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Microsoft Teams User Guide

Updated

This guide provides helpful tips and instructions for getting started with Microsoft Teams.

Contact Details

If you experience any issues, please contact ASK4 Solutions:

Setting Up a Meeting

From Teams

  • Click the Calendar icon in the left pane.
  • Add a meeting by either:
    • Clicking New Meeting and filling in the details.
    • Selecting a time slot in the calendar and clicking to create a meeting.
  • Once created, attendees will receive a calendar invite and can join via Teams when the meeting starts.

From Outlook

  • Create a calendar appointment in Outlook.
  • Click the Teams Meeting icon in the toolbar to configure it as a Teams meeting.
  • Attendees will receive a calendar invite with a link to join via Teams.

From Outlook on the Web

  • Open the calendar in Outlook Online.
  • Create an event and select Add online meeting in the location dropdown.
  • Choose Teams Meeting.
  • Attendees will receive a calendar invite with a link to join.

Joining a Meeting

From within Teams

  • Open the Calendar section in Teams.
  • A Join button will appear next to the meeting about 5 minutes before it starts.
  • If notifications are enabled, Teams will prompt you when the meeting begins.

From Elsewhere

  • Use the link in the Outlook invite or calendar.
  • If Outlook notifications are enabled, click the reminder to join the meeting directly.

Options When Joining

  • Toggle video on/off.
  • Toggle the microphone on/off.
  • Enable/disable background effects.

Meeting Tools

Screen Sharing

  • Hover over the video toolbar and click the Screen Sharing icon.
  • Choose to share either:
    • An entire screen.
    • A specific program or document.
  • Stop sharing by clicking the Screen Sharing icon again.

Raising Hands

  • Hover over the video toolbar and click the Raise Hand icon to signal you’d like to speak.

Background Effects

  • Click the More Options (three dots) in the video toolbar.
  • Select Show Background Effects.
  • Choose a background and click Apply.

Using Teams to Chat

Starting a New Chat

  • Click the Chat button in the left menu.
  • Click the New Chat icon at the top.
  • Add participants by typing their names, emails, or tags.
  • Enter your message in the Type a new message box and press Enter.

Inviting Someone into a Chat

  • Click the Add Participants icon in the chat window.
  • Search for the user, select them, and add them to the conversation.

Video and Audio Calls

  • Use the icons in the top-right corner of the chat to:
    • Start a video call.
    • Start an audio-only call.
    • Share your screen.

Teams Shared Data

Accessing Shared Data

  • Open the Teams app and click the Teams icon.
  • Navigate to a specific Team and Channel.
  • Click the Files tab to view shared documents.

Syncing Shared Data to OneDrive

  • Ensure you are signed into the OneDrive app.
  • In Teams, navigate to the files you want to sync.
  • Click Sync and confirm the options in the OneDrive wizard.
  • Synced files will appear in File Explorer under your Office 365 tenancy.

Troubleshooting

Finding People in the Chat

  • Search by last name or email username if the first name search doesn’t work.

Turning Video On/Off

  • Hover over the video toolbar and click the Camera icon.
  • If issues persist:
    • Check that your camera is connected.
    • Restart Teams or your computer.

Turning Microphone On/Off

  • Hover over the video toolbar and click the Microphone icon.
  • If issues persist:
    • Check that your microphone is connected.
    • Restart Teams or your computer.