Microsoft Teams Interface Tutorial|Business Technology Planet (2023)

Microsoft Teams is a powerful tool that lets you stay connected with your team and be more productive. Our guides will help you master the interface, from setup to chat and meetings. Let's explore the exciting world of Teams together!

table contents

• About Microsoft Teams
• installation and setup
• Learn about the Teams interface
• Create and manage teams
• channel
• chat
• Video and Audio Calls
• Meeting
• in conclusion

What is Microsoft Teams?

microsoft teamAllows users to communicate and share files via text, audio, and video. Plus, it seamlessly integrates with other apps. Let's take a look at some of its most notable features.

Who is Microsoft Teams for?

Microsoft Teams is perfect for professional communication and collaboration, no matter the size of your business. From project managers to executives, it helps keep everyone on the same page and achieving their goals.

We'll guide you through using Microsoft Teams, including installation, setup, meetings, calls, integrations, and more to help your teamwork succeed!

Stay tuned for Part 2: Install and Setup, where we'll get you up and running with Microsoft Teams.

installation and setup

Let's check to see if Microsoft Teams is set up on your device. Whether you're using a desktop or mobile device, we can help.

Install on desktop (PC or Mac)

1. Open your favorite web browser and go toMicrosoft Teams download page.
2. Choose the version you need: Windows or Mac.
3. After the download is complete,open the installerAnd follow the prompts to install Microsoft Teams.

expert tips: Keep your Teams app up to date to benefit from the latest features and improvements. Most updates happen automatically, but you can always check manually from the Teams desktop app by clicking your profile picture at the top of the app, then selectingCheck for updates.

Install on a mobile device (iOS or Android)

1. Openapp Store(for iOS devices) orgoogle store(for Android devices).
2. searchmicrosoft team.
3. tapInstallorgetDownload the app to your device.

notes: To use the Teams mobile app, you need iOS 11.0 or later or Android 5.0 or later.

set up your account

Now that you have Teams installed, it's time to set up your account:

• click"create one"on the login page.
• Add an email address and click"Next."
• Add your name and click"Next."
• Create a password and press"Next."
• Enter your birthday and click"Next."
• Verify your email address and click"Next."

Check your email inbox for a code to verify your password. You can also check your spam or other folders to see if emails haven't reached your main inbox.

important: Make sure you are logged in with the correct corporate credentials. If you belong to multiple Teams organizations, you must switch between accounts to access different Teams.

look!You are now ready to start exploring Microsoft Teams. Whether you're at your desk or on the go, Teams is designed to be your go-to hub for work, communication, and collaboration. So let's start mastering it!

Learn about the Teams interface

When you open Microsoft Teams, you see a dashboard with sections, each designed for a specific purpose. Let's break it down one by one so you can navigate like a pro.

activity feed

At the top of the left navigation bar, you'll see theActivityicon. Click it and you will open your activity feed. This feed is the hub of your notifications and mentions.

chat

Below the Activity icon, you'll seechaticon. This section is your personal space for one-on-one or group conversations.

team

Below the navigation bar, you'll findteamicon. This part is where the magic of collaboration happens. Here you can see all the teams you belong to.

meetings and calls

The next icons areMeetingandcall.Here you can schedule, manage and join video conferences or audio calls.

• Schedule a meeting: From the Meetings tab, you can view your calendar, schedule new meetings, and join ongoing meetings. To schedule a new meeting, click the "New Meeting" button in the upper right corner.
• dial number: The Calls section is where you can make individual or group calls, access voicemail, and view your call history.

document

Last but not least,documenticon takes you to a section where you can access all the files shared in your chats and teams.

• Recent and Microsoft Teams files: Here you'll see your recently accessed files and files shared in Teams. It's a quick and easy way to find important documents without trawling through endless conversations.

By understanding these key parts of the Teams interface, you'll be well on your way to becoming a Teams expert! In the next section, we'll dive deeper into creating and managing Teams. stay tuned!

