Microsoft Teams User Guide

1.      Preamble

Microsoft Teams is one of the applications provided in the Office 365 suite of tools. It can be used for:

  • Meetings
  • Team discussions
  • Phone calls

Teams can be used accessed via a browser or by downloading an app to your computer or smartphone. This document assumes a desktop, laptop or tablet is being used.

A team normally comprises 2 or more members of an organisation. A team of people working on a particular issue can discuss that issue in a way that keeps the entire conversation in 1 place. 

Documents created for a particular issue under discussion can be uploaded to that team’s file section thereby separating them out from other documents on other issues.

2.      Navigating Teams

You can access the various sections of Teams using the icon bar on the left hand side of the screen. The table shows the sections that the Party uses most often

Clicking the Activity icon opens a panel that shows all recent entries to a conversation. These are not sorted out according to any particular team discussion but it does provide a quick way of seeing a new comment.

Clicking the Chat icon allows you chat with 1 or more team members.

Clicking the Teams icon provides access to all the teams. It is from here that you can create a team, schedule a meeting, join a meeting or add comments to a team discussion.

Clicking the Calendar icon opens up your personal calendar saving you from having to switch to Outlook to check your calendar.

Clicking the Files icon displays all of the files uploaded to Teams. Note that they are not sorted or displayed according to the Team in which they were uploaded. You can open any of the files by clicking on it.


3.      Create a Team

A team may be created for any purpose. You can create a team with 1 or more members. To create a team:

  • Click Join or Create a Team
  • Click Create a Team

  • From the dialog that ops up, you can create a team from scratch, from a group or existing team or from a variety of templates. Click “From Scratch”
  • From the dialog you can create a team that is:
    • Private: people need permission to join. Using this option you, as the team owner, controls who can join the team.
    • Public: anyone in the Party can join.
    • Org-wide: Everyone in the Party is automatically added.
    • Note: Public and Org-wide teams can become rather large so creating a Private group is the recommended method.
  • Click Private
  • Enter a name for the team. The team name should reflect the purpose of the team. For example, Adoption Policy
  • Enter a short description of the purpose of the team
  • Click Within a few seconds the team will have been created. You can now start adding team members.
  • To add a member, start typing their name. A list of matching names will appear.
  • Select the name of the person you want to add and click Add
  • Repeat until you have added all the members of the team.
  • To remove a member, click the cross x to the right of the person’s name.
  • Click Close
  • The team has now been created and populated. You can now start conversations in the team.

a)        Request Permission to Join a Team

To join a team:

  • Advise the Team owner, usually the team leader, that you want to join the team.
  • If the Team leader agrees to you joining the team, they will send you a code that you enter as follows:
    • Select Join or Create a Team 
    • Enter the code provided to you
    • Click Join Team

b)       Pin a Team

You can pin a team so that it always appears at the top of the teams list.

  • Locate the team under Your Teams
  • Click the team name. The team will open and the word General appears

  • Click the ellipsis (…) on the right hand side of General

  • Click Pin
  • The pinned team will now appear in the Pinned teams list at the top of the screen.

c)        Unpin a Team

You can pin a team so that it always appears at the top of the teams list.

  • Locate the team under Pinned
  • Click the ellipsis (…) on the right hand side of team you want to unpin

  • Click The team will be moved back to Your Teams

d)       Leave a Team

Once your work on a team is completed, you can leave the team:

  • Click the ellipsis (…) on the right hand side of team you want to leave

  • Click Leave the Team

e)        Hide a Team

You may wish to hide a team from your team list:

  • Click the ellipsis (…) on the right hand side of team you want to hide

  • Click Hide
  • The team will be moved to the Hidden teams list at the bottom of the teams column

f)         Show Hidden Teams

To see a list of teams that you have hidden

  • Click Hidden Teams (below Your Teams in the teams column)

g)        Unhide (Show) a Team

You may wish to unhide a team from your team list:

  • Click Hidden Teams
  • Click the ellipsis (…) on the right hand side of team you want to unhide

  • Click Hide

h)       Managing Your Team

For every step in managing your team:

  • Select the ellipsis () to the right of your team name.

