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- Herausgeber: John Wiley & Sons
- Kategorie: Wissenschaft und neue Technologien
- Serie: Teach Yourself VISUALLY (Tech)
- Sprache: Englisch
Discover the power of Microsoft Teams with this intuitive and timely new guide
Microsoft Teams is unlocking the potential of remote work and virtual meetings at a time when they couldn’t be more necessary. Its feature-rich interface and ease-of-use promise to bring your team together—as long as you can harness its full suite of capabilities.
In Teach Yourself VISUALLY Microsoft Teams, Microsoft experts and authors Matt Wade and Sven Seidenberg turn their years of engineering and IT experience loose on the virtual collaboration software now used by over one hundred million people across the globe. Using the book’s huge collection of vibrant and full-sized images and walkthroughs, you’ll see exactly what you need to do in order to:
- Realize the key benefits of Teams by using its messaging and video-conferencing capabilities to stay connected with your colleagues
- Manage multiple teams and channels to use Teams across your organization
- Extend the functionality of Teams by using additional apps and add-ons
- Learn valuable tips, best practices, and work-arounds to make the most of and avoid the landmines in Teams
Sie lesen das E-Book in den Legimi-Apps auf:
Seitenzahl: 377
Veröffentlichungsjahr: 2021
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Copyright © 2021 by John Wiley & Sons, Inc. All rights reserved.
Published by John Wiley & Sons, Inc., Hoboken, New Jersey.
Published simultaneously in Canada.
No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning, or otherwise, except as permitted under Section 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, Inc., 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 750-4470, or on the web at www.copyright.com. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http://www.wiley.com/go/permission.
Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic formats. For more information about Wiley products, visit our web site at www.wiley.com.
Library of Congress Control Number: 2021936874
ISBN: 978-1-119-77254-5
ISBN: 978-1-119-77256-9 (ebk)
ISBN: 978-1-119-77255-2 (ebk)
Trademark
WILEY and the Wiley logo are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates, in the United States and other countries, and may not be used without written permission. Microsoft Teams is a 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.
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: WHILE THE PUBLISHER AND AUTHOR HAVE USED THEIR BEST EFFORTS IN PREPARING THIS BOOK, THEY MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS BOOK AND SPECIFICALLY DISCLAIM ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES REPRESENTATIVES OR WRITTEN SALES MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR YOUR SITUATION. YOU SHOULD CONSULT WITH A PROFESSIONAL WHERE APPROPRIATE. NEITHER THE PUBLISHER NOR AUTHOR SHALL BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER COMMERCIAL DAMAGES, INCLUDING BUT NOT LIMITED TO SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR OTHER DAMAGES.
For general information on our other products and services or for technical support, please contact our Customer Care Department within the United States at (800) 762-2974, outside the United States at (317) 572-3993 or fax (317) 572-4002.
Cover image(s): © Getty ImagesCover design: Wiley
About the Authors
Matt Wade is a three-time Microsoft MVP, international speaker, and civil engineer-turned-IT nerd. His career began designing mechanical systems for the nuclear power industry. SharePoint 2007 rolled out soon after, and he leveraged it to organize design documents, contracts, and drawings dating back decades; for better or worse, a new power user and adoption specialist was born. He next spent a couple years in the US Virgin Islands, where he led his organization’s migration from SharePoint 2013 to SharePoint Online. He took the opportunity to document his experiences, starting the blog icansharepoint.com and speaking at SharePoint and Office 365 industry conferences. After a couple years in paradise, he moved to Northern Virginia to consult, and around that time, he cofounded jumpto365, Inc., with Niels Gregers Johansen, offering popular infographics, blog posts, and videos on making the most of Microsoft 365 and especially Microsoft Teams. Today he consults internationally on Microsoft 365 adoption and training, especially within Microsoft Teams. He lives in upstate New York with his girlfriend.