Create and manage teams

Teams are at the heart of Microsoft Teams. They're where your colleagues come together to collaborate, share files, and get work done. But before collaboration can start, someone needs to create the team. That person could be you!

create new team

Creating a new team is easy:

1. click"team"icon on the left sidebar.
2. At the bottom of the team list, click"Join or create a team."
3. then click"Create a team."
4. Choose the type of team you want to create—from scratch or from an existing team or group.
5. Name your team and optionally provide a description.
6. Decide if you want the team to be private (people need permission to join) or public (anyone in your organization can join).
7. click"create."

look! You have created your first team.

Add members to your team

After creating your team, you need to add some members. That's it:

1. Navigate to the team you just created and click"more choices"(three dots to the right of the team name).
2. choose"Add members."
3. Type the name or email address of the person you want to add.
4. Choose the role (Member or Owner) you want to assign them.
5. click"Add to."

Don't worry; you can always change a person's role or remove them from the team later.

Roles in the management team

A role defines the permissions a member has in a team. There are three roles:owner,member, andguest.Here's a quick breakdown:

• ownerhave the greatest power. They can add or remove members, change team settings, and more.
• memberContribute to the team by sharing files, participating in conversations, and more.
• guestsUsually outside your organization. They can participate in conversations and meetings, and can share files.

To change a person's role:

1. Navigate to Teams and click"more choices."
2. choose"management team."
3. You'll see a list of members and their roles. Click the drop-down menu next to a person's name to change their role.

Remember, with great power comes great responsibility. Think carefully about who you designate as a team leader.

Leave or delete a team

There may be times when you want to leave a team or delete it entirely. That's it:

1. Navigate to Teams and click"more choices."
2. choose"leave the team"quit the team or"Delete Team"remove it completely.

remember,Deleting a team is permanent.All conversations, files and other data will be lost. So only delete a team if you are absolutely sure!

Unleash the power of channels

Channels are where the real collaboration magic happens in Microsoft Teams. Think of channels as dedicated sections of Teams where specific conversations, meetings, and file sharing take place. This organization ensures that everyone has a clear idea of ​​who is doing what and can easily find past information.

Standard and private channels

Before we dive in, let's first differentiate between standard and private channels.

• standard channelOpen to all members of the team, promoting transparency and open collaboration. Everyone can view and participate in these discussions.
• private channel, on the other hand, is an exclusive space for some team members. They're great for sensitive conversations or projects that only involve specific individuals.

create channel

Creating a channel in Microsoft Teams is easy. Follow these simple steps:

1. Navigate to the team where you want to create the channel.
2. clickthree dots menu icon("more choices") next to the team name.
3. choose"Add channel."
4. Fill out the form with your channel's name, description, and privacy settings.
5. click"Add to."

look! Your new channel is ready to facilitate amazing collaborations.

navigation channel

Now that you've created a channel, let's explore its layout:

• post: This tab is the heart of your channel. This is where all the conversations happen. remember you can@mentionsIndividuals or entire teams direct attention to specific posts.
• document: The Files tab is your channel's dedicated space for sharing and collaborating on documents. The best part? Files shared here are automatically saved inshare pointLink to your team's folders so you never have to worry about losing important files.
• Wikipedia: The Wiki tab is a handy place to jot down notes, meeting minutes, or any other information you want your team to have easy access to.

management channel

Maintaining a channel is just as important as creating it. you canadd tagto channels for quick access to frequently used files, applications or websites. arriveedit or delete channel, just click the three-dot menu icon next to the channel name and select the appropriate option.

Remember, well-managed channels lead to well-informed teams!

Master the art of chatting on Microsoft Teams

One of the most important features of Microsoft Teams is the chat feature. Whether you're having a quick chat with a colleague or discussing a project with your entire team, Teams makes it effortless. Let's dive into the ins and outs of chatting on Microsoft Teams.

start a new conversation

Starting a conversation on Teams is a snap. Just follow the steps below:

1. click"chat"icon.
2. click"New Chat"icon.
3. Enter the name of the person you want to chat with.
4. exist"Compose Box"and hitEntersend.

remember: To start chatting with someone directly from your contacts list, select the person you want to chat with and click"chat"icon.

