IT ServicesStaff

Microsoft Teams

Microsoft Teams

Available through your Loughborough University Office 365 account, Microsoft Teams is an online collaboration space.

Teams is designed to be the 'place where you do your work’. Everyone in a team can access, edit and co-author the files. You can also add members external to the University to join and collaborate. 

 Teams include:
  • Text chat: for short, asynchronous messages
  • Files: to create, store, and share documents with others
  • Video and audio conferencing: for meetings
Microsoft video: Welcome to Microsoft Teams

Note: The following guidance is for users creating and using a team outside of teaching delivery. Teams are automatically created for teaching purposes. For more information, please visit the 2020 Teaching and Learning web pages.

General

Menu explained

 

Displays a timeline of your messages, notifications and mentions. This becomes especially useful when you have lots of discussions within Teams
  A space for one-to-one or group chat. However, for a chat within a Team you should use the Teams menu and hold the group chat in a channel using the 'new conversation' button.
An overview of all your Teams that you are part of and allows you to drill down into each Channel within the Teams. This is also where you can create Teams.
Create or join meetings. Syncs with Outlook. Meetings that are created in this space will automatically contain a Teams meeting link.
Call anyone within the university (add more here)
Within Files you can quickly find and view files across OneNote, OneDrive and within Teams (stored in their own SharePoint sites). There’s also a very helpful ‘Recent’ tab so you can quickly access the latest documents you were working on, as well as a shortcut to your Downloads.

Responsibilities of a team owner

 

Maintain membership of the Team 

Adding or removing members to the group can be done within Teams from the  'more options' (...) for each team.  

Ensuring appropriate access is granted based on the classification of the data contained within the group as per Information Governance Policy 3 - Information categories and controls

Note: Any data classified as highly confidential should NOT be stored in Teams. 

Handling and processing of information

Team owners should store, handle and process information in accordance with the Information Categories and Controls Policy ensuring that the appropriate level of security is applied to it which includes managing team membership, sharing information and reviewing Team access activities.  

Regularly review external/guest access 

To ensure your University data remains secure, regularly review any guest access, removing any access that is no longer required.

Act as a local point of contact for IT Services 

Clear out old files regularly 

Group Owners are required to maintain the contents of the teams they manage. If content is no longer of use, it should be deleted. If inappropriate files are found (eg personal files, etc) the Owner(s) will contact the person concerned and remove such files. 

This is particularly important for Teams used by students who may only be transient users of the Team. 

Channels

Channels are where the work actually gets done—where text, audio, and video conversations open to the whole team happen, where files are shared. 

Create a channel

Teams are made up of channels, which are the conversations you have with your teammates. Each channel is built around a topic like "Team Events," a department name, etc. 

There are two types of channels;

 

  • Standard channels - where everyone on the team can see them as well as view and participate in conversations, share files, and more. 
  • Private channel -  members of a team must be specifically added to it to participate, see content, and to see the channel appear in their list of channels.

 

Instructions

By default, every team gets a General channel, which is a good channel to use for announcements and information the whole team needs.

To add more channels:

  1. Select  More options More options button next to the team name.

  2. Select 'Add channel'.

  3. Enter a name and description for your channel.

    You can build a channel around a topic, project, department name, or whatever you like.

  4. Select Automatically show this channel in everyone's channel list if you want this channel to be automatically visible in everyone's channel list.

  5. Select Add. 

Microsoft video: Overview of teams and channels

Managing notifications and alerts

You can manage notifications settings include how, when, and where your notifications appear and create custom settings for channels and chat, appearance and sounds, turning off specific messages.

To manage your notifications, select your profile picture in the top right of Teams, then select Settings button Settings > Activity button Notifications.

To show only certain types of messages such as unread messages, @mentions, replies, and likes. Use the feed options to select team or individual activity.

Notification sounds can be on or off

To choose if a sound plays with each new notification, select your profile picture at the top right corner of Teams, select Settings Notifications > toggle off/on.

Image of notification sound settings in Teams

 

How to set notifications per channel

When you get added to a team, this will automatically show the three most active channels in that team.

These channels will send you notifications when someone @mentions the channel.

To also get notified for all new conversations and replies, select More options More options buttonChannel notifications, or go to notification settings, and under Shown channels select Edit.

Manage channel settings

Hide or show a channel

From within the channel, Select More options More options button > Hide.

If you want to unhide the channel, select hidden channels > Show.

Customise channel notifications

  1. Select More options More options button > Channel notifications.

  2. Choose the settings you want such as new post notifications or channel mentions.

  3. Select Save.

Notifications appear based on your preferred settings.

Conversations in channels

Start a new conversation in a channel

In the General channel enter your message in the Start a new conversation box and press Enter. Your message can be seen by all team members when they log in.

For more editing options when creating your message, select the edit icon to expand the text box:

Get someone's attention in the channel

  • If you want the message to be visible to all, but one or more people to pay particular attention, type Select to start an "at mention." in front of a team member’s name while you're creating a message to include them in the conversation. The person will receive an @mention notice. You can also @mention a team or channel.

