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- Herausgeber: John Wiley & Sons
- Kategorie: Wissenschaft und neue Technologien
- Sprache: Englisch
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Microsoft® Teams™ For Dummies®
To view this book's Cheat Sheet, simply go to www.dummies.com and search for “Microsoft Teams For Dummies Cheat Sheet” in the Search box.
Table of Contents
Cover
Title Page
Copyright
Introduction
About This Book
Foolish Assumptions
Icons Used in This Book
Beyond the Book
Where to Go from Here
Part 1: Getting Started with Microsoft Teams
Chapter 1: Getting Up and Running with Microsoft Teams
Wrapping Your Head Around Microsoft Teams
Getting Familiar with Teams Terminology
Getting Started with the Teams App
Chapter 2: Navigating Microsoft Teams
Downloading, Installing, and Opening Teams
Taking a Quick Spin Around Teams
Using Teams Across Many Devices and Platforms
Using Teams to Organize Your Life
Chapter 3: Starting Your First Team and Managing Settings
Creating a New Team
Inviting People to Your Team
Managing Team Settings
Managing User Settings
Chapter 4: Introducing Copilot for Microsoft Teams
Getting Ready for Takeoff
Copilot in Action
Using Copilot in Meetings
Using Copilot for Document Collaboration
Using Copilot for Data Analysis and Project Management
Enhancing Collaboration with Contextual Support
Part 2: Exploring Chat, Teams, Channels, and Apps
Chapter 5: Staying Connected to Others with Channels and Chat
Instant Messaging in Teams
Sending Messages in Channels
Creating a New Channel
Configuring a Channel
Adding Moderators
Archiving Inactive Channels
Moving from a Channel to a Chat
Sending More than Text When Chatting
Chapter 6: Extending Teams with Apps, Bots, and Connectors
Discovering Apps Already Installed
Adding Apps and Connectors
Exploring Popular Apps
Integrating Teams with Microsoft Power Platform
Setting Permissions for Apps
Getting Chatty with Bots
Chapter 7: Unshackling Yourself with the Teams Mobile App
Installing the Teams Mobile App
Finding Your Way Around the Teams Mobile App
Tapping Your Way through Teams
Microsoft Copilot in Your Pocket
Organizing Your Home Life
Chapter 8: Working with People Outside Your Organization
Understanding How Teams Works with People Outside Your Organization
Working with Guest Users
Interacting with External Users
Chapter 9: Taming the Noise and Staying Focused
Embracing the Activity Feed
Hiding and Showing Teams and Channels
Filtering by Team or Channel
Changing the Order of Teams in Your List
Muting Channels to Decrease Notifications
Tracking Important Activity with Custom Notifications
Searching for Past Conversations
Getting Creative with Search and Hashtags
Part 3: Staying in Sync with Meetings and Conferencing
Chapter 10: Working Remotely: Embracing Teams to Make Meetings Better
Getting Up to Speed with Teams Meetings
Viewing Your Calendar in Teams
Creating a New Meeting and Inviting People
Joining an Existing Meeting
Using Teams for Conference Calls
Connecting with Video
Breaking Out into Breakout Rooms
Getting Together with Together Mode
What Are Live Events?
