How to use Microsoft Teams: A step-by-step tutorial


Microsoft Teams is a comparatively new product within the Microsoft 365 lineup, but it surely’s proving to be a really sturdy competitor to Slack and Zoom. Integrations with different Microsoft apps and cloud providers make it a terrific selection, and studying how to use Microsoft Teams isn’t almost as tough as you would possibly assume (even for big firms).

For these new to the platform, we put collectively this fast newbie’s information. Here you’ll be taught all the primary duties you want to know, plus just a few superior tutorials for issues like digital assembly backgrounds and extra. Download the app beneath and let’s get began!

What is Microsoft Teams?

Microsoft Teams logo

Microsoft Teams is a productiveness and collaboration software that integrates into the bigger Microsoft 365 platform. It has options for speaking with totally different organizations, personal chats with people and teams, video conferences and conferences, and extra.

Read additionally: Zoom vs Microsoft Teams: Which is best for you?

Teams changed Skype for Business and Microsoft Classroom, incorporating all options right into a single platform. It’s a terrific possibility for each firms and educators, competing with Slack, Facebook Workplace, and even G Suite.

In addition to all the customary chat and video name choices that you simply’d anticipate from a program like Skype, Teams enables you to arrange, properly, groups of individuals. One workforce can include up to 500,000 particular person customers. These groups can then be damaged down into extra particular Channels with threaded posts to preserve all the things organized.

Is Microsoft Teams free?

Microsoft Teams is totally free to use, though there are additionally paid plans with extra options. The free model contains conferences and video calls, 2GB of storage per consumer, and internet entry to common Office apps like Word, Excel, and Powerpoint.

The paid model advertisements assembly recordings, extra storage per consumer (up to limitless relying on the plan), desktop variations of all Office apps, higher safety, and extra administrative instruments to your Team. Depending on what you need to use Teams for, chances are you’ll have the ability to stick with the free model indefinitely.

Microsoft Teams pricing

Microsoft Teams prices

If you do need to improve to a paid Microsoft Teams model, there are three paid Microsoft 365 pricing plans obtainable. The most cost-effective begins at $5 a month (for those who pay for a 12 months), and provides worthwhile options like assembly recordings and extra storage (up to 1TB) for shared recordsdata. You additionally get extra safety features and 24-hour help.

Read additionally: Microsoft Teams vs Slack: Which is best for remote teams?

Jumping up to the Microsoft 365 Business Standard plan will unlock desktop variations of all common Office apps. This makes it the perfect selection for a lot of companies, though it doesn’t add any new Microsoft Teams-specific options in contrast to the cheaper plan.

The remaining plan is aimed primarily at massive companies and once more doesn’t add a lot to the Teams expertise. The solely main additions are limitless cloud storage and the power to host on-line occasions for up to 10,000 folks. Learn extra about pricing plans on the hyperlink beneath.

How to use Microsoft Teams: Basic tutorials

Learning how to use Microsoft Teams isn’t too tough. If you’ve ever used a competitor like Slack it ought to really feel comparatively acquainted. Even the format is sort of equivalent, with all the necessary icons displayed on the left aspect of your display screen.

To assist you to get began, listed below are just a few primary Microsoft Teams tutorials for on a regular basis duties, together with getting arrange, chatting, and beginning conferences. We’ve additionally included extra superior tutorials beneath so be at liberty to skip forward for those who’ve already bought some expertise with the platform underneath your belt.

Note that these Microsoft Teams tutorials are written with the online model in thoughts, however the steps are related or equivalent on the cellular and desktop apps, as properly.

How to obtain the Microsoft Teams app

Although you don’t want to obtain the desktop or cellular apps to use Microsoft Teams, it’s a handy means to keep related. To get it, click here and choose the appropriate possibility for you. You can even obtain the cellular apps immediately from the Google Play Store or App Store by clicking beneath.

How to create a Team

Microsoft Teams create a team

Nick Fernandez / Android Authority

The very first thing you want to do (until you’re becoming a member of an current workforce) is to create a workforce. Even in case you are simply becoming a member of an organization workforce, you might have considered trying to create one other one to chat with teams of mates.

