How to use Microsoft Teams

What is Microsoft Teams?

Microsoft Teams is a communication and collaboration platform that lets you chat, meet, call, and share files with your team—all in one place. It is part of the Microsoft 365 suite.

1. How to Access Microsoft Teams

Option A: Desktop App

• Download the Teams app from: https://www.microsoft.com/en/microsoft-teams/download-app
• Install it, then sign in using your Microsoft account (work, school, or personal).

Option B: Web Browser

• Visit https://teams.microsoft.com
• Sign in with your Microsoft account.

Option C: Mobile App

• Available in the App Store (iOS) and Google Play (Android). Install and sign in.

2. Teams Interface Overview

On the left-hand side of Teams, you’ll see several key sections:

• Activity – Shows notifications and mentions
• Chat – One-on-one and group conversations
• Teams – Lists the teams and channels you belong to
• Calendar – Allows you to schedule or join meetings
• Calls – For voice or video calls
• Files – Gives access to shared and recent documents

3. How to Chat with Someone

To start a chat:

1. Click Chat in the left sidebar.
2. Select the New Chat icon (pen and paper).
3. Enter the name or email of the person you want to message.
4. Type your message and press Enter.

To add more people to the chat:

• Click the Add people icon at the top right of the chat window.

4. Teams and Channels

A Team is a group created for a department, project, or interest group.

A Channel is a space within a team, usually organized by topic (e.g., General, Announcements, Projects).

To post a message in a channel:

1. Click Teams in the left sidebar.
2. Select a team and then choose a channel.
3. At the bottom, type your message in the “Start a new conversation” box.
4. Press Enter to post.

5. Calendar and Meetings

To schedule a meeting:

1. Click Calendar in the left sidebar.
2. Click New meeting in the top-right corner.
3. Fill in the title, attendees, date, time, and description.
4. Click Send to invite participants.

To join a meeting:

• Go to Calendar and click Join next to the scheduled meeting.
• Alternatively, click the meeting link in your email or Teams chat.

6. Sharing Files

To share a file in a chat or channel:

1. Click the Attach (paperclip) icon below the message box.
2. Choose a file from your computer or OneDrive.
3. Click Send.

To access shared files:

• Click the Files tab at the top of the chat or channel where the file was shared.

7. Making Voice or Video Calls

To make a call:

1. Open a chat with the person you want to call.
2. Use the Video call or Audio call button at the top right.

8. Helpful Tips

• Use the @ symbol followed by a name (e.g., @Sarah) to mention someone and get their attention.
• Use the Search bar at the top to find messages, files, or people quickly.
• Click around and explore—Teams is designed to be intuitive and user-friendly.