Chapter 11: Bringing Teams into the Physical World
Discovering How Teams Is More Than Software
Going Hands-Free with Teams
Getting Visual with Cameras
Using Desktop Phones for Teams
Turning a Conference Room into a Teams Room
Part 4: Taking Communication to the Next Level with Voice
Chapter 12: Making and Receiving Calls
Making Phone Calls in Teams
Receiving a Call in Teams
Using Teams with Phone Numbers
Adding Phone Numbers to Teams
Setting Up a Teams Phone
Chapter 13: Letting Teams Be Your Personal Operator
Setting Up Audio Devices in Teams
Customizing How You Receive Calls
Restricting Calls with Do Not Disturb
Digging into Modern Voicemail
Understanding Phone Number Types
Part 5: Becoming a Microsoft Teams Administrator
Chapter 14: Getting to Know the Teams Admin Center
Finding and Signing In to the Teams Admin Center
Getting Familiar with the Teams Admin Center
Adding New Users to Microsoft 365 and Teams
Managing Teams Users
Chapter 15: Digging into Teams Administration
Configuring Teams
Making Configuration Changes for Meetings
Adjusting Settings for the Entire Organization
Identifying Locations of Offices and Buildings
Adding Default Teams Apps
Setting Policies for Chat and Channels
Managing Devices for Your Organization
Part 6: Molding Teams to Fit Your Unique Organization
Chapter 16: Using Teams in Small and Medium-Sized Organizations
Focusing on the Internet
Understanding How Teams Fits Your Organization
Chapter 17: Unleashing Features Designed for Large Enterprises
Managing Large Numbers of Teams
Bringing in the Network Engineers
Dividing and Conquering with Fine-Tuned Admin Roles
Creating a Policy to Retain or Delete Content
Exploring Enterprise Voice Features
Reporting and Analytics
Getting Help from the Experts
Chapter 18: Learning How Teams Embraces Industry-Specific Needs
Getting the Most from Teams for Education
Using Teams in Government Agencies
Leveraging Teams for Consulting and Service-Based Companies
Empowering Healthcare Providers
Modernizing Retail Stores
Tapping into Teams for Firstline Workers
Part 7: The Part of Tens
Chapter 19: Ten Tips for Better Teams Meetings
Chatting During a Meeting
Capturing a Meeting with a Recording
Keeping Noise Under Control with Mute
Blurring Your Background
Taking Notes
Using a Whiteboard
Sharing Your Screen
Taking Control of Someone Else’s Screen
Organizing Teams to Fit Your Meeting Needs
Using Teams While a Meeting Is in Progress
Chapter 20: Ten Teams Apps Worth Discovering
Microsoft Office
Task Management
Design
Customer Service
Development
Education
Social Media
Survey
Marketing
Miscellaneous
Chapter 21: Ten Copilot Prompts for Teams
Summarize This
Make a List
Draft an Email
What Are the Key Takeaways?
Schedule a Meeting
Generate a Report from This Chat
Create a Poll Based on This Idea
Share a Quick Project Update with the Team
Give Me a Summary of Unread Messages in This Channel
Suggest Ways for Better Team Collaboration
Index
About the Author
Connect with Dummies
End User License Agreement
List of Tables
Chapter 8
TABLE 8-1 Key differences between guest user access and external user access in ...
List of Illustrations
Chapter 1
FIGURE 1-1: Some of the apps that integrate with Teams.
FIGURE 1-2: Teams comes in many different flavors depending on your needs.
FIGURE 1-3: Getting started with the web-based version of Teams.
FIGURE 1-4: The main
office.com
landing page.
FIGURE 1-5: Choosing a Microsoft 365 Business plan.
Chapter 2
FIGURE 2-1: Microsoft Teams running in a web browser.
FIGURE 2-2: Your profile drop-down menu has options to install the desktop and ...
FIGURE 2-3: Open and run the Teams setup file.
FIGURE 2-4: A sign-in dialog box appears when Teams first installs.
FIGURE 2-5: The Teams client running on your local computer.
FIGURE 2-6: The Activity feed in Teams.
FIGURE 2-7: The Calendar in Teams.
FIGURE 2-8: The Calls area of Teams.
FIGURE 2-9: Using Teams on multiple devices throughout the day.
Chapter 3
FIGURE 3-1: Creating a new team.
FIGURE 3-2: The Create a Team dialog box.
FIGURE 3-3: The available template styles.
FIGURE 3-4: Choosing what type of team to create.
FIGURE 3-5: Viewing your newly created team.
FIGURE 3-6: Inviting people to your team.
FIGURE 3-7: Adding members to a team already created.
FIGURE 3-8: The management screen for a team with the Channels tab open.
FIGURE 3-9: The Settings screen is where you can configure team settings.
FIGURE 3-10: Setting your status, work location, and status message.
FIGURE 3-11: Opening the profile settings options.
Chapter 4
FIGURE 4-1: Microsoft 365 Admin Dashboard.
FIGURE 4-2: Searching Microsoft Copilot in the Marketplace.
FIGURE 4-3: Billing page for Microsoft Copilot.
FIGURE 4-4: Microsoft Copilot in the Microsoft Teams web application.
FIGURE 4-5: Microsoft Copilot on the Microsoft Teams mobile app.
FIGURE 4-6: Microsoft Copilot in Microsoft Word.