Here’s what you want to do:

  1. Open the Teams tab on the left-hand aspect.
  2. Click Join or Create a workforce on the backside of the display screen.
  3. Choose whether or not to Build a workforce from scratch or pull in contacts from an current group or workforce.
  4. Select privateness settings: Private, Public, or Org-wide.
  5. Enter a title and description.
  6. Click Create workforce.

Once within the workforce, you’ll see the primary workforce chat with an inventory of channels beneath. Channels are mainly group chats round a single theme. You can even have personal chats with people or teams, which is what we’re subsequent.

How to begin and come out a chat

Channels are nice for sharing info along with your whole workforce, however for fast questions to colleagues, chats are the higher possibility. They’re personal, straightforward to preserve organized, and more likely to get a response than a channel submit!

Here’s how to begin a Microsoft Teams chat:

  1. Open the Chat tab on the left-hand aspect.
  2. Click New Chat on the high of the display screen.
  3. Enter the particular person’s title and write your message.
  4. Hit the ship arrow.

The steps for creating a gaggle chat are just about equivalent. Just click on the small arrow on the right-hand aspect to give the group a reputation, then enter all members within the To subject. You can even add extra folks to a one-to-one or group chat by clicking the Add People button. You may even select whether or not or not to embrace the chat historical past.

There are just a few different issues you are able to do to make chats much more handy. The first is pinning them by mousing over the chat, clicking the extra choices icon, then Pin. This will be sure it’s at all times on the high of the checklist.

Another helpful factor to be taught is how to come out a chat in Microsoft Teams. This offers that chat its personal window, so you may have multiple chat open at a time. Like above, simply click on the extra choices icon, then Pop-out chat.

How to create a gathering

Schedule a meeting microsoft teams

Chatting is nice for fast messages, however generally a face-to-face dialog is a greater possibility. Thankfully, it simply takes a second to learn the way to create a gathering in Microsoft Teams, whether or not it’s with one particular person or 20!

Read additionally: How to look your best for webcam meetings

There are two methods to arrange a gathering: beginning one immediately or scheduling one for a later time. The simplest way for fast calls is to open a chat and click on the Schedule a gathering button (it seems like a calendar with a plus signal). This routinely invitations the opposite get together and works in group chats as properly.

For all the things else, the method of organising a gathering in Teams is analogous to what you’re used to from Outlook:

  1. Open the Calendar tab on the left-hand aspect.
  2. Click New Meeting within the high proper nook.
  3. Enter the particulars of your assembly.
  4. Click Save.

Note which you could additionally create a gathering from a channel, which can routinely invite all members of that channel. If you’re having hassle discovering an acceptable time, you may verify the scheduling assistant tab on the higher a part of the display screen to see invitees’ schedules.

How to be a part of a gathering

Joining a gathering is even simpler, and once more works identical to you’d anticipate for those who’ve used Outlook:

  1. Open the Calendar tab on the left-hand aspect.
  2. Select the assembly and click on Join.
  3. Adjust your video and audio settings.
  4. Click Join Now.

You can even click on the Join Microsoft Teams Meeting hyperlink within the e mail invite. Depending on the assembly settings, you’ll both be a part of the assembly straight away or enter a ready room till somebody enables you to in.

How to share your display screen in a gathering

Sharing recordsdata in a Microsoft Teams channel is nice, however if you’d like to run by it in particular person you want to share your display screen in a gathering. Teams makes it straightforward to do that. It even has built-in integration with PowerPoint for straightforward enterprise shows.

Here’s how to do it:

  1. In a gathering, click on Share within the heart of the display screen (chances are you’ll want to transfer your mouse).
  2. Select the display screen, window, or doc to share.
  3. A pink border seems across the content material you’re actively sharing.
  4. When completed, click on Stop Sharing within the backside proper.

If you don’t have the doc you need to share open, you may also click on the Browse button within the sharing menu to discover it. In normal, it’s higher to share a selected window or doc as a substitute of your complete desktop.

How to use Microsoft Teams: Advanced tutorials

Now that you already know the fundamentals of how to use Microsoft Teams, it’s time to take a look at some superior options. Although they’re not fairly as important because the duties above, all of them are issues you may use every day.

Again, these are written with the online app in thoughts, however the steps are related or equivalent on different platforms. Let’s get to it!

