Using Ms Teams

With over 100 million daily users, Microsoft Teams gained much popularity during the pandemic as the standard online collaboration tool for business. So, either if you are still trying to grasp the basics or already a seasoned user, this comprehensive list of tips and tricks will help you make the most of Microsoft Teams – now. Aug 02, 2018 Even though Microsoft recommends using Teams for specific team-related conversations, and Yammer for general company announcements, people are still using both platforms interchangeably. Since there’s no unified search tool for all Microsoft 365 conversations, it may become a bit tricky if you don’t remember where you had a certain chat.

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Note

  • For an overview of making the transition to remote learning and resources to help you get started, see our remote learning home page.
  • Resources to assist educators and students with remote learning are available in Remote teaching and learning in Office 365 Education.

You've completed Get started. You've rolled out Teams with chat, teams, channels, & apps across your organization. Now you're ready to add the meetings workload, including audio conferencing, video, and sharing. This article walks you through the rollout of meetings and audio conferencing. Start by watching our Teams meetings, conferencing, and devices video (3:28 minutes):

To learn more about the meetings experience for your users, see Meetings and calls.

New in April 2020: Meeting organizers can end a meeting for all meeting participants in Teams by clicking End meeting in the meeting controls within the meeting.

New in November 2019: You can now use Advisor for Teams (preview) to help you roll out Microsoft Teams. Advisor for Teams (preview) walks you through your Teams rollout, including meetings and conferencing. It assesses your Office 365 environment and identifies the most common configurations that you may need to update or modify before you can successfully roll out meetings and conferencing in Teams.

Note

For details about Teams meetings and conferencing on different platforms, see Teams features by platform.

Meetings and conferencing deployment decisions

Teams provides a great out-of-the-box experience for your organization, and most organizations find that the default settings work for them. This article helps you decide whether to change any of the default settings, based on your organization's profile and business requirements, then it walks you through each change. We've split the settings into two groups, starting with the core set of changes you're more likely to make. The second group includes the additional settings you may want to configure, based on your organization's needs.

Tip

Watch the following session to learn more about Meetings: Introduction to Meetings in Microsoft Teams for IT Pros

Meetings and conferencing prerequisites

Before scaling your meetings deployment across your organization, take time to review and confirm that your environment is ready to provide users with the bestpossible experience. Review the following information and make any required changes to your environment as needed.

To get the best experience on Teams, your organization must have deployed Exchange Online and SharePoint Online, and you must have a verified domain for O365such as contoso.com.

To scale meetings across your organization you should ensure that all user locations have internet access to connect to the Office 365 Services. At a minimum you should make sure that the following common ports are open to the internet from your user's locations:-

  • TCP ports 80 and 443 outgoing from clients that will use Teams
  • UDP ports 3478 through 3481 outgoing from clients that will use Teams
Ask yourselfAction
Is my network ready for Teams meetings deployment?To verify that your network is ready, see:

Core deployment decisions

These are the settings that most organizations want to change (if the Teams default settings don't work for the organization).

Teams

Teams administrators

Teams provides a set of custom administrator roles that can be used to manage Teams for your organization. The roles provide various capabilities to administrators.

Ask yourselfAction
Who will be assigned the Teams Communications Administrator role?To learn more about Teams administrator roles see Use Microsoft Teams admin roles to manage Teams.
Who will be assigned the Teams Communications Support Engineer role?To assign admin roles, see Assign administrator and non-administrator roles to users with Active Directory.
Who will be assigned the Teams Communications Support Specialist role?

Meetings settings

Meetings settings are used to control whether anonymous users can join Teams meetings, set up meeting invitations, and if you want to turn on Quality of Service (QoS), set the ports for real-time traffic. These settings will be used for all of the Teams meetings that users schedule in your organization.

Ask yourselfAction
Will I customize the initial meeting settings?See the Meetings in Teams tutorial to learn more about meetings settings.
Will I implement QoS?See Quality of Service in Microsoft Teams for information about QoS concepts. scenarios, and implementation.

