Please check with your Data Protection Team / ICT Team before using any online meeting software

for work related meeting to ensure that you are complying with Social Media and other IT related
policies and procedures for your organisation.

INTRODUCING MICROSOFT TEAMS

WHAT IS MS TEAMS
The MS Teams software is included in the Office 365 suite of programmes. It is basically group
chat software that also allows for collaboration between team members that work remotely or
work apart from each other. It gives the option for teams to work together and share information
via a common space.

FEATURES OF MS TEAMS
Teams and Channels – Teams are made up of channels. These channels are essential conversation
boards between colleagues.

Conversations within channels and teams – Colleagues can view and add to different
conversations. They can use the @ function to invite team members to different conversations
that are happening.

Chat function – There is a chat function that can take place between groups and individuals etc.

Document storage – Every team who has MS Teams will have access to a site in SharePoint which
will contain a document library folder. All files shared across all conversations can be saved to the
folder.

Online video calling - - This facility allows for video calls between team members and others
outside your organisation.

Screen sharing – Colleagues can share desktop screens when collaborating.

Online meetings – Meetings can include anyone inside or outside of your organisation, and this
function also features a scheduling aid, note taking app, file uploading and in meeting chat option

Audio conferencing – Anyone can join an online meeting via phone so access to the internet is not
required to join in.
GETTING STARTED WITH MS TEAMS

1. Start Teams.
o In Windows, click Start > Microsoft Teams.
o On mobile, tap the Teams icon.

2. Sign in with your Office 365 username and password

Note: Teams is a part of Office 365, so you need an Office 365 Business or Enterprise
license to use it.

CREATE A TEAM

 Select the teams icon and choose the option to

create or join a team
 Choose the option to Create a team
 Select the option to build a team from scratch

 Choose the type of team you wish to create e.g. private

 Give the team a name (E.g. Team HR) and description and then click Create

 Next add your team members

 MS teams will automatically generate a channel for your team called General, usually
this is where you would have general conversation

 You can create a channel for specific projects etc. by clicking on the more options

button and selecting Add Channel

CHAT AND SHARE FILES IN TEAMS

To begin a new conversation with your entire team

1. Click Teams , then pick a team and a channel.

2. Type in the message box provided and click Send .

To begin a conversation with a person or group

1. Click New chat icon .

2. In the To field, type the name of the person or people you want to chat with.
3. In the box where you type your message, say what's on your mind and click Send .

Reply to a conversation

Channel conversations are organized by date and then threaded. The replies in threads are
organised under the initial post so it's easy to follow multiple conversations.

1. Find the conversation thread you want to reply to.

2. Click Reply, add your message, and click Send .

SHARE A FILE

You can also post a file such as a word document or excel spreadsheet to a channel conversation.

1. In your channel conversation, click Attach under the box where you type your message.
2. Select from these options:
o Recent
o Browse Teams and Channels
o OneDrive
o Upload from my computer
3. Select a file and choose Share a link.

If you're uploading a file from your computer, select a file, click Open, and then Send

You can always see all the files you post to a channel by going to the Files tab.
COLLABORATE IN TEAMS

@mention someone

An @mention is a way to get a particular person’s attention in a channel conversation or a chat.

1. In the box where you type your message, type @, then type the first few letters of the
person’s name. You can also @mention entire teams and channels.
2. Select the person. Repeat for as many people as you want to @mention.

Each person you @mention gets a notification in their Activity fed.

Notifications

Notifications let you know when someone @mentions you, likes something you’ve posted, or
replies to a thread you started. The Activity feed helps you stay on top of all your notifications.

1. Click Activity .
2. The Feed shows you a summary of everything that's happened in the channels you follow.
o Click Filter to show only certain types of notifications such as @mentions or
reactions.
o Select your Feed and then My Activity to see a list of everything most recent
activities

SEARCH FOR MESSAGES, PEOPLE, OR FILES

The Search option covers your entire organization, i.e. all the teams and channels that you're part
of.

1. Type a phrase in the search command box at the top of your MS Teams and press Enter.
2. Select the Messages, People, or Files tab and select an item in the results

Please check with your Data Protection Team / ICT Team before using any online meeting software
for work related meeting to ensure that you are complying with Social Media and other IT related
policies and procedures for your organisation.