Sven Seidenberg is a Microsoft 365 advocate and Microsoft Teams geek. He started in internal sales for network products and had his first contact with Office 365 during his studies. A few months and a dozen of read blog posts and documentations later, he started his first projects. During his first visit to the European Collaboration Summit in Wiesbaden, he fell in love with the Microsoft community and started cultivating his own blog. Sven speaks at various events and blogs for different publications as a guest writer. He consults with various organizations to develop procedures and best practices on how Microsoft 365 apps and services can best help them work more productively and efficiently. He enjoys helping teams get tedious tasks done faster and automating them completely using the Microsoft 365 apps and services. Sven lives with his girlfriend in Germany and works as a Microsoft 365 consultant.
Authors’ Acknowledgments
This book would not have been possible without the help and support of a small army of people.
Many thanks to Michelle Gilbert at Microsoft for her detailed technical review, and to Laurie Pottmeyer and Stephen Rose at Microsoft for their input, sanity checks, and support.
Our appreciation to the team at Wiley for helping two first-time authors through the publishing process. That includes Ken Brown, Christine O’Connor, John Sleeva, Barath Kumar Rajasekaran, and Kim Wimpsett.
You’ll come across incredible artwork in the book from time to time. This is thanks to Challee Blackwelder and her team at AvePoint. Our appreciation also goes to Dux Raymond Sy at AvePoint for providing access to such a brilliant resource.
We aimed for high production value with our meetings chapters and must recognize the special guests who took valuable time out of a Friday evening to be screenshotted to the extreme without knowing what they’d ultimately look like in print. Specifically, thanks to Tristian Hannah, Mikkel Johansen, Niels Gregers Johansen, Tom Kenna, Courtney Moore, and Andrea Swank. We would be remiss to not acknowledge our feline keynote speakers: Nermal, Tiger, and especially Sneezy, who was lost to cancer soon after recording. He was the best boi.
—Matt and Sven
I could not have completed this work without the support and flat-out tolerance of my girlfriend, Courtney, not to mention her input and open ear for a vent session … or 10. And I of course would not be where I am today without my family.
Susan Hanley and Dan Holme get all my appreciation for tipping the first domino and introducing me to The Best Community in Tech™ in the first place. Marc Anderson and Niels Gregers Johansen, thank you both for your friendship and for the expert mentorship that has built my confidence to a level where I felt I could do this.
Lastly, my appreciation to Sven Seidenberg for digging me out of a deep hole.
—Matt
I would like to thank Matt Wade, who, after my first visit to a Microsoft community event and some half-baked posts on LinkedIn, took me by the hand and opened up so many opportunities that I cannot list them here.
I couldn’t have written this book without my girlfriend, Anna, who had my back and gave me time that I hope we can make up soon.
—Sven
How to Use This Book
Who This Book Is For
This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.
The Conventions in This Book
Steps
This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.
Notes
Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross reference to a related area of the book.
Icons and Buttons
Icons and buttons show you exactly what you need to click to perform a step.
Tips
Tips offer additional information, including warnings and shortcuts.
Bold
Bold type shows command names, options, and text or numbers you must type.
Italics
Italic type introduces and defines a new term.
Teach Yourself VISUALLY™ Microsoft Teams™
Table of Contents
Cover
Title Page
Copyright
About the Authors
Foreword
Chapter 1: Getting Started with Teams
Log into Teams
Install the Desktop App
Modify Your Personal Settings
Switch Between Dark Mode and Light Mode
Add or Update Your Profile Photo
Access and Manage Your Saved Messages
Access a List of Keyboard Shortcuts
Set Up and Manage Your Video and Audio Devices
View a Person’s Contact Card
View the Organization Chart
Switch Between Organizations as a Guest
Leave an Organization as a Guest
Log Out of Teams
