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ОглавлениеCHAPTER 1
Getting Started with Teams
Communicating, collaborating, and meeting in Microsoft Teams represents a paradigm shift from having to bounce between multiple apps to get work done and attaching files that quickly become outdated to email threads that find themselves almost unreadably ugly and complex as they branch off into side conversations. Teams is a new way to do work. Getting started in Teams is easy. Just make sure to have your work or school account email address and password. Some actions in this chapter may require an IT admin to perform, so don’t sweat it if you can’t do it yourself.
Switch Between Dark Mode and Light Mode
Add or Update Your Profile Photo
Access and Manage Your Saved Messages
Access a List of Keyboard Shortcuts
Set Up and Manage Your Video and Audio Devices
Switch Between Organizations as a Guest
Leave an Organization as a Guest
Log into Teams
Almost anything you want to do in Teams you can do through the browser version of Teams (known as the web app). There are some upsides to using the web app: It’s quicker and uses less memory on your computer; you can have multiple Teams, files, and guest accounts open at once; and you can log into it from pretty much any computer, which is helpful when you’re on the go. That said, there are key features you will not get in the web app, especially during online meetings. The desktop app is generally a better, more full experience. However, when you need it, the web app is there for you.
The Teams desktop app provides the richest experience of all the options when it comes to using Teams. You’ll get all the features in your online meetings, native notifications in Windows and macOS, as well as some other key benefits. That said, and to be candid, the Teams desktop app can be a resource hog. If you find that your computer is overheating or slowing down, try closing the Teams app and using the web app instead. Otherwise, enjoy everything that comes with the desktop app. If you do not have the app installed, see the next section, “Install the Desktop App.”
One of the best aspects of Teams is the ability to hop between the desktop and mobile version with ease. Most of the features you use regularly on the desktop are available in some way on your favorite iOS, iPadOS, and Android devices. Bring chat, files, teams, meetings, and more on the go with the full-featured mobile app. In this section, we are using iOS as the example, but the setup should be similar on iPadOS and Android.
Log into the Web App
Log into the Web App
Open your favorite web browser and browse to https://teams.microsoft.com.
Note: While other browsers are supported, you will have the best experience in Microsoft Edge or Google Chrome.
Enter your work or school email address and click Next.
Enter your password and click Sign in.
Note: Once the system recognizes your email address, a logo and background image representing the organization you are connecting to should appear, letting you know that you are logging into the right place.
You may be asked whether you want to stay signed in. Select the appropriate response. If you are on a public computer (e.g., at a hotel or library), always say no.
Your browser may ask if you want to save your username and password. Select the appropriate response. If you are on a public computer (e.g., at a hotel or library), always say no.
The Teams app should load.
You can jump to other Microsoft 365 apps by clicking the app launcher () or “waffle” in the top-left corner.
If you are using Microsoft Edge, you can sign into the browser with your email address and password, and it will automatically sign you in to Microsoft apps and services.
Log into the Desktop App
Log into the Desktop App
Open the Teams desktop app. On Windows, open the Start menu and search Teams. On macOS, open the Applications folder and open Microsoft Teams.
In the sign-in window, select an existing account or enter a new email address to use, and then click Sign in.
Enter your password and click Sign in.
Note: Once the system recognizes your email address, a logo and background image representing your organization should appear, letting you know that you are logging into the right place.
Note: You may be asked whether you want to stay signed in. Select the appropriate response.
The Teams app should load.
Log into the Mobile App
Log into the Mobile App
If you have not installed Teams on your mobile device, make sure to do so. On Android, install Teams from the Google Play Store; on iOS and iPadOS, install Teams from the App Store.
Note: You may need the Microsoft Authenticator app to gain access to Teams on mobile devices. You can download it from either the Google Play Store (Android) or the App Store (iOS and iPadOS).
Tap the Teams icon () to open the app.
Provide your work or school email address and tap Sign in.
You may be brought to the Microsoft Authenticator app. If so, provide your password and tap Sign in.
You should be returned to the Teams app. Tap any of the apps in the app bar at the bottom to show your content.
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Can I log into multiple Teams accounts?
Not at once, no. At least not in the desktop app. You can sign into additional accounts and be a guest in multiple other organizations; however, you can access only one account or guest organization at a time. One way around this is to have the Teams desktop app open to your primary account and open the other accounts or guest orgs in the web app, using browser profiles.
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Can I open and edit files from Teams on my mobile device?
Definitely. However, editing files does not take place in the Teams app itself. In addition to installing Teams, you should consider installing Word, Excel, PowerPoint, OneNote, Office, OneDrive, SharePoint, and Stream so that you can open (and edit, when applicable) various files in their native apps. Do this when you are connected to Wi-Fi and before you actually need the apps to use them. Setting up apps on the fly is no fun.
