Teach Yourself VISUALLY Microsoft Teams

MATT WADE is an engineer-turned IT nerd and Microsoft MVP. He's best known for his SharePoint and Office 365 infographics and advocating AI and chatbots to automate business workloads. SVEN SEIDENBERG is a Microsoft 365 advocate and Microsoft Teams geek with a strong focus on Microsoft Teams administration, change management, and adoption. He consults with organizations to develop procedures and best practices for using Microsoft 365 apps and services to work more productively and efficiently.

Chapter 1 Getting Started with Teams

Log into Teams 4

Install the Desktop App 10

Modify Your Personal Settings 11

Switch Between Dark Mode and Light Mode 12

Add or Update Your Profile Photo 14

Access and Manage Your Saved Messages 15

Access a List of Keyboard Shortcuts 16

Set Up and Manage Your Video and Audio Devices 17

View a Person’s Contact Card 18

View the Organization Chart 19

Switch Between Organizations as a Guest 20

Leave an Organization as a Guest 21

Log Out of Teams 24

Chapter 2 Notifications and the Activity Feed

Navigate the Activity Feed 28

Filter the Activity Feed by Notification Type 29

Set Your Status 30

Set Your Status Message 31

Enable Do Not Disturb 32

Manage Priority Access 33

Customize Your Notifications on the Desktop App 34

Customize Your Notifications on the Mobile App 35

Enable Quiet Hours on Mobile 37

Chapter 3 The Files App

Navigate the Files App 42

Add Outside Cloud Storage Locations 44

Chapter 4 Search and Search Box Features

Search in Teams 50

Use Microsoft Search 52

Search Tricks in Teams 54

Use Hashtags 56

Slash Commands 57

Chapter 5 Apps, Tabs, and Connectors

Overview and Using the App Store 60

Install an App from the App Store 62

Pin an App to the App Bar 64

Add a Tab to a Private Chat 65

Add a Tab to a Channel 67

Make an Office File a Tab 69

Make a PDF File a Tab 71

Add a SharePoint Page as a Tab 73

Add a SharePoint Document Library as a Tab 76

Add a Website as a Tab 79

Add a Team (Channel) Calendar 81

Send a File for Approval 84

Respond to an Approval Request 85

Add a Poll to a Conversation 86

Chapter 6 Private Chat

Start a Chat with Someone in Your Organization 90

Start a Chat with a Teams User Outside

Your Organization 91

Start a Chat with a Skype for Business or Skype

Consumer User Outside Your

Organization 92

Add Someone to an Ongoing Chat 93

Rename a Chat 94

Format Your Chat Message 95

@mention an Individual 96

Mark Your Chat Message as Important 97

Mark Your Chat Message as Urgent 98

Add an Emoji, GIF, Sticker, or Meme

to Your Chat Message 99

Send Praise to Someone in Your Chat Message 100

Edit a Chat Message 101

Like or React to a Chat Message 102

Save a Chat Message 103

Delete a Chat Message 104

Mark a Chat Message as Read or Unread 105

Share a Chat Message to Outlook 106

Translate a Chat Message 107

Mute a Chat 108

Pin a Chat 109

Pop Out a Chat in a New Window 110

Leave a Group Chat 111

Delete or Hide a Chat 112

Turn Chat Read Receipts On or Off 113

Filter Your Chat Listing by Person,

Read Status, and More 114

Send a Quoted Reply 115

Create a Buddy List of Important Contacts 116

Chapter 7 Files in a Private Chat

Share Files in a Private Chat 120

Set Permissions of a File in a Private Chat 121

Change Permissions of a File in a Private Chat 122

Access Shared Files in a Private Chat 124

Delete Files in a Private Chat 125

Chapter 8 Teams

Understanding a Team 130

Create a Team from Scratch 132

Create a Team from a Template 134

Create a Team from an Existing SharePoint

Online Team Site 137

Create a Team from an Existing

Microsoft 365 Group 138

Search for a Team to Join 140

Edit a Team Name and Description 141

Edit Your Team Settings 142

Add Internal People to Your Team by Invitation 143

Add External Guests to Your Team by Invitation 144

Remove People from a Team 146

Accept Pending Join Requests for a Team 147

Add People to a Team Using a Join Code 148

Share a Team Using a Link 150

Limit Who Can @mention Teams and Channels 151

Create a Teams Tag 152

Leave a Team 154

Archive a Team 155

Delete a Team 156

Hide a Team 157

Chapter 9 Channels

Create a Standard Channel 160

Create a Private Channel 161

Add People to a Private Channel 162

Manage Private Channel Owners 163

Edit a Channel Name and Description 164

Manage a Channel 165

Delete a Channel 166

Restore a Deleted Channel 167

Set Channel Notifications 168

Pin a Channel 169

Moderate a Channel 170

Share a Link to a Channel 171

Send an Email to a Channel 172

Share an Email from Outlook to Teams 174

Email a Channel vs. Share to a Channel 176

Silence a Channel 178

Hide a Channel 179

Leave a Channel 180

Follow a Channel 181

Chapter 10 Channel Conversations

The Case for Conversations Over Email 184

Create a Standard Channel Conversation 186

Create a Multichannel Conversation 187

Create an Announcement 189

Reply to a Channel Conversation 190

Set Who Can Reply to Your Channel Conversation 191

Format Your Channel Message 192

Add a Subject to a New Channel Conversation 193

