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Beginner’s Guide to Microsoft Teams
Jump to Quick Reference Guide.
Installing Microsoft Teams
Navigating Teams
Chatting
Using Teams and Channels
Scheduling a Meeting
Joining a Meeting
Sharing Files
Notifications and Status
1. What Microsoft Teams Is
Microsoft Teams is a collaboration app for chat, meetings, calls, files, teams, channels, apps, and notifications in one place. Microsoft’s Teams Help & Learning site organizes Teams into these common areas: Meetings, Chat, Notifications & settings, Teams & channels, Calls & devices, Files, Troubleshooting, and Apps. [support.mi...rosoft.com]
Common things you can do in Teams:
Option A: Use Teams on the web
You do not always need to install Teams. Microsoft says Teams can be accessed in a browser at teams.microsoft.com. [microsoft.com]
Steps:
- Open a web browser such as Microsoft Edge or Chrome.
- Go to
https://teams.microsoft.com.
- Sign in with your work, school, or Microsoft account.
Option B: Install the desktop app
Microsoft provides Teams desktop and mobile apps for Windows, Mac, iOS, and Android. [microsoft.com]
Steps:
- Go to Microsoft’s Teams download page:
https://www.microsoft.com/microsoft-teams/download-app.
- Select the desktop download option.
- Open the installer after it downloads.
- Follow the prompts.
- Open Teams and sign in.
Option C: Install the mobile app
Teams is available for mobile devices, including Android and iOS. [microsoft.com], [play.google.com]
Steps:
- Open the App Store on iPhone/iPad or Google Play Store on Android.
- Search for Microsoft Teams.
- Install the app.
- Open Teams and sign in.
The most common Teams areas are:
| Area |
What it is used for |
| Activity |
View notifications, mentions, replies, and updates. Microsoft lists Notifications & settings as a core Teams help area. [support.mi...rosoft.com] |
| Chat |
Send direct messages to one person or group chats. [support.mi...rosoft.com] |
| Teams / Channels |
Work in shared spaces organized by department, project, or topic. [support.mi...rosoft.com], [support.mi...rosoft.com] |
| Calendar |
View, schedule, and join meetings. [support.mi...rosoft.com], [support.mi...rosoft.com] |
| Calls |
Make audio or video calls. [support.mi...rosoft.com] |
| OneDrive / Files |
Find, upload, share, and collaborate on files. [support.mi...rosoft.com], [support.mi...rosoft.com] |
| Apps |
Add Teams apps and tools if your organization allows it. [support.mi...rosoft.com] |
Start a one-on-one chat
- Select Chat.
- Select New message.
- Type the person’s name.
- Type your message.
- Select Send or press Enter. [support.mi...rosoft.com]
Start a group chat
- Select Chat.
- Select New message.
- Add multiple people in the To field.
- Optionally name the group chat.
- Type your message and send it. [support.mi...rosoft.com]
Add someone to a group chat
In a group chat, select View and add participants, then choose Add people and enter the names of the people you want to include. Microsoft notes that, when adding someone to an existing group chat, you may be able to choose how much chat history to include. [support.mi...rosoft.com]
A team is a group of people, conversations, files, and tools in one place. A channel is a focused discussion area inside a team, usually dedicated to a department, project, or topic. [support.mi...rosoft.com]
Example
- Team: Customer Support
- Channel: Announcements
- Channel: Training
- Channel: Escalations
- Channel: Client Feedback
Create a team
- Select Teams.
- Select Create and join teams and channels.
- Select Create team.
- Choose whether to use a template or create from scratch.
- Add a team name and description.
- Choose Private or Public.
- Select Create. [support.mi...rosoft.com]
Create a channel
Channels can be standard, private, or shared. Standard channels are open to all team members, private channels are limited to selected people, and shared channels can include people outside the team or organization if allowed. [support.mi...rosoft.com]
Steps:
- Go to the team.
- Select More options next to the team name.
- Choose Add channel.
- Enter a channel name and description.
- Choose the channel type.
- Select Create. [support.mi...rosoft.com], [support.mi...rosoft.com]
You can schedule Teams meetings from the Calendar, from a chat, or from a channel. Microsoft notes that when you schedule a meeting in Teams, it can also appear in Outlook, and vice versa. [support.mi...rosoft.com]
Schedule a meeting from Calendar
- Select Calendar in Teams.
- Select a time slot or select New.
- Add the meeting title, date, time, details, and attendees.
- Turn on the Teams meeting toggle if needed.
- Select Save or Send. [support.mi...rosoft.com]
Schedule a meeting from chat
- Select Chat.
- Open the chat.
- Select More chat options.
- Select Schedule a meeting.
- Add meeting details.