Chapter 2: Notifications and the Activity Feed
Navigate the Activity Feed
Filter the Activity Feed by Notification Type
Set Your Status
Set Your Status Message
Enable Do Not Disturb
Manage Priority Access
Customize Your Notifications on the Desktop App
Customize Your Notifications on the Mobile App
Enable Quiet Hours on Mobile
Chapter 3: The Files App
Navigate the Files App
Add Outside Cloud Storage Locations
Chapter 4: Search and Search Box Features
Search in Teams
Use Microsoft Search
Search Tricks in Teams
Use Hashtags
Slash Commands
Chapter 5: Apps, Tabs, and Connectors
Overview and Using the App Store
Install an App from the App Store
Pin an App to the App Bar
Add a Tab to a Private Chat
Add a Tab to a Channel
Make an Office File a Tab
Make a PDF File a Tab
Add a SharePoint Page as a Tab
Add a SharePoint Document Library as a Tab
Add a Website as a Tab
Add a Team (Channel) Calendar
Send a File for Approval
Respond to an Approval Request
Add a Poll to a Conversation
Chapter 6: Private Chat
Start a Chat with Someone in Your Organization
Start a Chat with a Teams User Outside Your Organization
Start a Chat with a Skype for Business or Skype Consumer User Outside Your Organization
Add Someone to an Ongoing Chat
Rename a Chat
Format Your Chat Message
@mention an Individual
Mark Your Chat Message as Important
Mark Your Chat Message as Urgent
Add an Emoji, GIF, Sticker, or Meme to Your Chat Message
Send Praise to Someone in Your Chat Message
Edit a Chat Message
Like or React to a Chat Message
Save a Chat Message
Delete a Chat Message
Mark a Chat Message as Read or Unread
Share a Chat Message to Outlook
Translate a Chat Message
Mute a Chat
Pin a Chat
Pop Out a Chat in a New Window
Leave a Group Chat
Delete or Hide a Chat
Turn Chat Read Receipts On or Off
Filter Your Chat Listing by Person, Read Status, and More
Send a Quoted Reply
Create a Buddy List of Important Contacts
Chapter 7: Files in a Private Chat
Share Files in a Private Chat
Set Permissions of a File in a Private Chat
Change Permissions of a File in a Private Chat
Access Shared Files in a Private Chat
Delete Files in a Private Chat
Chapter 8: Teams
Understanding a Team
Create a Team from Scratch
Create a Team from a Template
Create a Team from an Existing SharePoint Online Team Site
Create a Team from an Existing Microsoft 365 Group
Search for a Team to Join
Edit a Team Name and Description
Edit Your Team Settings
Add Internal People to Your Team by Invitation
Add External Guests to Your Team by Invitation
Remove People from a Team
Accept Pending Join Requests for a Team
Add People to a Team Using a Join Code
Share a Team Using a Link
Limit Who Can @mention Teams and Channels
Create a Teams Tag
Leave a Team
Archive a Team
Delete a Team
Hide a Team
Chapter 9: Channels
Create a Standard Channel
Create a Private Channel
Add People to a Private Channel
Manage Private Channel Owners
Edit a Channel Name and Description
Manage a Channel
Delete a Channel
Restore a Deleted Channel
Set Channel Notifications
Pin a Channel
Moderate a Channel
Share a Link to a Channel
Send an Email to a Channel
Share an Email from Outlook to Teams
Email a Channel vs. Share to a Channel
Silence a Channel
Hide a Channel
Leave a Channel
Follow a Channel
Chapter 10: Channel Conversations
The Case for Conversations Over Email
Create a Standard Channel Conversation
Create a Multichannel Conversation
Create an Announcement
Reply to a Channel Conversation
Set Who Can Reply to Your Channel Conversation
Format Your Channel Message
Add a Subject to a New Channel Conversation
@mention an Individual, Channel, or Team
Mark Your Channel Message as Important
Add an Emoji, GIF, Sticker, or Meme to Your Channel Message
Send Praise to Someone in Your Channel Message
Edit a Channel Message
Like or React to a Channel Message
Save a Channel Message
Delete a Channel Message
Delete an Entire Channel Conversation
Mark a Channel Message as Read or Unread
Get the Link to a Channel Message
Share a Channel Conversation to Outlook
Translate a Channel Message
Pin a Channel Conversation
Silence a Channel Conversation
Chapter 11: Files in a Team
Understanding Files in a Team
Create a File in a Team
Upload Files to a Team
Upload Folders to a Team
Attach Files to a Channel Conversation
Rename a File in a Team
Open and Edit Office Files in Teams or the Desktop App
Co-author Office Files
