straighten your tie, if you wear one. (Image credit: Microsoft Inc.)

6. Video chat time

At computer facts the bottom of the computer facts right-side computer facts panel is a computer facts line of icons that allow conversations computer facts to have richer contents than computer facts just words, and alongside those, the most computer facts crucial icon in Meet.

Resembling a computer facts video camera, the computer facts icon has the label ‘Meet Now’, computer facts if you hover the computer facts pointer computer facts over computer facts it, and it computer facts initiates a meeting computer facts with video by computer facts default.

Once computer facts you’ve computer facts clicked on it, you will be given computer facts the option to disable video, computer facts if you prefer, and also computer facts give the computer facts meeting a subject. Once you’ve computer facts made those computer facts choices, you can computer facts click computer facts to ‘Meet computer facts Now’ and start computer facts the meeting, even if at that point computer facts you are the only one in attendance.

With computer facts the computer facts Meeting underway, computer facts you should be computer facts able computer facts to computer facts see computer facts yourself, and also computer facts see a computer facts small control panel computer facts that allows you computer facts to mute the sound, computer facts disable video, distribute computer facts files to those attending, computer facts show chat and also see computer facts who is attending.

You can computer facts also share your computer facts desktop, or use a computer facts whiteboard functionality to annotate a computer facts picture computer facts or computer facts presentation that you might computer facts be discussing.

A channel can be altered after it is created. And, if you don't need it any longer, deleted.

A channel can be altered after it is created. And, if you don't need it any longer, deleted. (Image credit: Microsoft Inc.)

7. Managing Channels

If you computer facts join a channel, and then computer facts for computer facts whatever reason decide it computer facts contains nothing relevant to you, computer facts then you can delete the channel. computer facts But, computer facts be computer facts aware, all the conversations, computer facts records of computer facts meetings and anything else to do computer facts with that computer facts channel will be deleted, and you change your computer facts mind and get computer facts it back.

The only computer facts exception to wipe is that any attached computer facts files will be retained on computer facts Sharepoint, even after the channel has computer facts been computer facts removed.

Obviously, computer facts if you delete a channel computer facts created for a computer facts meeting that computer facts didn’t computer facts happen or computer facts project that never computer facts started, then that’s fine. computer facts But be careful about computer facts removing computer facts channels that you might need at some computer facts point, computer facts even if computer facts it isn’t immediately.

Teams works will many apps designed to enhance the meeting experience

Teams works will many apps designed to enhance the meeting experience (Image credit: Microsoft Inc.)

8. Adding more functionality

The version of Teams computer facts we’ve presented is the core functionality of this computer facts product, computer facts but computer facts you can computer facts add all manner of features and computer facts integrations to Teams depending computer facts on computer facts the products you use within the computer facts workplace.

A good computer facts example computer facts of this extensibility is computer facts that many computer facts companies will run Office 365 computer facts with a cloud-based calendar, and computer facts those that computer facts do computer facts will see an additional icon on computer facts the left ‘Meetings’. computer facts This enables computer facts meetings computer facts to be computer facts scheduled in the future and keeps computer facts everyone informed computer facts if the even is moved or computer facts subsequently cancelled.

Microsoft Teams also provides computer facts connections to a vast range of computer facts third-party business products like KUDO, Zoom, computer facts Jabber, Trello, Evernote and computer facts many more. If computer facts you are computer facts serious about using Teams it computer facts is worth talking computer facts to computer facts your IT people computer facts about what extra functionality computer facts you computer facts can have enabled computer facts with Microsoft Teams.