FIGURE 4-7: Microsoft Copilot on Microsoft Teams summarizing the budget report.
FIGURE 4-8: Microsoft Copilot on Microsoft Teams showing information requested.
Chapter 5
FIGURE 5-1: Starting a new topic of conversation.
FIGURE 5-2: Selecting the General channel automatically created when the Team w...
FIGURE 5-3: Choosing Add Channel from the settings menu for a team.
FIGURE 5-4: The Create a Channel dialog box to create a new channel.
FIGURE 5-5: A new channel in a team.
FIGURE 5-6: The More Options menu for a team’s channel.
FIGURE 5-7: Additional options to customize a team’s channel.
FIGURE 5-8: Managing the notification settings in a team’s channel.
FIGURE 5-9: Obtaining the dedicated email address to send email directly to the...
FIGURE 5-10: Viewing an email sent to the channel.
FIGURE 5-11: Setting moderation for a channel.
FIGURE 5-12: The Chat feature of Teams.
FIGURE 5-13: Starting a new chat in Teams.
FIGURE 5-14: Adding a title to a chat.
FIGURE 5-15: Pinning a chat to the top of the list for quick access.
FIGURE 5-16: Adding an emoji, GIF, or sticker to your message.
FIGURE 5-17: Microsoft Teams emoji shortcuts.
FIGURE 5-18: Attaching a file to a message to send to a channel.
Chapter 6
FIGURE 6-1: The Files and Notes tabs in a channel.
FIGURE 6-2: Viewing the files of a Teams channel in SharePoint.
FIGURE 6-3: Viewing the Notes tab in a Teams channel.
FIGURE 6-4: The Apps tab on the settings page for a team.
FIGURE 6-5: Adding the Trello app to a team.
FIGURE 6-6: Selecting Manage Channel to show the Connectors option.
FIGURE 6-7: Adding connectors to a channel.
FIGURE 6-8: Searching for the SharePoint app.
FIGURE 6-9: Choosing a SharePoint site from which to add a Document library as ...
FIGURE 6-10: Viewing a SharePoint library as a tab in a Teams channel.
FIGURE 6-11: The documentation page for the Trello app for Microsoft Teams.
FIGURE 6-12: Setting the permissions that Teams apps you install have to your d...
Chapter 7
FIGURE 7-1: Installing the Teams app from the Apple App Store.
FIGURE 7-2: Installing the Teams app from the Google Play Store.
FIGURE 7-3: Signing in to the Teams mobile app.
FIGURE 7-4: Viewing the navigational tabs across the bottom of the Teams mobile...
FIGURE 7-5: The profile settings menu in the Teams mobile app.
FIGURE 7-6: The mobile Settings for Microsoft Teams.
FIGURE 7-7: Reacting to a message using Teams on a phone or tablet.
FIGURE 7-8: Tapping a channel in the list of teams on a mobile phone.
FIGURE 7-9: The Microsoft Copilot logo at the top of the chat screen.
FIGURE 7-10: The Microsoft Copilot chat screen.
FIGURE 7-11: Using chat on a mobile phone.
FIGURE 7-12: Creating a new event.
Chapter 8
FIGURE 8-1: Turning on guest access for Teams.
FIGURE 8-2: Guest access settings in the Teams Admin Center.
FIGURE 8-3: Choosing Add Member from the More Options drop-down menu.
FIGURE 8-4: Choosing a valid email address to add as a guest.
FIGURE 8-5: Adding email addresses as guest users in Teams.
FIGURE 8-6: A guest can join a team using a special link.
FIGURE 8-7: Configuring guest permissions in a team.
Chapter 9
FIGURE 9-1: Viewing the Activity feed in Teams.
FIGURE 9-2: Hiding a team from the list.
FIGURE 9-3: Showing a hidden channel.
FIGURE 9-4: Filtering the list of teams and channels.
FIGURE 9-5: Drag and drop teams in your list to change the order.
FIGURE 9-6: Using the search functionality in Teams.
Chapter 10
FIGURE 10-1: Viewing your Outlook calendar in Teams.
FIGURE 10-2: Joining a meeting in Teams.
FIGURE 10-3: Scheduling a new meeting in Teams.
FIGURE 10-4: The Copilot logo within the notes section.
FIGURE 10-5: Creating a meeting agenda item using Microsoft Copilot.