Advanced Chat Features

Teams offers several features to enhance your chat experience:

• format: Click the "A" icon below the compose box to set formatting options such as bold, italic, and underline.
• appendix: Use the paperclip icon to attach a file to your chat. You can add files from your computer or from Teams.
• Emojis, GIFs & Stickers: Add a little fun or focus to your chats with these creative tools.

manage your chat

Stay organized and never miss a beat with these chat management features:

• permanent chat: Right-click a chat and select"pin"Put important chats at the top of the chat list.

• mute chat: If a particular chat is too loud, you can mute it by right-clicking on it and selecting"silent."

• hide chat: To organize your chat list, you can hide chats by right-clicking and selecting"hide."Don't worry, it will reappear when there are new messages.

• mark message as unread: If you want to revisit the message at a later time, you can do so by right-clicking on the message and selecting Mark it as unreadmark as unread.

expert tips: To quickly navigate between chats, use theCtrl + Alt + Arrow keysshortcut on Windows orCommand + Option + Arrow keyson a Mac.

Effective use of the chat function can significantly improve your communication efficiency. Stay tuned next time when we look at how to get the most out of video and audio calls on Teams!

Master video and audio calls

Microsoft Teams is more than just a messaging platform; it's also a full-fledged communication tool, allowing you to make audio and video calls directly from your workspace. Whether it's a quick one-on-one discussion or a scheduled team chat, Microsoft Teams makes sure every conversation is a breeze. let's start!

make a call

1. navigate to"chat"section in the toolbar on the left.
2. Select the chat thread of the person you want to call.
3. Once the chat opens, click thevideo icon(for video calls) orphone icon(for audio calls) in the upper right corner of the chat.

Before making a call, don't forget to check your audio and video settings.

answer the phone

When someone calls you on Teams, a popup will appear on your screen. you can chooseaccept(blue phone icon), ordecline(red phone icon).

Manage call features

There are so many things you can do after answering the phone!

• mute/unmute: Click the microphone icon to mute or unmute yourself.
• Turn on/off video: Use the camera icon to manage your videos.
• share screen: Click the screen sharing icon (a rectangle with an arrow) to share your screen.
• Record: Using the three-dot menu, selectstart recordingRecord your calls.

remember,Always notify all participants and obtain their consent before starting a recording.

end call

To hang up, click the red phone icon on the call screen.

By mastering these essential features, you'll be able to take advantage of Teams' calling capabilities to improve collaboration and productivity. Next, we'll explore how to use Teams to enhance your meetings!

Harness the power of meetings in Microsoft Teams

Meetings are an integral part of business communication, and Microsoft Teams makes the process seamless and efficient. Here's how to create, join, manage, and optimize Teams meetings.

Schedule a meeting

Schedule a meeting:

1. click"calendar"Tabs on the left sidebar.
2. choose"New meeting"In the upper right corner.
3. Fill in details such as title, attendees, date and time.
4. Add a short note or agenda in"detail"sections to keep everyone on the same page.
5. click"save"Distribute invitations.

Remember, you can also schedule meetings directly from chat or Teams channels.

join the meeting

Joining a meeting is as easy as scheduling it.

1. Navigate to your "calendar" Label.
2. Find the meeting and click on it.
3. click "join in" button on the upper right corner of the meeting details page.
4. Choose your audio and video settings, then click "join now”

Alternatively, you can join via the meeting link sent in the email, or directly from the notification if a meeting is about to start.

manage participants

As a meeting organizer, you have a variety of controls available to you. You can mute participants, remove them, or prevent them from unmuting themselves. To access these options:

1. Click on "people" icon.
2. Click the three dots next to a participant's name to see available actions.

Navigate Meeting Features

Microsoft Teams offers several features to enhance your meeting experience:

Remember, for the smoothest possible meeting experience, make sure your software is up to date and your internet connection is stable.

notes: Always respect your colleagues' time and attention during online meetings. Being on time, being prepared, and being considerate go a long way in creating an efficient digital workspace.

in conclusion

Congratulations on completing this comprehensive tour of Microsoft Teams! With step-by-step walkthroughs for installation, navigation, chat, channels, meetings, and more, you're becoming a pro. Remember to practice and explore new features to maximize productivity and collaboration. Stay informed about the latest updates and enhancements as the world of technology continues to change. Enjoy a personalized and productive workspace with Microsoft Teams!