  • Select Manage Team

a.      Check Team Member Requests to Join

To check request for team membership:
    • Select Pending Requests. A list of requests for membership will be displayed.
    • To grant a request, you must generate and provide the prospective member with a code.

b.      Generate a Team Code

To generate the code:
    • Select Settings from the menu beneath the team name
    • Click Team Code
    • Click Generate

A code will be generated that you can email to the person who wants to join the team. You can also email the code to a group of people that you want to join the team.

c.       Add a Team Picture

    • Select Settings from the menu beneath the team name.
    • Click Team Picture
    • Click Change Picture
    • Navigate to the folder containing the picture you want to upload.
    • Select the picture and click The photo will be uploaded to the team

4.      Meetings

All Party meetings are created and managed through Microsoft Teams. Meetings can and should be recorded. Recorded meetings are automatically uploaded to Microsoft Stream. At some time in the future, Microsoft is stopping the automatic upload to Stream and, instead, recordings will be automatically uploaded to OneDrive.

a)      Schedule a Meeting

Anyone can schedule a meeting:

  • Select your team by clicking on the team name.
  • Click the down arrow to the right of the Meet button on the top right of the screen

  • Select Schedule a meeting
  • Enter a Title for the meeting. The title name should reflect the purpose of the meeting.
  • Start typing the name of a Required Attendees. That person’s name will pop up beneath the Attendees box.
  • Click the name to add the attendee.
  • Repeat for each person you want to invite to the meeting.
  • You can invite someone from outside of the Party. To do so, you will have to type in the entire email address and then select it from the pop up that appears below the attendees box.
  • Click Optional Attendees and add names as required.
  • Select a Date and Time
  • Select the Repetition you require (if any)
  • If you had forgotten to select your team, you can change it by clicking on the displayed team name below Repeat box and selecting the team you need.
  • Enter the location of the meeting as MS Teams or  Microsoft Teams.
  • Click Use (location you entered above)
  • Enter Details of the meeting. This may be an agenda or a general description of the purpose of the meeting.
  • Click Send on the top right of the screen

b)     Join a Meeting

There are a variety of ways in which you can join a meeting:

  • In Outlook, a prompt displays at the top right of the Inbox screen. Click Join Meeting
  • In Outlook, select your Calendar
    • Locate the event in the calendar.
    • Click on it and then click Join or
    • Double-click the event and click Join Teams Meeting
  • In Microsoft Teams
    • Select the team for which the meeting has been scheduled
    • Locate the meeting in the Conversation Look for the meeting title which will have the date and time beneath it.
    • Click the title of the meeting
    • Click Join
    • A new dialog box will open.
    • Ensure camera and audio are turned on.
    • Click Join Now.

c)      Manage a Meeting

If you are managing the meeting, there are a number of things you must do and some you can do:

  • You must admit anyone who is waiting for admission. Invitees with Party email addresses automatically enter the meeting. Those with external addresses must be admitted. If such a person enters the waiting room, a dialog box will pop up naming that person and saying they are waiting to be admitted. Click Admit to let them in.
  • All meetings must be recorded.
    • Turn on recording immediately prior to starting the actual meeting by:
    • Telling the team members you are about to start recording the meeting
    • Clicking the ellipsis (…) an the top of the screen
    • Select Start Recording
    • A dialog bar will display along the top of the screen when recording actually starts.
    • Don’t allow discussion to commence until this notification appears.

d)     Using Teams During a Meeting

a.      Show participants

You can see who has joined the meeting and who has been invited by clicking the Participants icon

A panel showing all attending and invited will open up on the right hand side of the Teams screen.

b.      Chat

You can send text messages to the team by clicking the Chat icon

A Chat panel will open on the right hand side of the Teams screen. On this panel you can read and type messages. You cannot message a specific person this way.

c.       Signaling

You can pass signals to all team members by selecting the Signaling icon.

When you hover over the Signaling icon, a small panel of emojis appears

The meaning of all 5 is obvious.

During a meeting, if you want to speak you must signal the chair by clicking the Raised Hand emoji

d.      Breakout Rooms

A breakout room enables a subset of the participants to enter a private discussion. For example, the meeting may be to interview a potential candidate. A breakout room can be used to allow a discussion without that person hearing what is said.

You can create as many rooms as you might need.

If you create a breakout room, select Manually and enter the names of those you want in that discussion.

Once you have made your choices, click Create Rooms.

e.      Toggle Video On/Off

Use this button to turn on or off your video.

f.        Toggle Microphone On/Off

Use this button to turn on or off your microphone. You should not turn it on unless and until the chair invites you to speak.

g.      Share Screen

You may have information such as a document, web page, graphic that you want to share with team members. Clicking this button allows you to share your screen. If you have multiple screens, you will be able to share any of those screens.

If you share a screen, a small dialog will appear at the top of the screen from which you can give control of your screen to another or you can stop sharing (presenting).

h.      Leave Meeting

You can click Leave to leave a meeting or if you are running the meeting, you can click the down arrow to the right of Leave and click End Meeting. Selecting this will close the meeting for all participants.