Pin Files and Folders to the Top of the Tab
Sort, Filter, and Group Files into Views
View Your Files in List or Tile View
Sync Files to Your Desktop
Sync Files to Your Smartphone or Tablet
Share a Link to an Existing File or Folder with a Team Member
Add a File to a Channel Conversation
Start a Conversation Based on a File
Move or Copy Files Between Teams, SharePoint, or OneDrive
Download a File
Check Files In and Out
Delete a File or Folder
Understanding Files in Private Channels
Open Your Team’s Files in SharePoint
Revert to a Previous Version of a File
Restore a Deleted File or Folder
Share a File Externally
Chapter 12: Calling and Voicemail
The Calls App
Set Up Your Voicemail
Check Your Voicemail
Call a Teams User in Your Organization or an External Guest
Call a Teams User Outside Your Organization
Call a Skype for Business or Skype Consumer User Outside Your Organization
Dial an Outside Phone Number
Chapter 13: Planning a Meeting
Start a
Meet Now
Meeting from a Private Chat
Start a
Meet Now
Meeting from Your Calendar
Start a
Meet Now
Meeting from a Channel
Schedule a Meeting with Internal and/or External Attendees
Schedule a Meeting from an Ongoing Private Chat
Schedule a Meeting from Outlook
Schedule a Channel Meeting
Understanding Channel Meetings
Find the Right Meeting Time
Chat with Meeting Participants Before the Meeting
Manage Meeting Options
Change Who Can Bypass the Lobby
Assign Meeting Roles
Set Whether Attendees Can Unmute Themselves (Hard Mute)
Set Whether the Meeting Chat Is Enabled
Include a Dial-in Number with a Meeting Invitation
Update a Scheduled Meeting
RSVP to a Meeting
Chapter 14: Joining a Meeting
Join from Teams
Join from Outlook
Join from a Link or Email Invitation
Join from a Telephone or Smartphone
Select Your Audio and Video Devices
Set Your Video Background
Add a Room to a Meeting When Joining
Chapter 15: During a Meeting
Change Your Meeting View and Layout
Pin a Participant
Spotlight a Participant
Record a Meeting
Let People in from the Meeting Lobby
Add People to an Ongoing Meeting
Mute Yourself
Mute Someone Else
Mute Everyone in the Meeting
Force All Attendees to Stay on Mute (Hard Mute)
Turn Your Video On or Off
Set Background Blur or a Background Image
Raise Your Hand
React During a Meeting
Share Your Screen During a Meeting
Share a Single Window During a Meeting
Present a PowerPoint Slide Deck During a Meeting (PowerPoint Live)
Share the Meeting Whiteboard During a Meeting
Share Your Video and Content Side by Side
Share Files During a Meeting
Share a Poll During a Meeting
Enable Live Captions or Transcription
Use the Meeting Chat
Change Meeting Roles
Take Meeting Notes
Change Your Audio and Video Devices
Turn Off Incoming Video to Improve Your Connection
Transfer a Meeting or Call from Desktop to Mobile
Remove a Participant from a Meeting
Manage Meeting Options During a Meeting
Meeting Settings Best Practices
Chapter 16: Meeting Breakout Rooms
Create Breakout Rooms
Assign or Switch Participants Between Breakout Rooms
Rename Breakout Rooms
Add a Breakout Room
Delete a Breakout Room
Set Participants to Join Breakout Rooms Automatically
Open Breakout Rooms
Allow Participants to Return to the Main Meeting
Set a Time Limit for Breakout Rooms
Send an Announcement to All Breakout Rooms
Join a Breakout Room as the Organizer
View Breakout Room Chat Without Joining the Breakout Room
Record Breakout Rooms
Send a Chat Message to the Organizer as a Breakout Room Attendee
Close One or All Breakout Rooms
Chapter 17: Closing a Meeting
Leave or End a Meeting
Access the Meeting Recap
Download the Attendance Report
Access and Share the Meeting Recording
Download the Meeting Transcript
Use the Meeting Chat After the Meeting
Index
End User License Agreement
Guide
Cover
Title Page
Copyright
Table of Contents
Begin Reading
Index
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Foreword
Since Microsoft Teams was announced to the world in 2016, a lot has changed. But one thing that has not changed is the profound need to stay connected to one another and to collaborate closely in an ever-changing world. Now, more than ever, we require virtual tools that allow for human connection. Though nothing will replace in-person interactions, Teams strives to bring features and functionality that simulate in-person experiences with goals of decreasing meeting fatigue and increasing engagement.
