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Using Microsoft Teams

Teams combines workplace chat, video meetings, file and screen sharing, intergrating with Office 365 apps such as Word, OneDrive and Sharepoint.  Use Teams for a one-on-one ad hoc chat or for a meeting or chat with your team.  With persistent chat features that preserve conversation history over time which is visible to both current and future participants. Teams can be used from your workstation, laptop or mobile device.

You can chat using Microsoft Teams with or without being a member of a Team. In Chat you can have a private one-on-one chat or a group conversation.

  1. Click on the 'New Chat' icon to start a chat
    Teams-Chat1.png
  2. Enter the name of the person or group in the to: field
    Teams-Chat2.png
  3. Start typing in the chat field
  4. Once you initiate the chat the video and audio conference options become available in the top corner
  5. You can add members to your chat via the 'add more people' icon
    Teams-Chat3.png

 

  1. You can search for a message based on a person's name or a keyword that you remember. Enter the query in the search field at the top of the screen to see results appear.
    Teams-ChatTip1.png
  2. Use the format toolbox to add formatting to your message. Click the format button to display.
    Teams-ChatTip2.png
  3. Save a message by clicking on the 'more options' menu and choosing 'Save this message'
    Teams-ChatTip3.png
  4. To see saved messages click on your profile button and then choose Saved
    Teams-ChatTip4.png
  5. You can use Shift + Enter to create a break in your message without sending
    Teams-ChatTip5.png
  1. Go to your profile by clicking on your picture in the top toolbar
  2. Click Settings
    Teams-Settings1.png
  3. Click Notifications
  4. Adjust the various notifications as required
    Teams-Settings2.png

For more information about managing notifications and keeping track of conversations see this article - Keeping track of conversations

You can connect directly to any number of existing Document Libraries on the corporate SharePoint. Data should not be moved to Teams as users can work directly on existing SharePoint Document Libraries via Teams.

Follow this method to create a shortcut to relevant document libraries:

  1. Click on the Files button on the top banner in Teams
  2. Select 'Add cloud storage'
    Teams-Files1.png
  3. Select Sharepoint from the list
    Teams-Files2.png
  4. Click on 'Relevant sites'
  5. Click 'Next' and continue browsing until you are at the Document library you wish to link and then click Add folder.
    Teams-Files3.png
  6. Now the document library it will appear under 'Files' in the main Teams window
    Teams-Files4.png
  7. In the Conversation box you can click on the paperclip to add a link to one of the documents in the attached library
  8. Click on 'Browse Teams and Channels'
    Teams-Files5.png
  9. Browse to the document you require
  10. Click 'Share a link'
    Teams-Files6.png
  11. The shortcut to the document will appear. Double click to open the document. It will open in Teams but is stored and updated in Sharepoint.
    Teams-Files7.png

Meetings in Teams can include audio, video, and screen sharing. You can use Teams to meet with people outside of UniSA - the email they are sent as an invitation will include instructions for joining.

Instant meetings

To create an impromptu meeting:

  1. Go to Calendar button on the left side of Teams
  2. Select Meet now Meet now button in the upper right corner.
    Teams-Meetings1.png
  3. Enter the title
  4. Select video if required, and pick your preferred audio source.
    Teams-Meetings2.png
  5. Click Join now.
  6. Invite others to join you by typing their name or email address into the box as shown.Teams-Meetings3.png

Schedule a meeting

To schedule a meeting using the Teams app:

  1. Click on the calender icon in the left hand toolbar
  2. Click on New meeting and choose Schedule meeting from the dropdown menu.
    Teams-scheduleMeeting.png
  3. Enter the details of the meeting and Save

To schedule a meeting using the Outlook Teams plugin:

  1. Open your Outlook calendar and click on the New Teams Meeting button in the top toolbar. 
    Teams-scheduleMeeting1.png
  2. Enter the details for the meeting and Send the meeting request.

To join a Teams meeting from Outlook Web Access

  1. Open Outlook Web Access
  2. Open your Calendar
  3. Select and Open the meeting
  4. Click on Join Microsoft Teams Meeting
    Teams-OWA.png

You can use Zoom for adhoc video conferences within Teams. The video capabilities for a meeting of more than 10 attendees is better with Zoom than using the Teams video call feature. To add and use the Zoom app in Teams follow these steps:

  1. In the left hand panel click on the ...
  2. Type Zoom in Find an App
  3. Click on the Zoom app
    Teams-Zoom1.png
  4. Zoom will appear in the left hand banner. Right click on the Zoom icon
  5. Click Pin to attach Zoom to the left hand menu bar
    Teams-Zoom2.png
  6. Start a Chat and click on the Zoom camera icon that appears below the Chat window to use Zoom
    Teams-Zoom3.png
  7. The Zoom conference invite appears in your Chat message
    Teams-Zoom4.png
  1. Invite a guest to your meeting by entering the guest's email address in full
    Teams-ExtMeet1a.png 

  2. The guest will recieve an email with a link to the meeting
    Teams-ExtMeet1.png
  3. The link will open a browser session and they can choose to Join the meeting using a browser if they don't have the Teams app installed.
    Teams-ExtMeet2.png
  4. The guest will be admitted to the meeting lobby.
    Teams-ExtMeet3.png
  5. The owner and members of the meeting will see that the guest is waiting and will be able to admit them to the meeting.
    Teams-ExtMeet4.png

 

Currently student access to Teams is not enabled and students can only join a meeting when invited as a guest. Students cannot be invited to join a team or chat outside of the meeting.

  1. Invite the student as a guest to your meeting by entering the student email address in full
    Teams-StudentMeet1a.png
  2. The student will recieve an email with a link to the meeting
    Teams-ExtMeet1.png
  3. The link will open a browser session and they can choose to Join the meeting using a browser.
    Teams-ExtMeet2.png
  4. The student will be admitted to the meeting lobby.
    Teams-ExtMeet3.png
  5. The owner and members of the meeting will see that the guest is waiting and will be able to admit them to the meeting.
    Teams-ExtMeet4.png

 

To blur or set a different background when you are using video you can:

  1. Click the Background settings button
  2. Choose a background or a blurred effect from the range available
    Teams-MeetingsBackground.png

You can create a scheduled or impromptu meeting and invite all members of the Team by adding the Channel.  You do not need to invite specific individuals. Everyone who is a member of the Team will be able to join the meeting if they wish to do so.

To create a new meeting and invite all the members of a Team

  1. Click on the Calendar icon
  2. Select New meeting from the top menu
  3. Click the drop down under "Add channel" and select the required channel - this is where the meeting schedule, notes and any files shared will appear.
    Teams-ChannelMeet2.png
  4. All members of the Team will recieve notification of the meeting (depending on their notification settings)

To create an impromptu or scheduled meeting in a Channel:

  1. From within the Channel start a new chat and click on the Meet now camera icon 
    Teams-ChannelMeet1.png
  2. Click on Schedule a meeting or Start a meeting
    Teams-ChannelMeet3.png

All members of the Team will see the meeting in the feed for the Channel and depending on their notification setting may see a pop up or an email invitation to the meeting.

A license needs to be purchased to allow your Teams meetings to be accessible via dial-in number. This license is assigned to a user - so this person should be the meeting organiser. Once the license is obtained people can call into your meetings using a phone instead of using the Teams app on a mobile device or PC.

To request Microsoft Teams Dial-in license

The Microsoft Teams Dial-in license is an annual subscription which is assigned to a user and is non-transferrable.

  1. Go to the Software License Application Appian request
  2. Under Name of Software select 'Microsoft Teams Dial-in'
    TeamsDialin.png
  3. Fill out all the other details and submit the form.