Meeting policies

Meeting policies are used to control what features are available to users when they join Teams meetings. You can use the default policy or create one or more custom meeting policies for people that host meetings in your organization. To learn more, see the Meetings in Microsoft Team tutorial.

Ask yourselfAction
  • Will I customize the initial meeting policies?
  • Do I require multiple meeting policies?
  • How will I determine which groups of users get which meetings policy applied?

Read Manage meeting policies in Teams.

Audio Conferencing

Audio Conferencing provides organizations with additional entry points to any meeting (ad hoc or scheduled) by allowing meeting participants to join via public switched telephone network (PSTN) by dialing in using a traditional land line, private branch exchange (PBX), or mobile phone.

When you're ready to roll out Audio Conferencing, see the in-depth Audio Conferencing rollout guidance.

Meeting room and personal devices

For an optimal meeting experience in Teams, consider using Teams devices such as room systems, phones, headsets, and cameras. To learn more, see Teams devices for intelligent communications.

Ask yourselfAction
Will I purchase personal devices for my users?Read Manage your devices in Teams.
Will I purchase and deploy room system devices for my conference rooms?Read Meeting room devices and solutions.

Reporting

Use activity reports to see how users in your organization are using Teams. For example, if some don't use Teams yet, they might not know how to get started or understand how they can use Teams to be more productive and collaborative. Your organization can use the activity reports to decide where to prioritize training and communication efforts.

Ask yourselfAction
Who will be responsible for reporting?Read Use activity reports for Teams.
Who will be responsible for monitoring usage?Read Monitor usage and feedback in Teams.

Additional deployment decisions

You may want to change these settings, based on your organization's needs and configuration.

Using ms teams wiki

Bandwidth planning

Bandwidth planning lets organizations estimate the bandwidth that will be required to support meetings across their wide area networks and internet links so they can confirm that the network is correctly provisioned to support a scaled out meeting service.

Important

Teams won't let users schedule meetings or live events when they're offline or running with limited bandwidth.

Ask yourselfAction
Do I need to do bandwidth planning prior to and during my Meetings rollout?See Network Readiness for more information and links to tools to simplify your planning process.

Meeting recording and archiving

Users can record their meetings and group calls to capture audio, video, and screen sharing activity. There is also an option for recordings to have automatic transcription, so that users can play back meeting recordings with closed captions and search for important discussion items in the transcript. The recording happens in the cloud and is saved in Microsoft Stream, so users can share it securely across their organization. To find the recording for a meeting, go to the meeting conversation.

Note

The change from using Microsoft Stream to OneDrive for Business and SharePoint for meeting recordings will be a phased approach. At launch you'll be able to opt-in to this experience, in November you'll have to opt-out if you want to continue using Stream, and some time in early 2021 we'll require all customers to use OneDrive for Business and SharePoint for new meeting recordings.

To learn more, see Teams cloud meeting recording.

Ask yourselfAction
Will I turn on the meeting transcription service?See Turn on or turn off recording transcription

Live events policies

Teams live events policies are used to manage event settings for groups of users. You can use the default policy or create additional policies that can be assigned to users who hold live events within your organization.

Ask yourselfAction
Will my organization use Teams live events?See the live events articles for more information about planning for, setting up, and configuring Teams live events.

Conference room systems rollout

Organizations with many conference rooms may want to consider a structured approach to inventorying their rooms, identifying the appropriate devices, and then rolling them out.

Ask yourselfAction
What do I need to do to roll out conference room systems?Check out the Plan Microsoft Teams Rooms articles.

Cloud video interop

Cloud video interop makes it possible for third-party meeting room devices to join Teams meetings.

Video teleconferencing with content collaboration helps you make the most out of meetings. However, meeting room systems and devices are expensive to upgrade. Cloud video interop for Teams works with third-party systems and delivers a native meeting experience for all participants – in meeting rooms or inside Teams clients.

Ask yourselfAction
Will I use a cloud video interop solution as part of my room systems deployment?Read Cloud Video Interop for Teams.

Personal device rollout

When planning a larger rollout of personal devices to support meetings or voice deployments, consider using a repeatable site-by-site rollout process that delivers repeatable quality.