Throughout 2020, we saw tremendous growth due to the global pandemic, which required an enormous amount of pivoting for customers, partners, and the Teams engineering team. Educational and financial institutions, manufacturers, healthcare facilities, and first-line workers around the world learned to survive virtually. Partners sprung into action helping organizations roll out Microsoft Teams, and the engineering team changed course to prioritize features suddenly required for this new world. Over six months, Teams increased usage by more than 50 percent to 115 million daily active users (between March and October 2020). The reality is, to get the most out of Teams, organizations need to have an organized, strategic roll-out plan taking into consideration their own use cases and focusing on governance and compliance. The same organizations that were forced to a virtual environment overnight can now circle back to capitalize on the investment and prepare for a time where we are living and working in a hybrid environment.
I like to say, you can show someone how Teams works, and it’s nice and bright and shiny—enough to make even the least technical person say, “Wow, that’s pretty awesome”—but until users really see how it can be used in their daily workflow, they won’t make the leap. Matt and Sven—two of the most knowledgeable Teams experts I know—have extensive experience in rolling out Teams with a variety of global customers across multiple verticals, and they focus on the detailed technical implementation and ongoing management, the opportunities to use Teams as a platform, and adoption best practices and practical guidance based on real-world examples. They share how to facilitate a technically sound deployment while getting users excited to use Teams. And you’re going to get all that and more in this book.
I first met Matt a few years ago at Microsoft Ignite—our annual flagship international tech conference—through the various Microsoft MVP interactions we had and immediately saw the passion he had for M365 and Teams. He is often one of the first to provide product feedback to the engineering team based on his customer deployments and always the first to spin up a conversation around the user experience. I started seeing Sven on LinkedIn, and I was immediately interested in the “fun” element he prioritizes for creating excitement around user adoption. We’ve never met in person, but that doesn’t mean work within our community doesn’t make its way around the world. That’s the great thing about this community: Two strangers meet—in person or digitally—because of a shared passion for technology. They share stories, they debate best practices, and they come together to share those experiences with you. I have no doubt you’ll find value in the information in the pages ahead.
Laurie PottmeyerSenior Program Manager,Microsoft Teams Engineering Community Lead
CHAPTER 1
Getting Started with Teams
Communicating, collaborating, and meeting in Microsoft Teams represents a paradigm shift from having to bounce between multiple apps to get work done and attaching files that quickly become outdated to email threads that find themselves almost unreadably ugly and complex as they branch off into side conversations. Teams is a new way to do work. Getting started in Teams is easy. Just make sure to have your work or school account email address and password. Some actions in this chapter may require an IT admin to perform, so don’t sweat it if you can’t do it yourself.
Log into Teams
Install the Desktop App
Modify Your Personal Settings
Switch Between Dark Mode and Light Mode
Add or Update Your Profile Photo
Access and Manage Your Saved Messages
Access a List of Keyboard Shortcuts
Set Up and Manage Your Video and Audio Devices
View a Person’s Contact Card
View the Organization Chart
Switch Between Organizations as a Guest
Leave an Organization as a Guest
Log Out of Teams
Log into Teams
Almost anything you want to do in Teams you can do through the browser version of Teams (known as the web app). There are some upsides to using the web app: It’s quicker and uses less memory on your computer; you can have multiple Teams, files, and guest accounts open at once; and you can log into it from pretty much any computer, which is helpful when you’re on the go. That said, there are key features you will not get in the web app, especially during online meetings. The desktop app is generally a better, more full experience. However, when you need it, the web app is there for you.
The Teams desktop app provides the richest experience of all the options when it comes to using Teams. You’ll get all the features in your online meetings, native notifications in Windows and macOS, as well as some other key benefits. That said, and to be candid, the Teams desktop app can be a resource hog. If you find that your computer is overheating or slowing down, try closing the Teams app and using the web app instead. Otherwise, enjoy everything that comes with the desktop app. If you do not have the app installed, see the next section, “Install the Desktop App.”