FIGURE 10-6: Viewing a meeting on your calendar in Teams.
FIGURE 10-7: Viewing a scheduled Teams meeting in a Teams channel.
FIGURE 10-8: Joining a Teams meeting by opening an Outlook meeting in your cale...
FIGURE 10-9: Starting a call from a chat.
FIGURE 10-10: Customize your meeting screen with these controls.
FIGURE 10-11: Create a separate channel for each breakout room.
FIGURE 10-12: Create a meeting invite for the main meeting.
FIGURE 10-13: Create a meeting invite for each channel.
FIGURE 10-14: Click the Rooms icon to start a breakout room.
FIGURE 10-15: Select the number of breakout rooms you need.
Chapter 11
FIGURE 11-1: The Microsoft web page dedicated to hardware for Teams.
FIGURE 11-2: The featured headsets on the Microsoft product web page for Teams.
FIGURE 11-3: The featured speakerphones on the Microsoft product web page for T...
FIGURE 11-4: The featured desktop phones on the Microsoft product web page for ...
FIGURE 11-5: The featured room systems on the Microsoft product web page for Te...
Chapter 12
FIGURE 12-1: Calling another Teams user.
FIGURE 12-2: Opening the Calls dashboard in Teams.
FIGURE 12-3: The Microsoft Teams Phone web page.
FIGURE 12-4: Opening the Phone Numbers page in the Teams Admin Center.
FIGURE 12-5: Selecting the type of phone number you want.
FIGURE 12-6: Adding a location for a phone number in the Teams Admin Center.
FIGURE 12-7: Filling out the Teams Admin Center page to obtain a new phone numb...
FIGURE 12-8: Placing an order for a new phone number.
FIGURE 12-9: A new phone number in the Teams Admin Center.
FIGURE 12-10: Assigning a calling plan to a user.
FIGURE 12-11: Bringing an existing phone number into Teams with the porting wiz...
Chapter 13
FIGURE 13-1: Opening Teams settings.
FIGURE 13-2: The devices section on the Teams Settings screen.
FIGURE 13-3: The results of a test call in Teams.
FIGURE 13-4: The Calls dashboard, where you can tell Teams to forward your call...
FIGURE 13-5: The Manage Voicemail screen in Teams.
FIGURE 13-6: A portion of the Call Queues configuration screen.
FIGURE 13-7: The Auto Attendants screen in the Teams Admin Center.
Chapter 14
FIGURE 14-1: Opening the Microsoft 365 Admin Center from the app launcher.
FIGURE 14-2: The Teams Admin Center.
FIGURE 14-3: The management page for all the teams in your Teams service.
FIGURE 14-4: The management page for all the users in your Teams service.
FIGURE 14-5: Setting a policy for a user.
FIGURE 14-6: The settings page for meetings.
FIGURE 14-7: A user activity report.
FIGURE 14-8: Checking license availability in the Microsoft 365 Admin Center.
FIGURE 14-9: Creating a new user.
FIGURE 14-10: The account settings for a user in Teams.
FIGURE 14-11: Configuring the voicemail settings.
Chapter 15
FIGURE 15-1: Viewing the settings for a team in the Teams Admin Center.
FIGURE 15-2: Select a team from the list to view a team’s general settings.
FIGURE 15-3: Configuring the behavior of a conference bridge.
FIGURE 15-4: Configuring how meetings work in Teams.
FIGURE 15-5: Setting up email integration with Teams channels.
FIGURE 15-6: Adding a new emergency address for a Teams user.
FIGURE 15-7: The Trello app in the Teams navigation is part of the setup policy...
FIGURE 15-8: Changing a user’s setup policy changes the navigation items the us...
FIGURE 15-9: Configuring a messaging policy.
Chapter 16
FIGURE 16-1: An example of Internet connectivity options.
FIGURE 16-2: Grouping small and medium-sized organizations.
FIGURE 16-3: Creating a separate team for guest users.
FIGURE 16-4: The Your Teams screen shows all your teams in a grid view.
Chapter 17
FIGURE 17-1: Opening the Manage Teams screen from the teams list.
FIGURE 17-2: The ellipsis provides a drop-down menu of options that affect the ...
FIGURE 17-3: Selecting the option to make the associated SharePoint site read-o...