For a private message, only visible to one person

Click the chat icon on the left. Then click the new chat icon. In the To box at the top type the name of the recipient, and type the message below.

Send email to a channel

If you need to communicate by email, send it to everyone in a channel.

Get and copy a channel's email

  1. Select More options More options button Get email address.

  2. Select Copy.

  3. Paste the copied email address into a new email.

  4. Select Send.

Forward an email to a channel

  1. Open the email you'd like to forward.

  2. Paste the copied email address into the To line of your email.

  3. Select Send.

Microsoft video: Send email to a channel 

Create or join a meeting in a channel

If you need to hold an open meeting in your team, create a meeting in a channel.

Microsoft video: Meet in a channel

Create a meeting in a channel

  1. Select Meetings > + New meeting.

  2. Under Select a channel to meet in, select the arrow and choose a channel.

  3. Copy and paste the channel info in Location.

  4. Add a description and select Schedule.

    Now the meeting's visible to everyone in the team.

Join a meeting in a channel

  1. To join an ongoing channel meeting, select the camera icon Camera icon next to channel meeting next to the channel name.

  2. Select Join > Join now.

    The meeting appears on the Conversations tab along with any notes or files shared.

File storage and sharing

Teams makes it easy to share files and work on them together. If working in Word, Excel or PowerPoint files your colleagues can view, edit, and collaborate on them, right within Teams.

File storage in Teams

Sharing files in a channel

Files that you share in a channel are stored in your team's SharePoint folder. Which can be found in the Files tab at the top of each channel.

Sharing files in chat

Files that you share in a private or group chat are stored in your Microsoft Teams Chat Files folder and are only shared with the people in that conversation. These will be found in the Files tab at the top of a chat.

Note: The OneDrive files you see in Teams are OneDrive for Business files associated with your Office 365 account—not your personal OneDrive. 

Creating a new document

  1. Browse to the Team and channel you require
  2. Select the Files tab 
  3. At the top Click New,   then choose to create a Word doc, Excel spreadsheet or PowerPoint presentation.
  4. Type in an appropriate name for the document and click Create
  5. Your new document will open right within Teams. As you write the document, everything you do is immediately autosaved back to Teams, as you type. The document is accessible to everyone who is a member of the same Team, not just you.
  6. Within Teams, you have access to cut-down versions of Word, Excel and PowerPoint which are fine for everyday purposes. The full desktop versions have more formatting options. Click Open in Desktop app if you want to use the full version. Changes are still autosaved back to Teams.

Tip: Not ready to share your early draft with others in the Team? You can create the first version in OneDrive, and then move it into Teams when you are ready to share it.

Microsoft video: How to Upload files and share files.

Collaborate and co-author on a file

Working in Microsoft Teams lets you work on files together at the same time. Also, messages about the document stay with it and will show up in your team conversations.

  1. In a team conversation or in the Files tab, select More options More options button next to the file.

  2. Choose if you want to edit the file in Teams, on your desktop, or online.

  3. Edit the file. Coloured flags show who else is working on it with you.

  4. Select Start conversation to add a message about the file.

  5. Type your message or @mention someone and select Send.

Microsoft video: Work on a file 

How to find and filter files

Filter files to find recent documents, ones that have been created or edited in your channels, or downloaded to your computer.

Select the Files icon from the left navigation bar ‌and choose to filter by:

  • Recent: Recent files you've viewed or edited.
  • Microsoft Teams: Files created or edited across your channels.
  • Downloads: Files you've downloaded from Teams. Select Open Downloads Folder to find them.

OneDrive is connected by default.

Microsoft video: How to find and filter files

Sync files to work offline

How to access and work on files without an internet connection 

You can sync your Teams files to a folder on your computer. This lets you work directly in File Explorer and access files even when you're offline. And when you go back online, any changes made to those files will sync automatically.

 Files from a single channel

1. Go to the Team and channel you wish to sync and select the Files tab

2. Select the Sync. (You only need to do this once. After you set up syncing, the files sync automatically on your computer).

 

3. The files then sync to a folder on your PC under 'Loughborough University. This folder is automatically added to the left pane in File Explorer. You can’t select to sync to a different location.

 

Recycle Bin: Recover deleted items

The Recycle Bin provides a safety net when users delete files, versions of files, list items, libraries, lists, and folders from a site. When users delete any of these items from a site, the items are placed in the Recycle Bin.

  1. Open the channel's Files tab and select Open in SharePoint at the top of the page.

  2. In SharePoint, select Recycle bin on the left side of the page. 
    This will show a list of all files deleted from every channel in the team.

     

  3. Select the file (or files) you want to recover and then select Restore at the top of the page.

     

Deleted files are held in the Recycle Bin for 93 days by default. 

For Second-stage recycle bin, please refer to the FAQ section.