- Select Send. [support.mi...rosoft.com]
Schedule a channel meeting
- Select Teams.
- Open the team and channel.
- Use the meeting options near Meet now.
- Select Schedule a meeting.
- Add details and attendees.
- Select Send. [support.mi...rosoft.com]
A channel meeting is visible in that channel, and team members can see and join it there. [support.mi...rosoft.com]
You can join a Teams meeting from a link, the Teams calendar, meeting ID, chat, channel, or phone dial-in if available. [support.mi...rosoft.com]
Join from a meeting link
- Open the meeting invite.
- Select the Teams meeting link.
- If Teams is installed, it should open automatically.
- Choose your camera and microphone settings.
- Select Join now. [support.mi...rosoft.com]
Join from Calendar
- Select Calendar in Teams.
- Select the meeting.
- Select Join. [support.mi...rosoft.com]
Join with a meeting ID
- Select Calendar.
- Select the dropdown near Meet now.
- Select Join with an ID.
- Enter the meeting ID and passcode from the invite.
- Select Join. [support.mi...rosoft.com]
8. During a Meeting
Common meeting controls usually include:
- Mute / unmute microphone
- Turn camera on / off
- Share screen
- Open chat
- View participants
- Raise hand
- Leave meeting
Microsoft’s Teams meeting documentation includes guidance for joining meetings, using meeting links, joining from calendar, joining from chat, and dialing in by phone when enabled. [support.mi...rosoft.com]
9. Making Calls in Teams
Calls are a quick way to connect with one person or multiple people in Teams. Microsoft says Teams calls can be one-on-one or with several people, and they can be started ahead of time like a meeting or started immediately from a chat. [support.mi...rosoft.com]
Start a call from a chat
- Open a chat.
- Select Video call or Audio call in the upper-right corner.
- Wait for the other person to answer. [support.mi...rosoft.com]
Make a call from Calls
- Select Calls.
- Choose a person from history, speed dial, voicemail, or contacts.
- Select Call. [support.mi...rosoft.com]
Use the dial pad
If your organization has calling plans enabled, you may see a dial pad in Teams. Microsoft says users with calling plans can enter a number in Calls and select Call. [support.mi...rosoft.com]
Teams lets you share files from your device, OneDrive, chats, and channels. Microsoft explains that files can be shared as the file itself or as a link. [support.mi...rosoft.com]
Share a file in a chat or channel
- Open the chat or channel.
- Go to the message box.
- Select Actions and apps or Attach file.
- Choose the file.
- Add an optional message.
- Select Send. [support.mi...rosoft.com]
Find shared files
Each channel and chat has a Shared tab where you can find files and links shared in that conversation. Microsoft notes that channels also have their own SharePoint document library. [support.mi...rosoft.com]
Collaborate on files
Files shared in Teams can be viewed and edited with others, depending on permissions. Microsoft’s file collaboration documentation explains that Teams works with OneDrive and SharePoint for file sharing and collaboration. [support.mi...rosoft.com]
Use notifications and status to help others know when you are available.
Common status options include:
- Available
- Busy
- Do not disturb
- Be right back
- Appear away
- Appear offline
Microsoft lists Notifications & settings and Change your status as featured Teams help topics. [support.mi...rosoft.com]
Beginner tip: Use Do not disturb when presenting, handling sensitive work, or focusing.
12. Searching in Teams
Use the search bar at the top of Teams to find:
- People
- Chats
- Messages
- Teams
- Channels
- Files
Microsoft Teams Help includes categories for Chat, Teams & channels, Files, and other core areas where search is commonly used to find information. [support.mi...rosoft.com]
Beginner tip: Search by a person’s name, file name, or keyword from a message.
13. Useful Beginner Tips
- Use chat for quick questions and use channels for topics that the whole team may need to see. Chat supports one-on-one and group conversations, while teams and channels organize shared work by group, department, project, or topic. [support.mi...rosoft.com], [support.mi...rosoft.com]
- Use Calendar for meetings so meetings are easier to find and join. Teams meetings can be scheduled from the calendar and joined from the calendar. [support.mi...rosoft.com], [support.mi...rosoft.com]
- Check your microphone and camera before joining so you enter the meeting ready. Microsoft’s join meeting guidance includes pre-join steps such as joining from the app, browser, calendar, link, or ID. [support.mi...rosoft.com]
- Share links instead of duplicate files when possible so people collaborate on the same copy. Microsoft explains that Teams can share files or links and allows sharing settings and permissions. [support.mi...rosoft.com]
- Use channels for project work because channel conversations, files, and tools stay together in one shared location. [support.mi...rosoft.com], [support.mi...rosoft.com]
Recommended Microsoft Documentation