Microsoft Teams

Use Teams to share documents, chat, work on projects, complete daily tasks, or share new ideas in one place. Work on documents in real-time, use video conference and screen share to meet in one virtual location.

Click on the headings below to learn more about Microsoft Teams' features.

• Get started with Teams

  University computer

  Microsoft Teams is available on all university computers and is configured to open when you log in. Look out for the purple Microsoft Teams icon on your start menu in all student areas (libraries, lecture venues and labs)

  Online access

  Teams is available at the Office 365 Portal

  • Sign in using your University ID and password
  • Select Teams from the application list to start using

  Personal computer

  Microsoft Teams is available as a free download from the Microsoft website.

  1. Search Microsoft Teams
  2. Download the installer for desktop or mobile
  3. Run through the installer

• Create your Team

  A team is a collection of people who gather together around a common goal. Channels are the collaboration spaces within a team where the work gets done.

  Create a Team

  1. Click Teams in the left functions panel
  2. Click Join or create a team
  3. Click Create a team
     Important - choose the Anyone template (the other templates restrict you to have certain features that you cannot delete or change.
  4. Add details for your team
  5. Add other  staff as members

  Add a team owner

  1. Find the team that you created
  2. Click More options ˙˙˙ > Manage team
  3. Go to the Members tab
  4. Find the people you want to designate as team owners
  5. Under Role, click Owner.

  Add members

  1. Find the team that you created
  2. Click More options ˙˙˙ > Manage team
  3. Go to the Members tab
  4. Select Add member
  5. Find the people you want to include in the team

• Meet with Teams

  Meetings in Teams include audio, video, and screen sharing. Join a meeting via email, Outlook Calendar, or Teams. Create a meeting associated with a channel in a Team.

  Create a meeting

  1. Click Meetings
  2. Click Schedule a meeting
  3. Add Title
  4. Set Location
  5. Change dates and times
  6. Add Details
  7. Click the drop-down menu to select the required Channel
  8. Click your Team
  9. Click Schedule a meeting

  The meeting will appear in the conversation on your channel. Only Team Owners receive an email with an invitation to the meeting. You can add individual names to make sure that everyone sees the invitation.

  Join a meeting

  1. Click Meetings
     The meeting will show in the calendar list
  2. Click on the Meeting to open in the main window
  3. Click Join or the Join Microsoft Teams Meeting

  Record a meeting

  1. Click on the 3 dots (...) icon
  2. Click Start recording

  A message will appear at the top of the screen, advising participants the meeting is being recorded. The recording will appear on the channel used for the meeting.

• Create, share and collaborate

  Creating files within your team means everyone has equal access - you no longer need to email multiple versions to each other. Shared files can be edited at the same time. Previous versions can be restored if needed.

  Create files within your Team

  1. Choose the required Channel
  2. Click File
  3. Add a New file or Upload a file
     When you select New, you can create a new Word, Excel or PowerPoint file or a new folder.

  To see previous versions of files

  1. Open the file in the relevant desktop application
  2. Click File
  3. Find Info
  4. Version History is found at the bottom of the page

  Share a file in a one-on-one or group chat

  1. Select Choose File beneath the box where you type a message.
     This will upload a copy of your original file.

  or

  1. Go to the Files tab of a chat
  2. Select Share

  Share a file with your team in a channel

  1. Select Choose File beneath the box where you type a message.
     This will upload a copy of your original file.
  2. Go to the Files tab
  3. Select Upload

• Open a communication channel

  Teams allows users to create multiple separate ‘channels’ through which one user can access all the different groups they’re working with in one place.

  All Teams have a “General” channel as a default. You can create channels to organise discussions on topics such as meetings.

  Add Channels to your team

  1. In the Teams pane, click the 3 dots (...) button
  2. Choose Add channel
  3. Add Channel name
  4. Check the box to Automatically favourite this channel
  5. Click Add
  6. If the new channel is not showing for the Team, click on the Team name to expand so you can see all of the channels

  Team owner options

  As a team owner, you can automatically favourite channels for the whole team, making the channels more visible for everyone on the team. You can also pin tabs to the channel to add tools, such as One Note, links to web pages, and other content to make it easy for users to find what they need and share their thoughts.

  Start and name a group chat

  1. Select New chat
  2. Select the To field
  3. Type a name for the chat in the Group name field
  4. Type the names of the people you’d like to add in the To field

  Add people to the conversation

  1. Click Add people
  2. Type the names of the people you'd like to chat
  3. Click Add

  Teams will save the whole chat history, all the way back to the first message. And if someone leaves the group, their chat responses remain in your chat history.

  Tag someone

  You can tag other members of a Team by typing @ and then their name. If you want your instructor to respond to a post, ensure you '@Mention' them. You can also @Mention a channel or the whole Team. This creates a notification in the Activity Feed for all Team members.

Training for Teams

Get up and running with the basic info you need to be productive with Microsoft Office quick start guides.

Find out more about Teams and how it can help you and your team stay organised from Microsoft with Training for Teams

Need help?

If you have any questions about Microsoft Teams for studying, learning or personal use, please contact your IT Service Desk.