Chat and conversations

Chat is at the centre of whatever you do in Teams. Sometimes you’ll want to talk one-on-one with someone. Other times, you’ll want to have a small group chat. In Chat, you can do either.

One-on-one or group chat

Chat function

 

In the chat section, you can start one-on-one and group chats by selecting New chat Chat icon in Teams. at the top of your chat list. Once in a chat, you’ll be able to send messages that include files, links, emojis, stickers, and GIFs—whatever you need to get your point across! 

 

One-on-one chat

Once you’ve selected New chat Chat icon in Teams. and entered the person’s name, compose your message in the box and select Send Send a message icon. . This starts the chat.

Send a message to someone in Teams

 

Group chat

Use a group chat when you need to talk to a small group of people. Start one the same way you start a one-on-one chat: select New chat New chat button in Teams at the top of your chat list. Select the down arrow to the far right of the To field and type a name for the chat in the Group name field. Next, type the names of the people you’d like to add in the To field.

Name a group chat in Teams

 

Once the chat has begun (whether group or one-on-one), just click it in the chat list to dip back into it and send more messages.

Name your group chat so you can find it.

In addition to ad-hoc one-to-one and group chats, conversations can happen within a team channel. See Conversations in channels 

 

Meetings & calendars

Meetings in Teams include audio, video, and screen sharing. You can schedule a Teams audio/video meeting with someone in advance from the Calendar icon on the left-hand side menu.

View meeting / Schedule a meeting

View, schedule, and manage appointments and meetings in Microsoft Teams to keep your team on track.

Microsoft video: Manage meetings

View meetings

  • Select Calendar to view your appointments and meetings for the day or work week.

    These appointments stay synchronised with your Outlook calendar.

  • Select a meeting invite to see what the meeting's about, who's attending, and to respond to the meeting.

Schedule a meeting

  1. Select New meeting.

  2. Type in a meeting title and enter a location.

    An online meeting is created by default.

  3. Choose a start and end time, and add details if needed.

  4. Enter names in the Invite people box to add them to the meeting.

    Note: To invite someone outside of Loughborough, type in their email address and they'll get an invite to join as a guest — even if they don't have Microsoft Teams.

  5. See everyone's availability in the Attendees list and, if needed, choose a suggested time or select Scheduling assistant to see more available times in a calendar view.

  6. Under Select a channel to meet in, select the drop-down arrow to manage your meeting's privacy settings:

    • Select None to keep your meeting private.

    • Select a channel to open the meeting to team members.

      If your meeting gets posted in a channel, it'll appear under the Posts tab. Team members can set agendas, share files, or add comments.

       

Setting meeting presentation options

Presenter options

The organiser can change the roles of the meeting attendees if they need to share their screen, for example.

If you want to give all the attendees the presenter role or you are scheduling a meeting on behalf of someone else, you will need to change the 'Who can present' options to include the people running the meeting. 

1. Create the meeting invitation in Outlook and make it a Microsoft Teams meeting.

 

2. Click the 'Meeting Options' which are under the 'Join Microsoft Teams meeting' link.  

  

 

3. To change the 'Who can present' option, select the drop-down menu and choose which participants can share their screens during the meeting or specific people if you are organising on behalf of another colleague.   

 

Settings can also be changed when you are in a meeting. You do this through the three dots menu and selection “Meeting options”.

Manage participant options

Manage participant options (meeting security)

(NB you will be able to turn off chat when a participant leaves a meeting – so people who attend for part of the meeting cannot see the chat after they leave – this prevents them from accessing documents that are shared in the chat after they have left the meeting.

Coming soon – additional options to ensure that only people invited directly to the meeting can bypass the meeting lobby.

Etiquette in meetings

Meetings and calls are better on the desktop app. The web version of Teams is great, but not as feature-rich as the desktop app. 

When participating in video calls, especially calls with a large number of people, there are a few tips you can follow to help the call go smoothly:

  • Ensure that you join the meeting on or ahead of the scheduled start time
  • Ensure your microphone is muted unless you are talking – this reduces background noise and feedback
  • Meeting recording. Make sure everyone on the call is aware and there is agreement. Request that participants turn off their camera if they don’t want to appear on a recording.
  • If there are a lot of people on the call and you are not speaking, consider turning off your video
  • Think about the background. You may want to blur the background of your video image. To do this within Microsoft Teams, select the more actions icon (three dots) select ‘Show background effects’ and select from options listed
  • If you have a question or comment, use the raise hand icon and also consider using the chat function to bring this to the speaker’s attention.

Sharing Teams recordings

Microsoft Stream is only available for staff, the service is unavailable to students. 

Recordings of teaching sessions should be transferred to the ReVIEW system following the instructions under “How to record a live interactive session” on the Teams Intranet site in order to be accessible to students. 

Uploading a Teams recording to share with others

  • If you use the Share option presented in Microsoft Teams by default this will give access to everyone in the University. Please do not use this option.
  • If you have previously used this option the instructions below detail how to change the permissions to share with the correct individual or group of staff.