One of the best aspects of Teams is the ability to hop between the desktop and mobile version with ease. Most of the features you use regularly on the desktop are available in some way on your favorite iOS, iPadOS, and Android devices. Bring chat, files, teams, meetings, and more on the go with the full-featured mobile app. In this section, we are using iOS as the example, but the setup should be similar on iPadOS and Android.
Log into the Web App
Log into the Web App
Open your favorite web browser and browse to https://teams.microsoft.com.
Note: While other browsers are supported, you will have the best experience in Microsoft Edge or Google Chrome.
Enter your work or school email address and click Next.
Enter your password and click Sign in.
Note: Once the system recognizes your email address, a logo and background image representing the organization you are connecting to should appear, letting you know that you are logging into the right place.
You may be asked whether you want to stay signed in. Select the appropriate response. If you are on a public computer (e.g., at a hotel or library), always say no.
Your browser may ask if you want to save your username and password. Select the appropriate response. If you are on a public computer (e.g., at a hotel or library), always say no.
The Teams app should load.
You can jump to other Microsoft 365 apps by clicking the app launcher () or “waffle” in the top-left corner.
If you are using Microsoft Edge, you can sign into the browser with your email address and password, and it will automatically sign you in to Microsoft apps and services.
Log into the Desktop App
Log into the Desktop App
Open the Teams desktop app. On Windows, open the Start menu and search Teams. On macOS, open the Applications folder and open Microsoft Teams.
In the sign-in window, select an existing account or enter a new email address to use, and then click Sign in.
Enter your password and click Sign in.
Note: Once the system recognizes your email address, a logo and background image representing your organization should appear, letting you know that you are logging into the right place.
Note: You may be asked whether you want to stay signed in. Select the appropriate response.
The Teams app should load.
Log into the Mobile App
Log into the Mobile App
If you have not installed Teams on your mobile device, make sure to do so. On Android, install Teams from the Google Play Store; on iOS and iPadOS, install Teams from the App Store.
Note: You may need the Microsoft Authenticator app to gain access to Teams on mobile devices. You can download it from either the Google Play Store (Android) or the App Store (iOS and iPadOS).
Tap the Teams icon () to open the app.
Provide your work or school email address and tap Sign in.
You may be brought to the Microsoft Authenticator app. If so, provide your password and tap Sign in.
You should be returned to the Teams app. Tap any of the apps in the app bar at the bottom to show your content.
TIP
Can I log into multiple Teams accounts?
Not at once, no. At least not in the desktop app. You can sign into additional accounts and be a guest in multiple other organizations; however, you can access only one account or guest organization at a time. One way around this is to have the Teams desktop app open to your primary account and open the other accounts or guest orgs in the web app, using browser profiles.
TIP
Can I open and edit files from Teams on my mobile device?
Definitely. However, editing files does not take place in the Teams app itself. In addition to installing Teams, you should consider installing Word, Excel, PowerPoint, OneNote, Office, OneDrive, SharePoint, and Stream so that you can open (and edit, when applicable) various files in their native apps. Do this when you are connected to Wi-Fi and before you actually need the apps to use them. Setting up apps on the fly is no fun.
Install the Desktop App
You will get the most out of Teams by using the desktop app. If you do not already have Teams installed on your computer, you can download a native app for either Windows or macOS. Keep in mind that most work and school devices will likely already have Teams installed, so check the app listing on your computer before downloading and installing. Installing also may require an admin to approve, so be prepared to reach out to your IT team if necessary. There are a few ways to do this; this option will always work.
Install the Desktop App
Open the Teams web app (see the previous section “Log into the Web App”).
Click Settings and more (⋯) in the top-right corner.
Click Download the desktop app.
In the top-right of your browser, click ⋯ or ⋮ to open the menu, and then click Downloads.
Click the downloaded Teams installation file.
Follow the prompts until the file has been installed and Teams is available on your device.
Note: Step 6 may require an admin password to complete. Be sure to reach out to your IT team for support if you need it.
Modify Your Personal Settings
Teams offers a ton of ways to customize your experience, including dark mode, notification preferences, device settings, privacy settings, read receipts, who can contact you even when you are in do not disturb mode, quiet hours, and more.
Modify Your Personal Settings
Click Settings and more (⋯) in the top-right corner.