FIGURE 17-4: Archived teams are moved to the archived section of the Your Teams...
FIGURE 17-5: Confirming that you want to delete a team.
FIGURE 17-6: Enabling the Teams channel messages and chats in a retention polic...
FIGURE 17-7: Reviewing settings and creating a new retention policy.
FIGURE 17-8: View the analytics for all teams.
Chapter 18
FIGURE 18-1: The Shifts app in Teams.
FIGURE 18-2: Setting up the time zone for a team in the Shifts app.
FIGURE 18-3: View schedules and shifts in the Teams Shifts app.
Chapter 19
FIGURE 19-1: Starting a recording of a Teams meeting.
FIGURE 19-2: Getting the direct link to the recording of a meeting.
FIGURE 19-3: Changing the background before joining a Teams meeting.
FIGURE 19-4: Adding pre-meeting notes to a meeting.
FIGURE 19-5: Click the Notes icon in the toolbar to create meeting notes.
FIGURE 19-6: Opening the whiteboard from the sharing box in a Teams meeting.
FIGURE 19-7: Sketching on a shared digital whiteboard in Teams.
Chapter 20
FIGURE 20-1: The Excel app for Teams rendering a spreadsheet.
FIGURE 20-2: The Microsoft Planner app in Teams.
FIGURE 20-3: The setup page for the Zendesk app for Teams integration.
FIGURE 20-4: The Google Analytics Insights app in Teams.
FIGURE 20-5: The product page for Microsoft Power BI.
Chapter 21
FIGURE 21-1: Copilot summarizing conversations about Microsoft Teams.
Guide
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About the Author
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Microsoft® Teams™ For Dummies®, 3rd Edition
Published by: John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030-5774, www.wiley.com
Copyright © 2025 by John Wiley & Sons, Inc. All rights reserved, including rights for text and data mining and training of artificial technologies or similar technologies.
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Published simultaneously in Canada
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Trademarks: Wiley, For Dummies, the Dummies Man logo, Dummies.com, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and may not be used without written permission. Microsoft Teams is a trademark or registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book. Microsoft Teams For Dummies®, 3rd Edition is an independent publication and is neither affiliated with, nor authorized, sponsored, or approved by, Microsoft Corporation.
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Introduction
Is it just me or does the pace of technology seem to be speeding up? It feels like just the other day when Microsoft bought Skype and transformed its Lync product into Skype for Business. Well, hold on, because Microsoft Teams has come along, and it has displaced all of them! Microsoft Teams was released only in 2017. Less than ten years later it feels like a completely new product with the introduction of Copilot, Microsoft’s AI-powered digital assistant.
Microsoft Teams is a communications, collaboration, and now AI-enabled tool that lets you chat, call, meet, and collaborate with others in real time. It is available as a free, stand-alone app that you can download from the Internet or as part of a software bundle, such as Microsoft 365. If you are ready to learn what all the hype is about with Microsoft Teams, you are in the right place.
About This Book
This book is designed to get you the information you need to use Microsoft Teams quickly and efficiently without getting bogged down in the weeds. You learn how to get up and running with Teams in just a few minutes. You then discover how to add users, create teams, and communicate and collaborate with others in real time. In addition to learning the basics of Teams, you discover many tips and tricks you need to know to get the most out of the product to facilitate remote work and learning, and even how to use Teams to stay connected to family and friends.
To make the content more accessible, the book is organized into seven parts:
Part 1
: Getting Started with Microsoft Teams
Part 2
: Exploring Chat, Teams, Channels, and Apps
Part 3
: Staying in Sync with Meetings and Conferencing
Part 4
: Taking Communication to the Next Level with Voice
Part 5
: Becoming a Microsoft Teams Administrator
Part 6
: Molding Teams to Fit Your Unique Organization
Part 7
: The Part of Tens
Each part is organized based on the way you will use Teams. For example, in Part 2, you learn about the different methods of communication available in Teams. In Part 5, you learn about Teams administration. You might need to jump straight into Teams administration if you find yourself as an “accidental admin,” or you might want to start at the beginning of the book and build up your knowledge bit by bit. The book is designed so you can read the chapters and parts in any order and jump back and forth as you explore and use Teams.
