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May 19, 2020

Tutorial Microsoft Teams

What is Microsoft Teams

Microsoft team is a solution designed to become the core of all the activity of a company. it is a tool that Microsoft incorporated at the end of 2016 to the already robust Microsoft 365 suite ( formerly Office 365).This means that beyond its own functionalities, it offers full integration with the other solutions in the suit: Outlook, Word; excel ; One Drive, PowerPoint, Power BI…

Based o the cloud, Microsoft Teams allows companies to modernize the way they work thanks to 4 essential pillars for any current company.

  • Promote communication between employees

Make the team aware of everything with group chats, online meetings, calls, conferences…

  • Optimize teamwork

Collaborate on files with integrated Microsoft 365 applications like Word, Excel, PowerPoint and SharedPoint.

  • Customize the work area

Add your favorite Microsoft applications and third-party services to access all the resources you need.

  •  Increase security

Get end-to-end security, administrative control, and compliance, all powered by Microsoft 365.

 

Microsoft Teams Tutorial

Step by step

Customized and integrated tabs

TEAMS members can add additional tabs to each channel to customize them and to offer the services available to their needs.

In channels, Chat and File tabs are created by default. Similarly, in each private chats

In channels, the Conversations and Files tabs are created by default. In the same way it happens in each private chat, the Conversations, Files, Organization and Activity tabs are created by default. However, in addition to these built-in tabs, you can design and add custom tabs. From incorporating an Excel, Word, Power BI file …

How to do it: You just have to click on the “+” symbol that appears in the top menu of a chat and incorporate for that chat or group that functionality you need.

Bookmarks

Bookmarks allow you to save a message or an attachment to read later, or simply to have it marked as an important resource. This is very useful for inappropriate files or messages that we may need to use in the future.

How to do it: In a chat room, find the message or file you want to mark and click the marker icon that appears when you hover over the message. To find the files you have marked, simply type “/saved” in the search bar and you will be taken to a list of the items you have marked.

Share content

Share your desktop, a PowerPoint file, or use the whiteboard if you want to show your screen and other activities and files on your desktop to other meeting attendees.

How to do it: To share your screen in a meeting, select “Screen Sharing” from the meeting controls. Then, simply decide if you want to present your entire desktop, a particular window, a Power-Point file…

Sharing PowerPoint in a meeting

If you choose to share a PowerPoint file in a meeting, participants will be able to move through the different slides without interrupting the main presentation. And whenever they want, they can return to the presenter’s view with a single click.

How to do it: Select “Share Screen” from the meeting controls. In the PowerPoint section, select the file you want to share.

Include the system audio

System audio sharing allows you to transmit your computer audio to meeting participants via Teams. You can use it to play an audio or video clip as part of a presentation.

How to do it: To share your system audio, select “Share Screen” from the meeting controls, and then simply turn on the “Include System Audio” option.

Use the board in meetings

The integration of Whiteboard into Microsoft Teams meetings is powered by Whiteboard for the Web, which allows Teams meeting participants to draw, sketch, and write together on a shared digital canvas.

How to do it: You can share a whiteboard, so it is available simultaneously in whiteboard applications on Windows 10, iOS, and the web. After you join a Teams meeting, select “Share” from the meeting’s share tray. And in the Whiteboard section, select Microsoft Whiteboard.

Using the pencil on the whiteboard at a meeting

You can open the same whiteboard in Microsoft’s whiteboard applications for Windows 10 or iOS to add any content and use the pen.

How to do it: When you start Whiteboard, Teams meeting attendees can draw on it. Click on the pencil icon, select a color, and write down anything you want.

Make video calls

With Teams you can make video calls to hold meetings or create much more dynamic conversations than in chat mode. These video calls can be made with as many members as you like and can be recorded for anyone who missed the meeting.

How to do it: Open the chat with the person/group you wish to start the video call with and click the video icon at the top right.

Customize background on Teams calls

On Microsoft Teams you have the ability to blur everything that’s left behind when you make a video call.

How to do it: To activate the background blur you only have to access a video call and click on the More Options icon (…) and select the option Background Blur.

*If you want to personalize the background with your own images, you can visit this article where we detail how to do it.

Schedule a Teams Live event

The host of a live event can schedule a Teams Live event from the desktop or the web. This process will automatically add the event to your group’s calendars, making it easy for attendees to be reminded of the meeting before it starts.

How to do it: In Teams, click meetings on the right side of the application, and then click schedule a meeting. At the top of the box.

Create a meeting for a Teams channel

When you create a meeting for a channel, all team members will be able to watch it and join it in that channel. Channels cannot be edited or added after the invitation is sent. You will need to send a new invitation with the updated channels.

How to do it: Select “New Meeting”. Type the name of a single channel where Add a Channel is indicated (in the date and time fields).

Joining a meeting without a Teams account

You do not need a Microsoft Teams account to access meetings on this platform.

Anyone who receives a meeting invitation can join a Microsoft Teams session. After clicking the link, a web page will open, where you will see two options: download the Windows application or join the meeting via the web. When joining via web, you can use Microsoft Edge or Google Chrome.

How to do it: Enter your name and choose your audio and video settings. If the meeting room (or other device that is connected to the meeting) is nearby, choose audio OFF to avoid interruptions. Select phone audio if you want to hear the meeting on your mobile phone.

Edit files in Microsoft Teams

Teams makes it easy to share files and work collaboratively on all types of files, allowing you to view, edit, and work on them together, directly without leaving Microsoft Teams.

How to do it: Files stored in your team’s file library are accessible to all team members.  There is no need to check the files or worry about whether one of your colleagues has the document open. You can all work at the same time and even see which colleagues have the file open and what changes they are making to it.

See the organization chart of the company

From Teams, you can access a detailed view of your company’s organization chart. See the organizational hierarchy, which members are part of a team, who is responsible for it, and the fit of each of the members of your company.

How to do it: Open a chat with a teammate and click on the “Organization” tab in the top menu. You will be shown an organization chart relating to their position within the company.

Incorporate Bots

As if all this weren’t enough, bots are automated programs that respond to all kinds of queries or provide updates and notifications on details that may be of interest to users; task management, surveys, reminders, better time for meetings…

How to do it: You must click on the suspension points that appear when you hover your mouse over any group/chat name and select “Manage Applications”.  The applications/bots in operation in that chat will appear, and by clicking on the “More Applications” tab you will access the menu from which you can add those bots that help you perform your tasks more efficiently.

Some examples:

Calendar Bot

Scheduling a meeting with your team can be complicated. Checking the availability of your colleagues is not always easy since free hours are sometimes scarce or non-existent. With the FreeTime 1 command, a list of the most suitable times for team members will be displayed, according to their schedules.

Polly

Polly is the ideal bot to present surveys, votes, and polls that make it easy to collect the opinions of your team members.

RememberThis

This bot solves a simple but recurring problem. As its name indicates, it allows you to program timers in conversations, so that it will draw our attention in the future to a particular topic that we don’t want to forget, or that we need to remember.

Kayat (travel)

Kayat is a bot designed as a travel agent. You only have to tell the bot where you want to go, and Kayat will inform you about the different flights available, their price… and even some of the most recommended activities you can do when you arrive at your destination.

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