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Microsoft Teams - User Guide

This document details a general guide to the features available to you through Teams.

Related KBs
Microsoft Teams - Scheduling a Teams Meeting
Selecting the Right Tool For Your Remote Meeting
[Link for document 100614 is unavailable at this time]
Microsoft Teams - Joining a Teams Meeting With the Teams Desktop Application
[Link for document 100667 is unavailable at this time]

Teams Homepage Diagram
Signing In
Starting a Chat
Starting a Meeting
Joining a Meeting
Scheduling a Meeting
Making Video and Audio Calls
Managing Notifications

Teams Homepage Diagram

Teams Quick Start Guide

Signing In

1. Enter your full UWGB credentials and select "Sign In."

Screenshot of UWGB SSO

2. Validate with Duo. 

Screenshot of DUO Authentication

Starting a Chat

Starting a One-on-One Chat

1. Selected the New chat icon.

Screenshot of New Chat Icon

2. Enter in the person’s name, compose your message in the box at the bottom of the chat. 

        1. To open your formatting options, select "Format" beneath the box where you type your message.

        2. When you're ready, select "Send." This starts the chat.

Screenshot of New Chat

Starting a Group Chat

1. Start the chat the same way you start a one-on-one chat.

2. Select the down arrow to the far right of the To field and type a name for the chat in the Group name field.

3. Type the names of the people you’d like to add in the To field.

Screenshot of New Group Chat Screen

This starts a new conversation. Everyone who has access to the group chat can send messagesYou can include up to 100 people in a group chat. 

Adding More People to Group Chat

1. In the chat:

        1. Select the Add people icon in the top right corner of Teams.

        2. Type the names of the people you'd like to chat with, select how much of the chat history to include, and select "Add."

Screenshot of Add People Screen

Starting a Meeting

To start a meeting, do one of the following:

1. Choose one of the following.

        1. Select the video camera icon in a new conversation.

        2. Select the video camera icon an existing conversation to keep all that conversation’s context.

Screenshot of Video Camera Icon

2. Then, in your video preview, enter a name for the meeting and select "Meet now."

Select the names of the team members you want to invite to the meeting.  You can also type a phone number for those outside your organization.

Joining a Meeting

Join from Calendar

1. In Teams:

        1. Select "Calendar" on the left side of the app to see your meetings.

        2. Locate the meeting you want, and then select "Join."

Screenshot of Teams Calendar

2. Teams will open a page where you can preview your video and configure audio and video settings.  When you are ready to enter the meeting, select the "Join now" button in the video preview window.

***NOTE: If someone else starts the meeting, you'll get a notification you can use to join.***

Join from Chat

If the meeting has already begun, it appears in your recent chat list. Select the meeting in your chat list and then select "Join" at the top of the chat.

Screenshot of Chat Joining

Scheduling a Meeting

There are two ways to schedule a meeting within Teams:

Select the Schedule a meeting icon in a chat to book a meeting with the people in the chat.

Screenshot of the Chat Schedule a Meeting Icon


        1. Navigate to Calendar on the left side of the app.

        2. Select "New meeting" in the top right corner.

Screenshot of Schedule a Meeting

Fill out the Date, Time, Attendees, and Title of the meeting and select "Save." This will close the scheduling form and send an invite to everyone's Outlook inbox.

Invite People Outside your Organization

Teams lets you invite people outside your organization, including those who don't have a Teams license. You'll need their full email address to invite them.

1. Navigate to where it says Add required attendees.

***NOTE: If anyone is an optional attendee, select Optional instead.

2. Type the person's full email address.

3. Select "Invite."

They'll receive an email with a link to the meeting.

For more information on scheduling meetings, navigate to the following KB: Microsoft Teams - Scheduling a Teams Meeting

Making Video and Audio Calls

1. Go to your chat list, and select the New chat icon to start a new conversation. 

Screenshot of New Chat Icon

2. Type the name or names into the To field at the top of your new chat.

3. Then select the Video call icon or Audio call icon to start a call. 

Screenshot of Video Call and Audio Call Icons

***NOTE: Up to 20 people can be on the same video call.***

Managing Notifications

There are multiple ways to access and manage notifications. To further customize your notification settings:

1. To access the Notifications settings:

        1. Select the three dots in the upper right-hand corner of the screen.

        2. Select "Settings."

Screenshot of Settings Option

3. Select "Notifications."

Screenshot of Notifications Tab

From there you can fine-tune what notifications you receive and where those notifications show up. 

In activity on the left side of Teams, select More options on a notification. From the menu, you can mark a notification as read or unread. You can also turn on or off notifications for a specific channel if you want.

Notifications Options

You have a couple of options when it comes to personalizing your notifications. Quickly, Teams gives you the options to:

  • Receive notifications on your desktop and within the app for all activity

  • Receive notifications only for specific mentions or replies

  • A customized experience where you specifically choose when and with what information you get notified about

  • Additionally, you can quickly edit specific notification heavy features of Teams like chats and meetings

Screenshot of Notification Settings

Stop Email Notifications

Now you can set the type of notifications you want for each type of activity on Teams. If you don't want any emails, make sure all activity types are set otherwise.

1. In the Notifications settings, select the dropdown menu next to Missed activity emails and set the notifications to "Off."

Screenshot of Notifications Settings

Keep Notifications in the App

Select "Only show in feed." This means all notifications will be sent to your activity feed, which you can find at the top left corner of Teams. The app will still show notifications on your desktop taskbar, but no pop-up will show.

Screenshot of Chat Notification Settings

Get Notified of All Activity in App and on Desktop

Select "Banner and feed" and you’ll receive notifications as both a desktop notification and as an alert in your activity feed.

Screenshot of All Notifications Example

Keywordsmicrosoft, teams, user, guide, meetings, collaborate, communicate   Doc ID99737
OwnerSteve K.GroupUW Green Bay
Created2020-03-30 12:09:23Updated2022-11-07 12:57:32
SitesUW Green Bay
Feedback  6   5