Click Settings.
Thumb through the options you have here, especially the Notifications settings. Your Teams experience can be highly personal and specific to you if you put a little time and research into it.
Click to close the Settings pane.
Switch Between Dark Mode and Light Mode
With dark mode being as popular as it is, Teams naturally offers a more muted and less-offensive-to-the-eye-during-later-hours view of the app. You can also enable high-contrast mode if you require that for better visibility. Toggle between these modes as the need suits you.
Switch Between Dark Mode and Light Mode
Click Settings and more (⋯) in the top-right corner.
Click Settings.
Under Theme, select Default, Dark, or High contrast.
Click to close the Settings pane.
Note: Teams is now in the mode of your choice. (Dark mode is shown here.)
Add or Update Your Profile Photo
Your profile photo is an opportunity to represent yourself to all your colleagues. Without it, you just show up as two letters, which doesn’t give anybody much information. And frankly, your colleagues have the right to know who they’re working with, so you should not go without a profile photo ever.
When uploading a photo, make sure it’s a clear headshot of you, cropped tightly, lit well, and where your face stands out from the background. Never use a photo of you with someone else (including a spouse or child), your pet, or a favorite character. Again, your colleagues deserve to know who they are working with; your profile photo is actually serious business.
Add or Update Your Profile Photo
Click your profile photo or initials in the top-right corner.
Click your photo or initials.
Note: Some IT admins disable the ability to change your own photo. Reach out to your IT team for help if you cannot complete this step.
Click Upload picture.
Note: Your photo must be smaller than 4 MB.
Select the photo you want to use from your computer.
Note: Your photo should be cropped square (or as close to square as possible) before you upload.
Confirm that you are happy with the look, and then click Save.
Note: This changes your profile photo throughout Microsoft 365 and may take some time to work its way into all apps.
Access and Manage Your Saved Messages
If you are a fan of flagging emails, then you will love saving messages in Teams. Saved messages—either in private chat or in a channel conversation—are kept in a central spot for you so that you can view and manage them later at your convenience.
Access and Manage Your Saved Messages
Click your profile photo or initials in the top-right corner.
Click Saved.
From the rail, select the message you want to view. It will load in the main area.
Note: Saved messages are listed chronologically, newest on top. You cannot reorder them.
To remove a saved message from your list, click Unsave this message ().
Access a List of Keyboard Shortcuts
Plenty of people live on keyboard shortcuts, such as Ctrl + C and ⌘ + V. Teams has a slew of keyboard shortcuts, some of which align with the standard ones in Windows and macOS and others that are specific to Teams itself.
Access a List of Keyboard Shortcuts
In the Teams search box, type the slash command /keys.
Note: For more information about slash commands in Teams, see the section “Slash Commands” in Chapter 4.
A lengthy list of shortcuts will appear. Check on this every so often; new shortcuts pop up from time to time.
Note: Shortcuts are generally the same between Windows and macOS. Just use the Ctrl or ⌘ key, respectively.
Click to close the pane.
Set Up and Manage Your Video and Audio Devices
Before you start taking part in meetings for the first time—or any time you plan to use a new audio or video device—you should make sure your devices are set up properly. It is an easy step to avoid anxiety or embarrassment the first time you hop into a meeting and find something is not working properly. As with most things, a little time spent early on can save time and frustration later.
Set Up and Manage Your Video and Audio Devices
Click Settings and more (⋯) in the top-right corner.
Click Settings.
Click Devices.
Under Audio devices, select the speaker and microphone you want to use.
Under Noise suppression, select how aggressively you want background noise to be removed. Auto (Default) is likely best to start with.
Under Camera, select which webcam you want to use (if you have multiple).
Click Make a test call and run through the steps to confirm your audio and video devices are working as expected.
Note: Teams will remember these settings for your next call or meeting. You can always change your device settings when joining or during a meeting.
View a Person’s Contact Card
Every person in Teams has a list of contact information that is easily accessible to you so you can find their job title, office location, phone number, and more personal details.
View a Person’s Contact Card
Hover over the profile photo or initials of a colleague.
The contact card lists photo, name, title, email address, phone number, department, and sometimes additional content from your organization.