Foolish Assumptions
In this book, I assume that you have at least heard of Microsoft Teams, are interested in getting the most out of the product, and have access to a computer. In the chapter about using Teams on a mobile device, I assume you are interested in using Teams on your iOS or Android smartphone or tablet. Microsoft designed Teams from the ground up to be intuitive and easy to use, so if you have access to a computer, you should be all set.
Icons Used in This Book
Throughout this book, icons in the margins highlight certain types of valuable information that call out for your attention. Here are the icons you’ll encounter and a brief description of each.
The Tip icon marks tips (duh!) and shortcuts that you can use to make learning about Teams easier.
Remember icons mark the information that’s especially important to know. To siphon off the most important information in each chapter, just skim through these icons.
The Technical Stuff icon marks information of a highly technical nature that you can skip over if you don’t want all the technical details.
The Warning icon tells you to watch out! It marks important information that may save you headaches when getting up to speed with Teams.
Beyond the Book
As you continue to learn and work with Microsoft Teams, you may want to find shortcuts. I maintain an online cheat sheet that you can use as a quick reference to get common tasks done in Teams in a hurry. You can find this cheat sheet online by going to www.dummies.com and searching for “Microsoft Teams For Dummies Cheat Sheet” in the search box.
Where to Go from Here
Now that you know a little about this book, it is time to get started. If you are new to Microsoft Teams, then jump right into Chapter 1, where you get up and running in just a few minutes. If you already have Teams installed, then skip ahead to areas of Teams you would like to learn more about right away. If you find yourself with Teams administration tasks on your plate, then head straight to Part 5. There is no right or wrong answer to where to start when learning Teams. The best advice I can give is to just jump in and start using it to communicate with others!
Part 1
Getting Started with Microsoft Teams
IN THIS PART …
Discover what makes Teams so special and why it has surpassed SharePoint as the fastest-growing product in Microsoft’s history.
Find the Teams app online and take a quick spin around the Teams interface.
Learn the basic Teams terminology.
Get a feel for the layout and how Teams can be used across multiple devices.
Create a new team and invite others to that team.
Discover how to manage the team you created and set personalized settings for each team.
Learn what Microsoft Copilot can do when integrated with Microsoft Teams.
Chapter 1
Getting Up and Running with Microsoft Teams
IN THIS CHAPTER
Gaining a general understanding of Teams
Getting familiar with basic Teams terminology
Finding Microsoft Teams on the Internet
Figuring out where to sign up and sign in
When Microsoft Teams was first announced, the market was already filled with chat programs. Microsoft even purchased the most popular one, Skype! So why did Microsoft decide to create more software that was redundant? Well, that was several years ago, and since then, Teams has surpassed SharePoint as the fastest-growing product in Microsoft’s history.
In this chapter, you see what makes Teams so special. First, you take a quick spin around the Teams interface and learn some of the basic Teams terminology. Then, you get up and running with the Teams app in a quick tutorial that helps you find the Teams app online. After that, you find out how to sign up and sign in. Let’s get Team-ing!
Wrapping Your Head Around Microsoft Teams
Microsoft Teams is a relative newcomer to the world of business communication software. It was first announced in 2017, and when I first heard about it, I wasn’t sure what to make of it. I had been using Skype to chat with friends and family for years, and I had used Lync (later rebranded Skype for Business) for business communications. Since its announcement, Teams has been integrated with just about every product Microsoft offers and has swallowed all the features that used to make Skype for Business so great. You can make phone calls, chat, conduct meetings, share your screen, and make video calls, just to name a few of the features Teams offers.
Microsoft Teams as a communications platform, replacing Skype for Business, is nice, but that is not what has made it the fastest-growing product in Microsoft history. What makes Teams so special is that Microsoft has invested heavily in making it the face and entry point to almost all other Office services. For example, I wrote this book using Microsoft Word and could do so from right within the Teams app.
In addition to integrating with Microsoft Office, Teams also integrates with many third-party applications, as shown in Figure 1-1.
FIGURE 1-1: Some of the apps that integrate with Teams.
To be fair, the big competitor to Teams called Slack (https://slack.com), is also racing to integrate other software and be the primary business tool you use for communications and productivity. Slack had a head start — hitting the market in 2013 — and became incredibly popular very quickly. However, Microsoft had a big advantage in that so many people already used Office products, so when Microsoft integrated Office with Teams, it was an easy move for users to start using Teams. In fact, in 2020 it was announced that there are more active users of Teams now than Slack. That is a big milestone!
