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Microsoft Teams 101

Microsoft Teams is part of the Microsoft 365 (formerly Office 365) suite of solutions. This one-stop shop for businesses enables people to collaborate and communicate from one central space.

microsoft teams apps

Microsoft Teams replaces Skype for Business, and augments other features built into Microsoft 365,  like SharePoint, OneNote and Planner. You can also incorporate other popular desktop apps into Teams. Built-in enterprise-level security protects your data from cybersecurity attacks and data breaches.

As you might expect from the name, Microsoft Teams is built around the Team concept. You can have organization-wide teams, departmental teams, and project teams that include both internal and external users (depending on your security settings.) Within each team, you can have “Channels” that inherit the security settings of the Team and can be used to focus conversations around a project, topic, or client.

The real value of Teams is how much it does within one tool. You may want to consider using Microsoft Teams for:

1. Chat

Microsoft Teams is possibly best known for its chat features. Chat with coworkers or clients within Teams, Channels, groups of friends or one-on-one. If your organization allows guest use, you can chat with other Microsoft Teams users outside of your organization.

If you need to add someone to a group message after it’s been created, you can. You are able to include the prior chat history, part of it, or none of it. Use an @Person tag to call someone’s attention. Attach files, stickers, gifs, or emojis to your messages. With one click you can turn a chat into a video call or schedule a future meeting.

2. Video calls / phone calls

Zoom has become wildly popular as of late, but some people still have security concerns about Zoom. Microsoft Teams replaces the functionality of Zoom, but adds more features and natively integrates with Office 365 applications. You can call your team or anyone with Microsoft Teams. To call a landline or cellphone of a non-Teams user requires a Microsoft Office 365 Calling Plan.

Because Calls are integrated with Office 365 calendar, your status will automatically move to “busy” when you’re on another phone call or in a meeting. Host video calls with up to 250 participants, where you share your webcam, share your screen, or write on a whiteboard.

3. Calendar

You don’t have to move to Outlook to setup a meeting. Stay right in Teams to schedule a new meeting. The scheduling assistant helps you pick a time that all participants have open.

microsoft teams new meeting

4. File Sharing

Any file in your computer can be shared through Teams. SharePoint syncs natively with Teams, giving you access to company files through your Files tab. Other files can be created, uploaded, and seen under the Files tab in any specific team. How to share files.

5. Applications

Teams comes with thousands of applications to help you and your team thrive. Applications can be easily added to your team with one search. They have apps for analytics, productivity, sales, human resources, and some just for fun. Keep your team organized with a to-do list and scheduling app or keep morale high with an app for appreciation or recognition.

microsoft teams app search

If you’re overwhelmed with email and tired of cobbling together applications, take a look at Microsoft Teams. Microsoft is investing heavily into its development – and has even made it available free of charge for non-Microsoft 365 users. (Although, we have to say, the biggest advantages come from the Microsoft 365 integration.)

Want to learn more about Microsoft Teams?

As a Microsoft 365 Partner, we can help you understand your deployment options and get you off to a smooth start. Schedule a time with us and LET’S TALK.

 

Microsoft Teams FAQ

What is the difference between a team and a channel?

A team is like the company as a whole, and is made up of different channels. The channels are dedicated to a specific department, project, or topic.

Can a deleted team or channel be recovered?

Yes. Your admin should have access to recover a deleted team or channel. Go to your team, click more options > manage team. Go to the channels tab, find the channel in the deleted section and click restore.

How many people can be in a conference call?

Up to 20 people can be on the same video or phone call.

How to share files on Microsoft Teams?

Share a file in any chat you’re in. You can also go to the Files tab of a channel and upload or create a new document for all on the channel to access.

Are Microsoft Teams apps free?

Microsoft Teams integrates will all Office apps and offers more free apps with a subscription to Teams.