Using Ms Teams As A Meeting App

Ask yourselfAction
Will I use a site-by-site approach to roll out Meetings?The Site enablement playbook for Teams provides a good foundation that you can use for your own deployments. The guide is focused on voice, but the general principles of device delivery, account readiness, adoption, and training apply to a large meeting deployment.

Troubleshoot meeting and call quality

Teams gives you two ways to monitor and troubleshoot call quality problems: Call Analytics and Call Quality Dashboard. Call Analytics shows detailed information about the devices, networks, and connectivity related to the specific calls and meetings for each user. Call Analytics is designed to help admins and helpdesk agents troubleshoot call quality problems with specific calls, whereas the Call Quality Dashboard is designed to help admins and network engineers optimize a network. Call Quality Dashboard shifts focus from specific users and instead looks at aggregate information for an entire Teams organization.

Ask yourselfAction
Who will be responsible for monitoring and troubleshooting call quality issues?Read Use Call Analytics to troubleshoot poor call quality for information about permission levels required to troubleshoot call quality issues.

Operate your meetings service

It's important that you understand the overall health of the Teams service so that you can proactively alert others in your organization of any event that affects the service. The Operate my service articles provide in-depth guidance for service operations.

Ask yourselfAction
Who in my organization will be responsible for managing the meetings service?Make sure this person has the Teams admin permissions they need in order to manage your meetings service. To learn more about Teams administrator roles see Use Microsoft Teams admin roles to manage Teams.

Next steps

  • Drive adoption of meetings & conferencing throughout your organization.
  • Include featured apps - such as Planner - in your initial Teams rollout. Add other apps, bots, & connectors as you drive Teams adoption.
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Note

Review the following information to understand chat, teams, channels, & apps in Teams. Then, go to Chat, teams, channels, & apps in Teams to walk through a list of decisions important to your Teams rollout.

Let’s get started by thinking about how Microsoft Teams allows individual teams to self-organize and collaborate across business scenarios:

  • Teams are a collection of people, content, and tools surrounding different projects and outcomes within an organization.

    • Teams can be created to be private to only invited users.
    • Teams can also be created to be public and open and anyone within the organization can join (up to 10,000 members).

    A team is designed to bring together a group of people who work closely to get things done. Teams can be dynamic for project-based work (for example, launching a product, creating a digital war room), as well as ongoing, to reflect the internal structure of your organization (for example, departments and office locations). Conversations, files and notes across team channels are only visible to members of the team.

  • Channels are dedicated sections within a team to keep conversations organized by specific topics, projects, disciplines—-whatever works for your team! Files that you share in a channel (on the Files tab) are stored in SharePoint. To learn more, read How SharePoint Online and OneDrive for Business interact with Teams.

    • Channels are places where conversations happen and where the work actually gets done. Channels can be open to all team members or, if you need a more select audience, they can be private. Standard channels are for conversations that everyone in a team can participate in and private channels limit communication to a subset of people in a team.
    • Channels are most valuable when extended with apps that include tabs, connectors, and bots that increase their value to the members of the team. To learn more, see Apps, bots, & connectors in Teams.

For help using teams and channels, check out Teams and channels.

View this short video to learn more about best practices for creating teams and channels.

Membership, roles, and settings

Team membership

When Microsoft Teams is activated for your entire organization, designated team owners can invite any employee they work with to join their team. Microsoft Teams makes it easy for team owners to add people in the organization based on their name. Depending on your organization's settings guests who are team members but outside of your organization can also be added to your teams. See Guest Access in Microsoft Teams for more information.

Team owners can also create a team based on an existing Microsoft 365 group. Any changes made to the group will be synced with Microsoft Teams automatically. Creating a team based on an existing Microsoft 365 group not only simplifies the process of inviting and managing members, but also syncs group files inside of Microsoft Teams.

Team roles

There are two main roles in Microsoft Teams:

  • Team owner - The person who creates the team. Team owners can make any member of their team a co-owner when they invite them to the team or at any point after they’ve joined the team. Having multiple team owners lets you share the responsibilities of managing settings and membership, including invitations.
  • Team members - The people who the owners invite to join their team.