Don’t get me wrong; I still use Slack in my consulting business since some of my clients only use Slack and don’t use Teams. I also use other apps, such as Google Workspace (https://workspace.google.com) and Zoom (https://zoom.us). Zoom has become extremely popular for video calling, especially for groups. However, Zoom is focused on video calling and lacks the integrated capabilities needed to do effective remote work and collaboration.
Microsoft Teams is becoming the one app to rule them all in the Microsoft world. It has become the entry point for Office applications as well as other non-Microsoft software. This is the reason it has grown so quickly. If you are using Microsoft 365, you may find yourself using the integrated services through Teams instead of trying to remember how to use them independently.
TEAMS AND HYBRID WORK: A PERFECT MATCH
The COVID-19 pandemic in 2020 changed the way many people around the world work, communicate, and collaborate. Governments around the world introduced stay-at-home orders, and those workers who could work remotely were told to do so. Although working from home was not a new concept, the COVID-19 pandemic forced the arrangement on almost everyone seemingly overnight. Most organizations did not have a remote-work policy in place; pre-pandemic, managers often dealt with the issue on a case-to-case basis. However, that all changed when the pandemic hit. Any job that could be done remotely became remote-only, and workers immediately adapted to it. The pandemic may be behind us, but remote work is here to stay.
Microsoft Teams and other virtual collaboration tools helped with the work-from-home transition by helping to maintain resiliency in team dynamics. The pivot from working together in person to working together virtually was made easier. Like many others, my routine went from attending many in-person meetings to attending all virtual meetings. I found that I rarely thought about where the other person was physically located anymore. Once these tools are embraced, anyone can work from any location with the only requirement being a stable Internet connection.
Getting Familiar with Teams Terminology
Just like every other software program out there, Microsoft Teams has its own set of words. But the good news is that the list is short! Whew. Throughout this book, you explore the concepts of Teams in detail, and keeping the terminology in Teams straight can be a challenge. For example, you may eventually find yourself inviting one of your teammates to your Teams team. Or asking what Teams team your coworker is talking about. Once you get used to it, the terminology will seem normal.
To get a jump on the terms, here are some quick definitions:
Teams:
Use the term
Teams
(uppercased) to refer to the product itself.
Team:
A
team
(lowercase) is a group of users. You can specify settings for teams and have multiple teams within Microsoft Teams. For example, you may want to create a team for accounting, a team for legal, and another team for external contacts.
Channel:
A
channel
is a group chat within a team. A team can have multiple group chats with the idea being that you can create a chat for different topics.
Chapter 5
covers how to send chat messages to others on your team via channels.
Thread:
A
thread
is a specific topic of discussion within a channel. For example, one person may start a new thread in the channel, and then others can reply to that thread. You can have multiple threads going in a channel at the same time.
External/guest user:
An
external
or
guest user
is a user who is not part of your organization. For example, you may be a consultant and need to communicate with the company’s accountant. You can invite that person as a guest user to your team. For a look at working with people outside your organization, see
Chapter 8
.
There are, of course, many more terms that you will become familiar with as you continue on your Teams journey, but these are the basic terms to get you started. Once you get familiar with the relationship between Teams, a team, a channel, and a thread, you have all the knowledge you need to dive in further and get productive.
Getting Started with the Teams App
Now that you have an idea of what makes Microsoft Teams a useful tool for online collaboration and communication and got a glimpse at some of the Teams terminology, it’s time to dive in and take a look at the app for yourself.
Microsoft Teams is available either as a free, stand-alone app that you can download from the Internet or as part of a bundle of software, such as Microsoft 365. The free, no-commitment version of Teams offers features such as unlimited messages and search capabilities, 10GB of shared storage across the app, and audio and video calls between members.
The more robust version of Teams is available through a subscription to Microsoft 365 and provides all of those features as well as a whole host of others, including 1TB of storage per organization, Exchange email hosting, access to OneDrive, SharePoint, and other Microsoft 365 services, enhanced security features, and 24/7 phone and web support among other administrative tools. A snapshot of the various Teams versions is shown in Figure 1-2. More details can be found at www.microsoft.com/en-us/microsoft-teams/compare-microsoft-teams-options.
