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21 Microsoft Teams Tips and Tricks Deployed by Pro Users.

 

Microsoft Teams allows you to start or join meetings on any device, and transfer between devices. As long as a meeting is still in progress, you can leave and join it again any time you want. Sometimes a meeting goes long, and you need to leave the office to your next appointment and want to transfer the meeting to your mobile device so that you can listen in as you drive. The app will ask if you want to join a second time or transfer.

Your laptop connection will drop as you are transferred to your mobile device. Meeting presenters can prepare polls in advance and launch the polls before, during, or after meetings that attendees can easily view and answer.

Polls liven up an otherwise boring meeting, and help the presenter to gather important feedback. Begin the process by adding the Polls app as a tab to your chat or meeting. As you prepare various polls to be launched during your meeting, you will see them as drafts within the tab. You can determine the order in which you publish each poll, or launch them all in rapid succession. Once you launch a poll, it shows as live in your Polls tab.

By clicking View Results, you can track responses in real-time. Microsoft Teams can now provide a recap with the meeting recording, transcript, chat, and attached files being shared with participants in the meeting Chat tab and viewable in the Details tab. Those who missed the meeting, joined late, or want to revisit what was discussed can play the recording or review the transcripts respectively. Meeting recap is now rolling out.

To find the recap, go into your Teams calendar, click on a past event, and click again on the expand arrows to see a full view of the meeting details, recording, and shared notes. Collaborate with confidence. AvePoint provides the most advanced platform for SaaS and data management to optimize SaaS operations and secure collaboration. More than 9 million cloud users rely on our full suite of solutions to make them more productive, compliant and secure. Our SaaS solutions are also available to managed service providers via more than cloud marketplaces, so they can better support and manage their small and mid-sized business customers.

Thanks - We've received your submission. Download the PDF. About the Author Christian Buckley. TIP 1 Quick view of all of your Teams. Why It is a healthy governance habit to regularly review and clean up Group, Team, Team site, and community membership. What When you want to go to the last webpage you visited you hit the back button on your browser. What Within chats, you can mark messages as urgent, alerting the user every two minutes until they look at your message. What No matter how much we may attempt to pull all relevant content into a single location, the reality is our content and artifacts are spread across multiple locations.

Why Sometimes it makes sense to leave content in its original location, but you still want quick access to everything related to your Team or Channel. What Another hidden feature in Microsoft Teams that can improve your productivity is using slash commands and keyboard shortcuts. Why Not everyone is a fan of keyboard shortcuts, but for oft repeated actions, these shortcuts can save a lot of time and extra mouse clicks. What While the search experience within Teams is still a work in progress, many people are unaware of the progress already made, including refiners and sort options.

Why We need help sorting through the complexity of messages, conversations, files and people profiles. How To start your search, type in your search term in the command bar at the top of Teams. What Users often look for a way to flag messages in Teams. Why Most information workers are task-minded and list-driven. What Like what you are hearing in a Teams meeting?

Why Reactions are a great way to be engaged without interrupting, and helps the speaker and fellow meeting participants know that your screen has not become frozen. What The immersive reader is great feature available across many Office apps, such as Word and PowerPoint. What Within Teams, you can use an existing Team structure and attributes to create a new Team.

Why When creating a new Team, sometimes you want to build from scratch — and sometimes you want to rinse and repeat from other successful Team structures. How When creating a new Team, simply follow the dialog boxes to create your new Team from an existing Team or Office Group.

What Personalize your Teams meeting invitations to include your company logo, URL and other header and footer details. Why It provides a more polished look and feel to your invites, but also allows you to promote your site and support contact details with every invitations sent. What Automate routine tasks without leaving Teams.

Why To streamline many of your common tasks. How Install the Power Automate app and pin it to your left nav. What A live transcript is not only a feature that makes your meeting more accessible, but it also helps those who are late or missed the meeting to get up to speed quickly. Why Transcripts make your Teams Meetings instantly searchable — while the meeting is happening, and once the meeting is over.

How This feature is available within the desktop version. TIP 14 Make your conversations more searchable. What Use hashtags to mark or categorize important chats to make them easier to find in search later. How For chats, select the pencil next to the member names at the top and type in a title that relates to the content of the chat and includes a word or phrase that will help you find it again.

TIP 15 Treat Meetings as documents. What By default, all Teams Meetings should be recorded and transcribed, with appropriate compliance and security measures to ensure that these important information assets are treated as any other intellectual property. Why Engaged employees are happy employees. How Currently in public preview, Admins can make the app available for employees to add to their Teams. Why Loop components allow people to collaborate on and interact with data no matter which workload they prefer.

How Once your Teams Admin has enabled Loop, users will see the Loop components icon appear within the toolbox.

Why A Message Center sync allows your team to more readily review and triage announcements as they appear, more quickly identifying and mitigating changes that will impact your employees How The Teams Admin needs to enable the sync and point the updates to a new or existing Planner plan.

What The Microsoft Adoption site is constantly being updated with documentation, templates, and general guidance on all-things Teams. What When using Microsoft Teams, you can drag and drop Teams into any order, pin important channels you can also drag and drop them , and hide teams to clean up your navigation view Why If you are creating or being added to dozens of Teams, the navigation can quickly become crowded.

A great Microsoft Teams tip is to regularly sort through active and inactive Teams and channels, keeping the most important up top for easier navigation, and hiding or archiving Teams that are no longer active How To change the order of Teams, simply drag and drop into your preferred order. Why The way that you use Microsoft Teams may have drastically changed. What Users can set the duration of their status rather than rely on the default settings Why The defaults of 5 minutes may not be your preferred duration before Teams automatically changes you from Busy to Away.