7 Work at Home Productivity Tips

The good news is that there are plenty of tools out there to help manage employees, keep coworkers connected, and help your office stay productive.  In our last post, we shared how to setup remote access to enable employees to work from home . This time, we’d like to focus on how to manage people and technology in a remote environment.

1. Use collaborative technology.

If you don’t already have Microsoft Teams or Zoom, now is the time to invest in these solutions.

As part of the Office 365 productivity suite, Microsoft Teams is a collaboration tool for with features like:

  • Conversation channels
  • Video conferencing and screen sharing
  • Integration with Office 365
  • Shared document spaces

Zoom is a video conferencing tool with features like:

  • Screen sharing
  • Chat messaging
  • Meeting recording
  • Breakout rooms

Both tools work on both PCs and mobile device. Microsoft has made Microsoft Teams available for FREE.  Zoom is always free, but with limitations.

2. Let employees working at home use office equipment.

If employees don’t have computers or extra monitors at home, consider letting them take their work equipment home from the office. Keeping the same tech set up will make for a smoother transition and increase productivity.

Forbes work from home tech tips

3. Move to Office 365 or G-Suite

Office 365 and G Suite are great tools to utilize at a time like this. They have great data security – even with everyone out of office. Both systems come with collaboration tools like:

  • Shared files
  • Shared calendar
  • Video conferencing
  • Documents can be edited simultaneously

Additionally, G Suite and Office 365 have tons of online support articles, live chat and telephone support. Outsourced technology professionals like us can help troubleshoot your problems and repair your systems if you’re having issues.

4. Encourage employees to create a dedicated office workspace.

There are benefits and challenges when working from home. Maintaining a work-life balance is always challenging, but especially when suddenly everyone is at home.  The kids. The roommates. The significant other.

One key to creating separation between home-life and work life is for each person to have their own space to work – and use that space ONLY for work. Even if the space is small, make it as functional and welcoming as possible. Create a spot near a window for fresh air. Buy a portable file cabinet to keep papers close to you, but neatly out of sight. Make sure you have a comfortable chair that supports your back and creates a good ergonomic position for working.

Mind Tools – working from home

5. Encourage employees to stick to a schedule.

Keeping a daily routine helps employees create normalcy. Encourage your team to keep getting up early, showering, and getting dressed for the day. It’s difficult to be in a business mindset when you’re in your pajamas and haven’t brushed your teeth.  Employees also need to schedule breaks for lunch – and quitting time for the day. When the lines between work and play start to get blurry, sticking to a schedule and a work space will make things clearer.

Employees can support their mental health by making time for:

  • Meals
  • Self-care
  • Exercise
  • Walks outside
  • Chats with friends
  • Cooking nutritious meals
  • Maintaining order in their space

These activities don’t have to cut into work time, and actually, in the long run, will make employees more productivity.

Stack Overflow working from home tips

6. Consider adding “water cooler” chats for employees to connect.

Most of us find friends at work and love catching up with them on our lunch and breaks. That can’t happen without the communal office. Create a channel for your team to stay connected and chat about fun, non-work topics. Boost morale by creating employees their own chat group or optional video conferencing time just for socialization. Starting with a silly riddle or trivia question can be a fun way to divert the brain quickly from work talk.

BBC Work from home the right way

7. Give employees the technology needed to be productive – and protect your business.

For some businesses, initially enabling employees to work from home was a mad scramble to keep the business operating. Now that it appears this situation may endure for a while, businesses need to think about how to improve remote operations to help employees stay productive and to protect business data. We’re seeing clients:

  • Buy anti-virus software for employee home computers
  • Invest in CRM software to enable better collaboration on sales opportunities
  • Setup VOIP software to route phone calls professionally to cell phones
  • Move their documents and file storage to the cloud
  • Improve software integrations

Providing secure, remote access for employees is not a “one size fits all” solution, but instead, requires a consultation to understand your unique needs. Use the form below or contact us at 586.263.1775 to get started.