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Using Microsoft Teams

Teams combines workplace chat, video meetings, file and screen sharing, integrating 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.

If you are using a COW or AV PC you will need to login to Teams as a separate process, Teams will not be automatically connected as it is on your own workstation. Until you have logged on to Teams you will not see your recent document history in the Office 365 apps such as Word, PowerPoint etc.

To enable pronouns on your profile in Microsoft 365, follow these simple steps:

  1. Click on your profile picture located in the top right corner of MS Teams.
  2. In the dropdown menu that appears, select your name from the list.
  3. Select the "+ Pronouns" button in the window that opens
  4. Click on the "+ Pronouns" button.
  5. A new window will appear where you can add your preferred pronouns.
  6. Enter your pronouns in the provided text field.
  7. Once you have added your pronouns, click the "Save" button to save your changes.
  8. The confirmation dialogue displays how your pronouns appears on your profile.
  9. Click Got it to exit.

Step-by-step instructions (including screen shots) can be found on the How do I enable pronouns in Microsoft Teams page.

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. Watch this video for a quick guide to chatting using Teams or follow the instructions below.

  1. Click on the 'New Chat' icon to start a chat
  2. Enter the name of the person or group in the to: field
  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

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You can chat with other organisations or users of Microsoft Teams.

You will need their email address and as long as they have Microsoft Teams or Skype for Business with external access enabled in their organisation, you can start chatting with them”

  1. Click on the 'New Chat' icon to start a chat
  2. Enter the full email address in the to: field
  3. A prompt will appear with the following message 'We couldn't find any matches'
  4. Click on the 'Search .... externally'
  5. The email address should resolve and you can now click on the address and enter your text in the chat field
  6. The chat address will appear with the 'External' description

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The ability to use your headset to make and receive phone calls via Microsoft Teams is coming soon. Watch this video for a quick guide to calling and chatting using Teams.

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  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.
  2. Use the format toolbox to add formatting to your message. Click the format button to display.
  3. Save a message by clicking on the 'more options' menu and choosing 'Save this message'
  4. To see saved messages click on your profile button and then choose Saved
  5. You can use Shift + Enter to create a break in your message without sending

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

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. Watch this video for a quick guide on how to Schedule a meeting using Teams or follow the instructions below.

Schedule a meeting

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. 
  2. Enter the details for the meeting and Send the meeting request.

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.
  3. Enter the details of the meeting and Save

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.
    3. Enter the title
    4. Select video if required, and pick your preferred audio source.
    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

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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
  1. Invite a guest to your meeting by entering the guest's email address in full

  2. The guest will receive an email with a link to the meeting
  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.
  4. The guest will be admitted to the meeting lobby.
  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.


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

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
  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
  6. Start a Chat and click on the Zoom camera icon that appears below the Chat window to use Zoom
  7. The Zoom conference invite appears in your Chat message