How Click the Profile image in the upper-right corner, and then click on the Status arrow to see the Duration options of 30 minutes, 1 hour, 2 hours, Today, This Week, or set a Custom timeframe.

What With every private chat, four tabs are provisioned by default: Conversations, Files, Organization, and Activity. Users have the ability to add additional tabs that can only be seen by chat members Why For ongoing private chats e. What Bookmarking saves threaded discussions to your profile so that you can keep track of important conversations.

Why One of the most frustrating aspects of the proliferation of conversations, teams, channels, projects, documents, meetings and more is navigating them. What You can send an email to a channel in Teams using the channel email address. Why Sometimes you may want to redirect an important email thread to Teams so that everyone on the project team can see and participate in the discussion.

What Using a keyboard shortcut, you can clean up lengthy hypertext links to keep your channel posts short and organized, adding as link to selected text. Why Information Workers are becoming more and more comfortable with reading content from their mobile devices. How Download the mobile app from your favorite app store, and add relevant login details. What Using the Teams integration with OneDrive, you can quickly synchronize files and folders with your local computer.

Why If you are frequently opening certain files, or have a very active project and want to reduce clicks to get to key content, you can create a sync between your target files and your local computer to streamline your access. What Keep your most-used apps right organized and easily accessible by adding them to the left rail in Teams.

Why As Teams truly becomes the hub for teamwork, you might find yourself constantly toggling between key apps and tools, such as Yammer or Lists or Tasks.

How Using the ellipsis … on the left rail, find the relevant app in the most recent used or through search, and right click on the app icon to pin the app to the left rail.

What Cross-posting an announcement or information allows you to share information across multiple channels and Teams at once. Why Sometimes you have content or a message to share across more than one channel in a Team — or across multiple Teams.

How Available now in the US, this feature will be rolled out to other regions over the course of How Rolling out now. What With tags, you can categorize people based on attributes, such as role, project, skill, training, or location and essentially create distribution groups in Teams. Why For some topics or projects, you may find yourself repeatedly notifying the same group of people each time there is an update.

Before joining a meeting, turn the Blur toggle on to choose from a variety of backgrounds including a blurred background. You can also change the background effects during a meeting. Click on the three ellipse on the floating menu bar and choose the Show background effects option from the menu. Each channel comes with a File tab where you can upload files to share them with everyone in the Team.

You can add a custom tab in any channel in order to use additional apps. Click on the plus sign to the right of all the channel tabs. This will allow you to browse all the available apps you can add to the tab. Teams has back and forward navigation buttons that will allow you to navigate back or forward a screen. You might have missed them as they are small and not very obvious.

From inside any chat click on the exclamation icon to select Urgent from the message status options. This will notify them of the new message every 2 minutes for the next 20 minutes. You can then search your activity feed by text search or filter on it to show only certain types of activity like reactions or mentions etc….

Go to the Activity center in the left navigation pane then click on the Filter icon. You can either Type to filter or click the three dots to filter by type of activity. Fortunately, you can quickly turn any chat into a voice call or video call with all the chat participants. You can even share your screen from a chat! Inside any chat just click on the video, voice or screen share buttons in the top right corner to either open a video call, voice call or to share your screen with all the chat participants.

Team meetings are one of the best things in Teams and you can make them even better with these two features. Click on the three ellipse in the floating bar menu and select Start recording to record your team meeting. Click on the Share Screen icon in the floating bar menu to share your screen with meeting participants. This will allow you to share anything on a particular screen or just a particular window you have open.

When the recording appears in Teams, click the three ellipse on the recording and select Open in Microsoft Stream from the options. This is where the recorded video is saved. You can pin any channel in your Teams. This will place the channel at the top of your list of Teams. When an app you have installed in Microsoft Teams is active, its icon will appear in the left navigation pane.

But when you navigate away the icon will disappear. Channel tags are a great way to tag groups of people in your messages. These tags allow you to create your own custom mentions so you can easily ping select groups of people in your messages.

Click on the three ellipses for any Team and select Manage tags from the menu. This will allow you to create a tag and add people to the tag. It's a good place to write key information that the participants should be aware of.

The moderator can also ask the participants to drop any questions they may have in the chat window, so everyone can understand the questions clearly. One mistake virtual meeting hosts make is failing to keep track of all activities. When they need to refer back to a topic, they can't. Microsoft Teams has made the recording process easy by introducing a recording feature to grasp every tiny detail quickly.

Making references is part of a learning process, and keeping a record of every online gathering is highly beneficial. When you record your meeting on Microsoft Teams, you have concrete evidence of the meeting's details. Just like a noisy environment could cause someone else to miss the message that a speaker is passing across in an online meeting, a noisy background can also cause distractions.

For instance, a beautiful painting in a participant could distract you from what they are saying. You might even forget your line of thought. Microsoft Teams allows participants to blur their backgrounds, so they can focus on themselves and what they are discussing.

With this feature, you don't have to worry about having the perfect background for your meeting. Many users don't utilize the whiteboard feature on Microsoft Teams to the maximum. It's an online canvas to capture your messages and ideas in action. The Microsoft Teams whiteboard comes in handy when you need to explain complex ideas to your team members during a meeting.

It offers various sketching elements to help you express your thoughts clearly. Sometimes, explaining ideas and concepts to teams in a virtual meeting isn't enough. You need to show them the information as it is on your computer device. Microsoft Teams makes this possible with its screen-sharing feature. You get the opportunity to enhance participants' engagement levels in your online meeting with Microsoft Teams when you activate screen sharing. It allows you to show other people what you are talking about and exactly how it is on your system.

Virtual meetings have come to stay. Working teams are making great strides in interacting with each other from their remote locations.