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Microsoft Teams - Quick Start guide

How to access Teams

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How to log in

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The user interface 2

Activity tab 2

Chat tab 2-5

Teams tab 6-7

Calendar tab

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Shifts tab 9

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How to access Microsoft Teams can be accessed online or through the desktop or mobile app. Online: Go to https://teams.microsoft.com from your browser. Desktop app: Microsoft Teams is installed on all staff University computers.

To install it onto a personal computer, go to https://teams.microsoft.com and login with your University credentials. Click the download button in the bottom left corner.

Mobile app: Download it from the Play Store / App Store.

How to log in When you launch the Teams app for the first time you will be asked for a login. You will need to enter your University of Worcester email address and password to sign in.

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The user interface The navigation bar for Teams is on the left-hand side of the user interface. The options you see here will vary depending on what the Team Admin has set up, but most should look similar to the screenshot below.

You can search for people, group chats and much more using the search bar at the top of the Teams app.

Activity tab This tab will show a feed of any notifications relating to your team. (New posts, announcements, posts you have been tagged in etc).

Chat tab The chat tab allows you to chat to other people that use Teams. You can create a one to one conversation or create group chats. To start a new chat, select the create button to the left of the search bar.

3 Next, type in the name of the staff member you want to chat with. If you are trying to contact an external user you will need to type their full email address. (Please note that the ability to chat with external contacts will have to be enabled for you by IT).

When you type in a name you will see a list of suggestions, click on the person you want to add. You can continue to add more users to create a group chat.

Once you’re happy with the recipient list you can use the message box at the bottom where it says ‘Type a new message’ to send the first message. This will create the group chat.

4 You can amend the group chat membership after you have created it.

1. Press the members symbol to open the members menu. 2. Select ‘Add people’ to add more people to the chat. 3. To remove a user, hover the mouse over their name and select the X icon to the right of their name.

4. Once a chat has been created you will find it on the left-hand side within the chat tab. 5. To rename a chat press the pencil icon.

6. To pin a chat, hover over it with the cursor and press the three dots that appear.

7. Select Pin. 📌📌

8. It will then show in the Pinned section.

Note: ‘Pinned’ and ‘Recent’ chat groups can be expanded and collapsed using the arrows next them. ▶ 🔽🔽

5 Within Teams chats you may notice there are some calling options in the top right corner of each chat. Using these options will call everyone included in the chat.

Option one will start a video call. Option two will start an audio only call and finally option three will share your screen. If you’re in a group video chat please note that only a limited number of users can be displayed onscreen at the same time. Teams have introduced a hand raising feature that allows you to notify everyone that you have something to say.

When a user raises their hand, you will see a hand icon appear next to their initials. This will help you from talking over each other during large group calls.

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Teams tab This tab is to access the different teams you have been given access to.

Click on the team’s name to access the message board where information can be posted and viewed for this team.

Use the tabs along the top to select different views within the team. The options you see here will vary depending on what your Team Admin has set up.

Posts

This is where you can start discussions with your team. You can make your own post at the bottom where it says ‘Start a new conversation. Type @ to mention someone’.

Channels

Each team can have multiple channels to better organise discussions. For example, the ICT Service Delivery Team has a variety of channels to avoid handover notes being lost in the general conversation channel.

You will find the channels listed on the left-hand side of the application after clicking on a Team.

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Channel notifications

Move the cursor over the channel name to see the ‘…’ menu options.

To adjust the notifications that you receive for this channel, press ‘…’ followed by ‘Channel notifications’.

On the next screen you can then set your notification settings by using the drop-down menus and tick boxes to how you prefer, then click ‘Save’.

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Calendar tab Your Outlook calendar is synchronised with Teams, making it easier to create, view and join any meetings directly within Teams.

You can create a new meeting or start a meeting immediately by clicking the options in the top right corner of the calendar tab.

If you’re familiar with making meetings in Outlook, the process is very similar.

For any meetings already in your calendar, you will notice the option to Join directly from the calendar.

Please note: The Join option will only appear 15 minutes prior to the start of the meeting.

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Shifts tab This option will only show if your Team Admin has set this up.

Shifts is a rota system that allows managers to easily manage their team.

The default view is to show in Week view showing only your own shifts.

1. Use the ‘Day, Week, Month’ options to change the calendar view. 2. To see all shifts, go to ‘👁👁 View’ and select ‘Team shifts’.

To see the details of a shift, left click on it and a pop up will appear.