@mention an Individual, Channel, or Team 194

Mark Your Channel Message as Important 195

Add an Emoji, GIF, Sticker, or Meme to Your

Channel Message 196

Send Praise to Someone in Your Channel Message 198

Edit a Channel Message 199

Like or React to a Channel Message 200

Save a Channel Message 201

Delete a Channel Message 202

Delete an Entire Channel Conversation 203

Mark a Channel Message as Read or Unread 204

Get the Link to a Channel Message 205

Share a Channel Conversation to Outlook 206

Translate a Channel Message 207

Pin a Channel Conversation 208

Silence a Channel Conversation 209

Chapter 11 Files in a Team

Understanding Files in a Team 212

Create a File in a Team 214

Upload Files to a Team 215

Upload Folders to a Team 216

Attach Files to a Channel Conversation 217

Rename a File in a Team 218

Open and Edit Office Files in Teams or the

Desktop App 219

Co‐author Office Files 220

Pin Files and Folders to the Top of the Tab 221

Sort, Filter, and Group Files into Views 222

View Your Files in List or Tile View 226

Sync Files to Your Desktop 227

Sync Files to Your Smartphone or Tablet 228

Share a Link to an Existing File or Folder with a

Team Member 229

Add a File to a Channel Conversation 230

Start a Conversation Based on a File 231

Move or Copy Files Between Teams, SharePoint,

or OneDrive 232

Download a File 233

Check Files In and Out 234

Delete a File or Folder 235

Understanding Files in Private Channels 236

Open Your Team’s Files in SharePoint 237

Revert to a Previous Version of a File 238

Restore a Deleted File or Folder 239

Share a File Externally 241

Chapter 12 Calling and Voicemail

The Calls App 244

Set Up Your Voicemail 245

Check Your Voicemail 246

Call a Teams User in Your Organization or an

External Guest 247

Call a Teams User Outside Your Organization 248

Call a Skype for Business or Skype Consumer

User Outside Your Organization 249

Dial an Outside Phone Number 251

Chapter 13 Planning a Meeting

Start a Meet Now Meeting from a Private Chat 254

Start a Meet Now Meeting from Your Calendar 255

Start a Meet Now Meeting from a Channel 256

Schedule a Meeting with Internal and/or

External Attendees 257

Schedule a Meeting from an Ongoing Private Chat 259

Schedule a Meeting from Outlook 260

Schedule a Channel Meeting 261

Understanding Channel Meetings 262

Find the Right Meeting Time 263

Chat with Meeting Participants Before the Meeting 264

Manage Meeting Options 265

Change Who Can Bypass the Lobby 266

Assign Meeting Roles 267

Set Whether Attendees Can Unmute Themselves (Hard Mute) 269

Set Whether the Meeting Chat Is Enabled 270

Include a Dial‐in Number with a Meeting Invitation 271

Update a Scheduled Meeting 272

RSVP to a Meeting 273

Chapter 14 Joining a Meeting

Join from Teams 276

Join from Outlook 277

Join from a Link or Email Invitation 278

Join from a Telephone or Smartphone 280

Select Your Audio and Video Devices 282

Set Your Video Background 283

Add a Room to a Meeting When Joining 285

Chapter 15 During a Meeting

Change Your Meeting View and Layout 288

Pin a Participant 290

Spotlight a Participant 292

Record a Meeting 294

Let People in from the Meeting Lobby 295

Add People to an Ongoing Meeting 296

Mute Yourself 298

Mute Someone Else 299

Mute Everyone in the Meeting 300

Force All Attendees to Stay on Mute (Hard Mute) 301

Turn Your Video On or Off 302

Set Background Blur or a Background Image 303

Raise Your Hand 305

React During a Meeting 306

Share Your Screen During a Meeting 307

Share a Single Window During a Meeting 309

Present a PowerPoint Slide Deck During a Meeting (PowerPoint Live) 311

Share the Meeting Whiteboard During a Meeting 314

Share Your Video and Content Side by Side 316

Share Files During a Meeting 318

Share a Poll During a Meeting 322

Enable Live Captions or Transcription 327

Use the Meeting Chat 328

Change Meeting Roles 329

Take Meeting Notes 331

Change Your Audio and Video Devices 333

Turn Off Incoming Video to Improve Your Connection 334

Transfer a Meeting or Call from Desktop to Mobile 335

Remove a Participant from a Meeting 336

Manage Meeting Options During a Meeting 337

Meeting Settings Best Practices 338

Chapter 16 Meeting Breakout Rooms

Create Breakout Rooms 342

Assign or Switch Participants Between

Breakout Rooms 343

Rename Breakout Rooms 344

Add a Breakout Room 345

Delete a Breakout Room 346

Set Participants to Join Breakout Rooms Automatically 347

Open Breakout Rooms 348

Allow Participants to Return to the Main Meeting 349

Set a Time Limit for Breakout Rooms 350

Send an Announcement to All Breakout Rooms 351

Join a Breakout Room as the Organizer 353

View Breakout Room Chat Without Joining

the Breakout Room 354

Record Breakout Rooms 355

Send a Chat Message to the Organizer

as a Breakout Room Attendee 356

Close One or All Breakout Rooms 357

Chapter 17 Closing a Meeting

Leave or End a Meeting 360

Access the Meeting Recap 361

Download the Attendance Report 362

Access and Share the Meeting Recording 364

Download the Meeting Transcript 366

Use the Meeting Chat After the Meeting 367

Index 368