Install the Desktop App
You will get the most out of Teams by using the desktop app. If you do not already have Teams installed on your computer, you can download a native app for either Windows or macOS. Keep in mind that most work and school devices will likely already have Teams installed, so check the app listing on your computer before downloading and installing. Installing also may require an admin to approve, so be prepared to reach out to your IT team if necessary. There are a few ways to do this; this option will always work.
Install the Desktop App
Open the Teams web app (see the previous section “Log into the Web App”).
Click Settings and more (⋯) in the top-right corner.
Click Download the desktop app.
In the top-right of your browser, click ⋯ or ⋮ to open the menu, and then click Downloads.
Click the downloaded Teams installation file.
Follow the prompts until the file has been installed and Teams is available on your device.
Note: Step 6 may require an admin password to complete. Be sure to reach out to your IT team for support if you need it.
Modify Your Personal Settings
Teams offers a ton of ways to customize your experience, including dark mode, notification preferences, device settings, privacy settings, read receipts, who can contact you even when you are in do not disturb mode, quiet hours, and more.
Modify Your Personal Settings
Click Settings and more (⋯) in the top-right corner.
Click Settings.
Thumb through the options you have here, especially the Notifications settings. Your Teams experience can be highly personal and specific to you if you put a little time and research into it.
Click to close the Settings pane.
Switch Between Dark Mode and Light Mode
With dark mode being as popular as it is, Teams naturally offers a more muted and less-offensive-to-the-eye-during-later-hours view of the app. You can also enable high-contrast mode if you require that for better visibility. Toggle between these modes as the need suits you.
Switch Between Dark Mode and Light Mode
Click Settings and more (⋯) in the top-right corner.
Click Settings.
Under Theme, select Default, Dark, or High contrast.
Click to close the Settings pane.
Note: Teams is now in the mode of your choice. (Dark mode is shown here.)
Add or Update Your Profile Photo
Your profile photo is an opportunity to represent yourself to all your colleagues. Without it, you just show up as two letters, which doesn’t give anybody much information. And frankly, your colleagues have the right to know who they’re working with, so you should not go without a profile photo ever.
When uploading a photo, make sure it’s a clear headshot of you, cropped tightly, lit well, and where your face stands out from the background. Never use a photo of you with someone else (including a spouse or child), your pet, or a favorite character. Again, your colleagues deserve to know who they are working with; your profile photo is actually serious business.
Add or Update Your Profile Photo
Click your profile photo or initials in the top-right corner.
Click your photo or initials.
Note: Some IT admins disable the ability to change your own photo. Reach out to your IT team for help if you cannot complete this step.
Click Upload picture.
Note: Your photo must be smaller than 4 MB.
Select the photo you want to use from your computer.
Note: Your photo should be cropped square (or as close to square as possible) before you upload.
Confirm that you are happy with the look, and then click Save.
Note: This changes your profile photo throughout Microsoft 365 and may take some time to work its way into all apps.
Access and Manage Your Saved Messages
If you are a fan of flagging emails, then you will love saving messages in Teams. Saved messages—either in private chat or in a channel conversation—are kept in a central spot for you so that you can view and manage them later at your convenience.
Access and Manage Your Saved Messages
Click your profile photo or initials in the top-right corner.
Click Saved.
From the rail, select the message you want to view. It will load in the main area.
Note: Saved messages are listed chronologically, newest on top. You cannot reorder them.
To remove a saved message from your list, click Unsave this message ().
Access a List of Keyboard Shortcuts
Plenty of people live on keyboard shortcuts, such as Ctrl + C and ⌘ + V. Teams has a slew of keyboard shortcuts, some of which align with the standard ones in Windows and macOS and others that are specific to Teams itself.
Access a List of Keyboard Shortcuts
In the Teams search box, type the slash command /keys.
Note: For more information about slash commands in Teams, see the section “Slash Commands” in Chapter 4.
A lengthy list of shortcuts will appear. Check on this every so often; new shortcuts pop up from time to time.
Note: Shortcuts are generally the same between Windows and macOS. Just use the Ctrl or ⌘ key, respectively.
Click to close the pane.
Set Up and Manage Your Video and Audio Devices
Before you start taking part in meetings for the first time—or any time you plan to use a new audio or video device—you should make sure your devices are set up properly. It is an easy step to avoid anxiety or embarrassment the first time you hop into a meeting and find something is not working properly. As with most things, a little time spent early on can save time and frustration later.
Set Up and Manage Your Video and Audio Devices
Click Settings and more (⋯) in the top-right corner.
Click Settings.
Click Devices.
Under Audio devices, select the speaker and microphone you want to use.
Under Noise suppression, select how aggressively you want background noise to be removed. Auto (Default) is likely best to start with.