To send a quick private chat, enter a message in the text box and click Send ().
To start a new private chat or open the ongoing chat with this person, click Chat ().
To start a new email to this person, click Email ().
To see this person in the organization chart, click View organization ().
Note: See the next section in this chapter for further details on the organization chart.
To start a video call with this person, click Video call ().
To start an audio call with this person, click Audio call ().
View the Organization Chart
Teams offers one of the best visual organization charts in Microsoft 365, but it is not the most obvious feature to find. Presuming your system has been set up so that everyone has a manager listed in their contact card, the org chart should automatically populate who reports to whom so that you can get a clear overview of the hierarchy of your organization.
View the Organization Chart
Hover over the profile photo or initials of a colleague.
In the contact card, click View organization ().
The org chart showing the hierarchy above and below that person will display. Click any person’s card to expand it and take action (e.g., send a chat or email or start a call).
Switch Between Organizations as a Guest
A major feature benefit of Teams is the ability to be a guest in someone else’s Teams system. Guests can take part in private chats and Teams in that system. However, you do have to switch between your guest accounts to check in on those orgs from time to time.
You will not be a guest in another system unless you have explicitly been invited by someone to a Team and you have accepted that invitation. After that, you can be included in conversations with people who are in any Team you are in, and other Team owners can add you to their Team as a guest.
Switch Between Organizations as a Guest
Click your profile photo or initials in the top-right corner.
Select the organization you want to switch to. The other org’s list of Teams should load.
Note: To switch back to your home account, follow steps 1 to 2 and select your organization.
Leave an Organization as a Guest
Once you are done working as a guest in another organization’s Team, you will likely want to remove that organization from your accounts and orgs list. This is a complex process for a simple goal, and Microsoft is working on a simplified process in the future. If these steps do not work for you, you should reach out to your IT team or do some research online for the current steps.
Leave an Organization as a Guest
In your favorite browser, browse to https://myapps.microsoft.com and log in with your work or school account.
Click your profile photo or initials in the top-right corner.
Click More Options (⋯).
Click Leave new experience.
Click your profile photo or initials in the top-right corner (again).
Next to Organizations, click Settings ().
Next to the organization you want to leave, click Sign in to leave organization.
Note: If the link says Leave organization, skip to step 10.
Sign in with your work or school account if requested.
Click Back in your browser.
Next to the organization you just signed into, click Leave organization.
Click Leave.
In the confirmation pane, click OK. Close your browser tab or window.
TIP
Why do I still see the organization listed in my Accounts & orgs list?
Microsoft’s confirmation page says your removal from that org will take “a few minutes to take effect.” While that’s accurate when it comes to permissions (you will not be able to access anything in that org after a few minutes), it does not mean you will not still see evidence of that org for a while. Empirical testing has shown the org will show in your Teams listing for upward of 48 hours. Additionally, the org will remain indefinitely if you do not sign out of the Teams app and sign back in. It apparently needs a refresh, which only logging out can accomplish. This applies to both the desktop and mobile apps.
Log Out of Teams
Once you are done with the Teams app on the desktop (either the desktop app or in the browser), you might want to log out to end your session and keep someone else from using it. This is especially useful when you are accessing Teams on a public computer (e.g., a hotel or library). Always make sure to log out when using public devices.
Once you have finished using Teams on your mobile device, you will want to log out of it. Logging out is also useful when you are getting a new phone or tablet or letting someone else use the device. In this section, we are using iOS as the example, but the experience should be similar on iPadOS and Android.
Log Out of the Web or Desktop App
From the Teams web or desktop app, click your profile photo or initials in the top-right corner.
Click Sign out.
In the web app, if requested, confirm which account to sign out of. You should receive a confirmation you were signed out.
In the desktop app, the app will close and reopen to the sign-in screen.
Note: Signing out of the web app also signs you out of Microsoft 365 entirely in that browser.
Log Out of the Mobile App
From the Teams mobile app, tap the hamburger menu ().
Note: Yep, that’s what those three lines are called, a hamburger menu.
Tap Settings.
Tap Sign out [your email address].
Tap Sign out to confirm.
Note: You can now sign in with a different account or close the app.
