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14 best practices for Microsoft Teams video meetings | Computerworld - How to Schedule a Meeting in Microsoft Teams Mobile App
Create and manage bookings. Create approvals. Manage team schedules with Shifts. Tips for better meetings. Free instructor-led training. Teams on-demand training. Teams downloadable guide. Teams help. Download Teams. What is Shifts? Plan and schedule a live event. Fun stuff for chats. Teams will tell you via email and a pop-up banner on your computer or phone when specific events occur.
In addition, you will get notifications about other activities including chat mentions, replies to conversations you start, likes and reactions, team membership changes, and more. It might be a bit much for a busy team. You can tune with the notifications in the same place you add your picture, by clicking on Settings, then Notifications. Also, note that mobile settings have their own notification rules as seen in the app notification image above. Microsoft Teams Tip: Need to contact someone urgently?
Enable notifications to find out the moment someone comes online. There is a setting in this particular place that can be super useful but is not well known.
At the end of the notifications settings, there is a button named Manage notifications. Clicking on the button shows you the Manage status notifications screen. When you add someone to this list, anytime their online status changes, you will receive a notification. Channels are topic areas within a team. This is where all the action is. Within a team, there can be many channels and all team members can create a channel by default.
You - yes you - can create a channel for any purpose that suits you. Note that the ability of team members to create a channel can be turned off by the Team owner.
You join a team. Once you are a member of the team, you can see all the channels in it unless hidden. When naming Teams and Channels, be thoughtful. Make sure names are descriptive enough so that others know if they should have an interest in the activity.
The menu items at the top of the screen are called Tabs. These can be customized for each channel. The Posts channel is where the chat activity happens. Posts in the channel are visible by anyone who can see the channel, which is by default everyone that is a member of the team. Microsoft Teams Tip: Get notified about channel activity to learn about important updates. Right-click on a channel name, and click Channel Notifications to set channel activity to alert you.
If you own a channel and any activity is important to you, this can be very useful. The Posts tab is where you post anything you want to say to the channel participants. You add a Post by typing in the textbox at the bottom of the screen.
Posts to a channel are journaled so that anyone can review them and respond. This is a great way to keep track of fast-moving details and news related to a project.
Also, this allows you the option of posting an entry to multiple channels. Feel free to add complex data in the feed. Explore the Post icons under the text box for other useful features. One of the main benefits of Teams is that you no longer need to send files around to team members by email. Instead, upload the file to the Files tab in Teams. Any file you upload to Teams is automatically made available to other team members, no special permissions needed.
Multiple people can edit the file at the same time - a feature called co-editing. Co-editing is a great feature that allows you to collaborate in real-time with others making it ideal for sharing during a Teams meeting. You can send a link to the file simply by right-clicking on the file name and selecting Copy link. Just open the document and click File, Info, Version History. Microsoft Teams Tip : When you have a file that is commonly referenced, you can add the file as a Tab along the top of the channel.
The file is then available to everyone by simply clicking on the tab. Extending the notion of adding a File as a Tab , you can add other applications to the channel Tabs. In fact, this is one of the most common uses of Teams, adding Tabs to support key Team activities.
Possibilities include adding additional cloud files storage used by your company Box, Dropbox, and SharePoint for example , Adobe Sign or Docusign, PowerApps, Microsoft Project, or many other possibilities.
The Add a tab window at first only shows some of the options as shown in the image below. Click on the More apps link to see all available applications. Private chat is ubiquitous in Teams. You can jump into a chat almost at any time from anywhere. To start a chat, click on the New Chat icon which is always present at the top of the screen. Type your message at the bottom of the screen and click send. The recipient will receive a popup banner that shows that you want to chat with them and they can reply directly in the popup.
You can jump directly into a Teams call, video chat, or add others to the chat using the icons in yellow as shown in the image above.
Private chats are not visible to others in Teams and are journaled in your Teams interface so you have a permanent record of the conversations. Of course, you can use these same features from your Teams mobile client as well for iOS and Android devices. The Calendar app in Teams will show your personal Microsoft calendar. You can create meeting requests in the Calendar app and this works well. However, you will find that it would be better to create Teams meetings in Outlook.
The main reason for this is that as of the time of writing, the Teams Calendar app is not as well integrated with room and resource scheduling as Outlook. Frequently, a team will want to meet in person and also provide a team meeting link for the same meeting so that those who are out of the office can participate.
Typically, physical meeting rooms are set up in Microsoft so that a meeting request allows them to be automatically reserved. You cannot do that in the Teams Calendar app as of the time of writing. As a result, if you routinely reserve meeting rooms, create your team meeting requests in Outlook. Fill out the Details form and click Send. Teams will add the meeting URL to the body of the message that allows attendees to join the meeting. You can also add additional information about the meeting in the editor box at the bottom of the page.
When finished, simply select the Save button in the upper-right corner. Your attendees will automatically receive an email about the scheduled meeting. If you're using a paid subscription in Teams, you can schedule a meeting from a channel you belong to. This allows everyone in the channel to access and participate in the meeting. To do this, follow the steps outlined below:.
If you want to schedule a one-on-one meeting, you can do so from the chat. Now that you know how to set up video calls, you can easily hold online meetings and discussions with your team members! This way, people can clear their schedules for the meeting and sync it with their calendars. Step 4: Add a title for the meeting, invite participants and add other details. Step 3: Set the start time and end time for the meeting.
Write a description as well. Here are three features that make Teams an excellent communication tool for remote as well as in-office teams:. Since Microsoft Teams is a collaboration tool, it has an instant messaging feature to keep the team connected. Microsoft Teams integrates with tons of workplace apps to help streamline your communication across various platforms.
Here are a few tips to make the most of it. Microsoft Teams allows you to work on shared Word, Excel or PowerPoint files without leaving its interface. Now that you know how to set up and use Microsoft Teams, your organization can collaborate easily with its powerful features.
Subscribe to our mailing list and get interesting stuff on remote working and productivity to your email inbox. We respect your privacy and take protecting it seriously. But how do you go about using Microsoft Teams? After all, while Microsoft Teams is an effective tool, it can be confusing!
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