In addition, if moderation is set up, team owners and members can have moderator capabilities for a channel. Moderators can start new posts in the channel and control whether team members can reply to existing channel messages. Team owners can assign moderators within a channel. (Team owners have moderator capabilities by default.) Moderators within a channel can add or remove other moderators within that channel. For more information, see Set up and manage channel moderation in Microsoft Teams.

Team settings

Team owners can manage team-wide settings directly in Microsoft Teams. Settings include the ability to add a team picture, set permissions across team members for creating standard and private channels, adding tabs and connectors, @mentioning the entire team or channel, and the usage of GIFs, stickers, and memes.

Take three minutes to check out this go-to-guide video for team owners:

If you are a Microsoft Teams administrator in Microsoft 365 or Office 365, you have access to system-wide settings in the Microsoft Teams admin center. These settings can impact the options and defaults team owners see under team settings. For example, you can enable a default channel, “General”, for team-wide announcements, discussions, and resources, which will appear across all teams.

By default, all users have permissions to create a team within Microsoft Teams (to modify this, see Assign roles and permissions in Teams. Users of an existing Microsoft 365 group can also enhance their permissions with Teams functionality.

One key early planning activity to engage users with Microsoft Teams is to help people think and understand how Teams can enhance collaboration in their day to day lives. Talk with people and help them select business scenarios where they are currently collaborating in fragmented ways. Bring them together in a channel with the relevant tabs that will help them get their work done. One of the most powerful use cases of Teams is any cross-organizational process.

Example Teams

Below are a few functional examples of how different types of users may approach setting up their teams, channels, and apps (tabs/connectors/bots). This may be useful to help kick off a conversation about Microsoft Teams with your user community. As you think about how to implement Microsoft Teams in your organization, remember that you can provide guidance on how to structure their teams; however, users have control of how they can self-organize. These are just examples to help get teams to start thinking through the possibilities.

Microsoft Teams is great for breaking down organizational silos and promoting cross-functional teams, so encourage your users to think about functional teams rather than organizational boundaries.

Types of TeamsPotential ChannelsApps (Tabs /Connectors /Bots )
SalesAnnual Sales Meeting
Quarterly Business Review
Monthly Sales Pipeline Review
Sales Playbook
Power BI
Trello
CRM
Summarize Bot
Public RelationsPress Releases
News and Updates
Fact Checking
RSS Feed
Twitter
Event PlanningMarketing
Logistics and Scheduling
Venue
Budget
Twitter
Facebook
Planner
PDF
Marketing/Go to MarketMarket Research
Messaging Pillars
Communications Plan
Marketing Bill of Materials
YouTube
Microsoft Stream
Twitter
MailChimp
Technical OperationsIncident Management
Sprint Planning
Work Items
Infrastructure and Operations
Team Services
Jira
AzureBot
Product TeamStrategy
Marketing
Sales
Operations
Insights
Services & Support
Power BI
Team Services
FinanceCurrent Fiscal
FY Planning
Forecasting
Accounts Receivable
Accounts Payable
Power BI
Google Analytics
LogisticsWarehouse Operations
Vehicle Maintenance
Driver Rosters
Weather Service
Travel / Road Disruptions
Planner
Tubot
UPS Bot
HRTalent Management
Recruiting
Performance Review Planning
Morale
HR Tools
External Job Posting Sites
Growbot
Cross-organizational
Virtual Team
Strategy
Workforce Development
Compete & Research
Power BI
Microsoft Stream

It's possible to create Teams that align with the organizational structure. This is best used for leaders who want to drive morale, have team-specific reviews, clarify employee onboarding processes, discuss workforce plans, and increase visibility across a diverse workforce.

Using Ms Teams For Meetings

Org-wide teams

Using Ms Teams

If your organization has no more than 5,000 users, you can create an org-wide team. Org-wide teams provide an automatic way for everyone in an organization to be a part of a single team for collaboration. For more information, including best practices for creating and managing an org-wide team, see Create an org-wide team in Microsoft Teams.