Under Camera, select which webcam you want to use (if you have multiple).
Click Make a test call and run through the steps to confirm your audio and video devices are working as expected.
Note: Teams will remember these settings for your next call or meeting. You can always change your device settings when joining or during a meeting.
View a Person’s Contact Card
Every person in Teams has a list of contact information that is easily accessible to you so you can find their job title, office location, phone number, and more personal details.
View a Person’s Contact Card
Hover over the profile photo or initials of a colleague.
The contact card lists photo, name, title, email address, phone number, department, and sometimes additional content from your organization.
To send a quick private chat, enter a message in the text box and click Send ().
To start a new private chat or open the ongoing chat with this person, click Chat ().
To start a new email to this person, click Email ().
To see this person in the organization chart, click View organization ().
Note: See the next section in this chapter for further details on the organization chart.
To start a video call with this person, click Video call ().
To start an audio call with this person, click Audio call ().
View the Organization Chart
Teams offers one of the best visual organization charts in Microsoft 365, but it is not the most obvious feature to find. Presuming your system has been set up so that everyone has a manager listed in their contact card, the org chart should automatically populate who reports to whom so that you can get a clear overview of the hierarchy of your organization.
View the Organization Chart
Hover over the profile photo or initials of a colleague.
In the contact card, click View organization ().
The org chart showing the hierarchy above and below that person will display. Click any person’s card to expand it and take action (e.g., send a chat or email or start a call).
Switch Between Organizations as a Guest
A major feature benefit of Teams is the ability to be a guest in someone else’s Teams system. Guests can take part in private chats and Teams in that system. However, you do have to switch between your guest accounts to check in on those orgs from time to time.
You will not be a guest in another system unless you have explicitly been invited by someone to a Team and you have accepted that invitation. After that, you can be included in conversations with people who are in any Team you are in, and other Team owners can add you to their Team as a guest.
Switch Between Organizations as a Guest
Click your profile photo or initials in the top-right corner.
Select the organization you want to switch to. The other org’s list of Teams should load.
Note: To switch back to your home account, follow steps 1 to 2 and select your organization.
Leave an Organization as a Guest
Once you are done working as a guest in another organization’s Team, you will likely want to remove that organization from your accounts and orgs list. This is a complex process for a simple goal, and Microsoft is working on a simplified process in the future. If these steps do not work for you, you should reach out to your IT team or do some research online for the current steps.
Leave an Organization as a Guest
In your favorite browser, browse to https://myapps.microsoft.com and log in with your work or school account.
Click your profile photo or initials in the top-right corner.
Click More Options (⋯).
Click Leave new experience.
Click your profile photo or initials in the top-right corner (again).
Next to Organizations, click Settings ().
Next to the organization you want to leave, click Sign in to leave organization.
Note: If the link says Leave organization, skip to step 10.
Sign in with your work or school account if requested.
Click Back in your browser.
Next to the organization you just signed into, click Leave organization.
Click Leave.
In the confirmation pane, click OK. Close your browser tab or window.
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Why do I still see the organization listed in my Accounts & orgs list?
Microsoft’s confirmation page says your removal from that org will take “a few minutes to take effect.” While that’s accurate when it comes to permissions (you will not be able to access anything in that org after a few minutes), it does not mean you will not still see evidence of that org for a while. Empirical testing has shown the org will show in your Teams listing for upward of 48 hours. Additionally, the org will remain indefinitely if you do not sign out of the Teams app and sign back in. It apparently needs a refresh, which only logging out can accomplish. This applies to both the desktop and mobile apps.
Log Out of Teams
Once you are done with the Teams app on the desktop (either the desktop app or in the browser), you might want to log out to end your session and keep someone else from using it. This is especially useful when you are accessing Teams on a public computer (e.g., a hotel or library). Always make sure to log out when using public devices.
Once you have finished using Teams on your mobile device, you will want to log out of it. Logging out is also useful when you are getting a new phone or tablet or letting someone else use the device. In this section, we are using iOS as the example, but the experience should be similar on iPadOS and Android.
Log Out of the Web or Desktop App
From the Teams web or desktop app, click your profile photo or initials in the top-right corner.
Click Sign out.
In the web app, if requested, confirm which account to sign out of. You should receive a confirmation you were signed out.
In the desktop app, the app will close and reopen to the sign-in screen.
Note: Signing out of the web app also signs you out of Microsoft 365 entirely in that browser.
Log Out of the Mobile App
From the Teams mobile app, tap the hamburger menu ().
Note: Yep, that’s what those three lines are called, a hamburger menu.
Tap Settings.
Tap Sign out [your email address].
Tap Sign out to confirm.
Note: You can now sign in with a different account or close the app.