FIGURE 1-2: Teams comes in many different flavors depending on your needs.
Getting Teams for free
You can sign up for Teams for free without buying the Microsoft 365 bundle. You won’t get all the integrations and benefits Microsoft 365 provides, but you will get Teams.
To sign up for the free version of Microsoft Teams, follow these steps:
Open your favorite web browser and go to
https://www.microsoft.com/en-us/microsoft-teams/free
.
Click the Sign Up For Free button.
Enter your email address and click Next.
If this is the first time you are using a Microsoft service, you will need to create an account and verify your email address. Click to create a new account. A code will be sent to your email address, and you will be asked to enter it.
Enter your existing Microsoft account password and click Sign in.
Once you verify your account (or sign in with your existing account), you will see a Welcome to Teams screen, as shown in Figure 1-3.
Congratulations! You are now using Microsoft Teams for free.
FIGURE 1-3: Getting started with the web-based version of Teams.
From the web-based version, you have the option to download the desktop app or the mobile version of the app. I cover installing the Teams client on a desktop in Chapter 2 and installing it on a mobile device in Chapter 7.
When you invite guest users to your Teams channel, they will go through a process similar to the one you just went through to sign in to Teams. However, instead of having to navigate to the Microsoft Teams website, they will get an email inviting them to join your Teams channel. External access is a popular topic; it is covered in depth in Chapter 8.
I have found the value of Teams comes from how it integrates and works with other Microsoft software, such as Office. For this reason, I recommend using Teams with Microsoft 365 instead of as a stand-alone free messaging app like What’s App, Messenger, or Viber. I talk about accessing Teams through these subscription-based services next.
Getting Teams through Microsoft 365
Another way to sign up for Teams is by signing up for a Microsoft 365 subscription. Microsoft 365 offers a free trial, so you can get started with it without having to pay upfront. Here’s how:
Open your favorite web browser and navigate to
www.office.com
.
Click the Get Microsoft 365 button, as shown inFigure 1-4.
To get Teams, you will need a business plan subscription. (The personal plans do not include Teams.)
Click the For Business tab to see the available business plans, as shown inFigure 1-5.
You can choose between the Microsoft 365 Business Basic plan or the Microsoft 365 Business Standard plan, which includes the latest Microsoft clients like Word, Excel, Outlook, and PowerPoint. For this example, I chose the Microsoft 365 Business Premium plan.
Scroll to the bottom of the page and click the “Try free for 1 month” link under the Microsoft 365 Business Premium plan.
Provide the requested information and walk through the setup wizard to get up and running with Microsoft 365.
Note that you can use your name as a business name and choose that your business size is 1 person. Next, you will be asked to choose a domain name that is <your choice>.onmicrosoft.com. This is your Microsoft 365 domain. In this example, I chose teamsfd.onmicrosoft.com for the domain. You can always add a custom domain later down the road if you prefer. For example, I could connect teamsfordummies.com to our Microsoft 365 account and get email there, too.
Once you have filled out the information, your free trial will be created. This can take a few minutes, so be patient.
Click the Get Started button.
A tutorial walks you through adding a domain and additional users. Once you walk through the setup, you are presented with your Microsoft 365 dashboard where you see a quick tutorial. After the tutorial, you are presented with the Microsoft 365 main landing page.
Congratulations! You are now up and running with Microsoft 365 and Microsoft Teams.
FIGURE 1-4: The main office.com landing page.
You can always get back to your Microsoft365 dashboard by opening your web browser, going to www.office.com, and logging in with the username and password you created.
FIGURE 1-5: Choosing a Microsoft 365 Business plan.
Chapter 2
Navigating Microsoft Teams
IN THIS CHAPTER
Understanding options for using Teams
Installing the Teams app
Becoming familiar with the Teams interface
Learning how Teams can be used across devices
Opening Microsoft Teams for the first time may feel overwhelming. One reason for this is that Microsoft routinely adds and improves features, and Microsoft Copilot — Microsoft’s artificial intelligence (AI) powered assistant — is the biggest one yet. All this useful stuff is nice when you need it but may feel overwhelming when you first start to use it.
In this chapter, you discover how to navigate the Teams app. You download, install, and open the app on your computer and then get a feel for the layout and how to navigate through the interface. You also look at how Teams can be used across multiple devices.