How to delete a chat

Whether you need to clear up your Chats tab or eliminate mistaken messages, there’ll come a time once you want to learn the way to delete Microsoft Teams chats. Here you have got two choices: delete particular messages (solely your individual), or disguise all the chat.

To delete a selected submit in a chat or channel, mouse over it and click on the extra choices icon, then click on Delete. If you do that by mistake, you may undo the deletion as properly. Again, you may solely delete your individual posts, and any nested replies out of your colleagues will nonetheless seem.

Unfortunately, there’s no means to delete a whole chat in Microsoft Teams, however you are able to do the subsequent neatest thing: disguise it. Just mouse over the chat, click on the extra choices icon, then Hide. It will now disappear out of your checklist, cleansing up visible litter. This works for channels as properly, however they’ll all be tucked away in a hidden channels checklist.

How to set up apps

Microsoft Teams apps

Apps and connectors are an effective way to add particular features to Teams. They simply take a second to set up, and you’ll add them for simply your self or your whole workforce. There are three locations to set up apps, and every of them performs a distinct operate.

The first is within the sidebar, which is personalized only for you. If another person in your group provides the identical app they might share info (with apps like Trello, for instance), however others (like OneNote) will solely present your recordsdata. You can add these by clicking the apps button within the backside left of the display screen.

The second place to add apps is as a tab, which exhibits up for everybody in a Team on the high of the web page. There are just a few default tabs like posts, recordsdata, and wiki, however simply to the appropriate of these is a plus icon, which is how one can add extra. Apps could not look or work precisely the identical relying on the place they’re added.

The remaining place is immediately within the chat window, showing subsequent to choices for formatting, emojis, attachments, and extra. Just click on the extra choices icon, then choose the app to add. If you click on extra apps, groups will routinely pull up the checklist with the messaging filter utilized.

How to change your Teams assembly background

In the present period of telecommuting and dealing from house, it’s possible that your property workplace isn’t precisely essentially the most skilled setting. This is generally nice, however for consumer conferences or video conferences along with your boss you may want one thing a bit extra discreet. That’s the place Microsoft groups digital backgrounds are available.

There are two methods to change your Teams assembly background: One with a easy blur or one with a background picture. Both take just some seconds to arrange. Note that not all {hardware} helps this, so if the choice doesn’t seem chances are you’ll want to improve your digital camera first.

You can change your background earlier than or after a gathering begins, however the steps are just about the identical:

  1. In the assembly controls menu, click on the extra choices icon.
  2. Select Show background results.
  3. Choose a blurred background or digital background picture.
  4. (Optional) Click Add new on the high of the background settings window to add your individual pictures.

If you do find yourself including your individual picture, be sure it’s sufficiently top quality or it could look too blurry. For enterprise use, you also needs to keep away from utilizing copyrighted photographs or imagery.

Other FAQ

Q: Is Microsoft Teams HIPAA compliant?
A: Yes, Teams is HIPAA and GDPR compliant, however directors might have to take some further steps. An Office 365 E5 enterprise subscription contains entry to the Office 365 Security & Compliance Center, which gives a number of instruments for information administration. Learn more here.

Q: Does Microsoft Teams have video games?
A: Yes, Teams has just a few trivia video games obtainable as apps. A few common choices are Kahoot! and Quizlet. You can even play Pictionary utilizing the whiteboard characteristic.

Q: Can I use Microsoft Teams on Linux?
A: Yes. You can discover each Debian (.deb) and Red Hat-based (.rpm) distributions on the official download page.

Q: Does Microsoft Teams work on Chromebooks?
A: Yes. You can each obtain the Teams app from the Play Store or use the online app at teams.microsoft.com.

Q: Can I arrange an out-of-office message in Microsoft Teams?
A: Yes, however you want to set it up in Outlook. Your Out of Office standing will carry over to Teams, however as a substitute of an e mail reply, your message will seem underneath your profile.

Q: Is Microsoft Teams a part of Microsoft 365?
A: Yes, Teams is part of Microsoft 365, and is included in all subscription plans.

Q: Where are Microsoft Teams recordings saved?
A: Currently, all Microsoft Teams assembly recordings are saved in Microsoft Stream. However, beginning in early 2021 all conferences will as a substitute be saved to OneDrive and ShareLevel. If you’d like to change early, you may learn more here.


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