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How to use Microsoft Teams: A step-by-step tutorial

microsoft teams

Microsoft Groups is a comparatively new product within the Microsoft 365 lineup, nevertheless it’s proving to be a extra sturdy competitor to Slack and Zoom. Integrations with different Microsoft apps and cloud companies make it an important alternative, and studying find out how to use Microsoft Groups isn’t almost as troublesome as you would possibly assume (even for big firms).

For these new to the platform, we put collectively this fast newbie’s information. Right here you’ll study the entire fundamental duties it is advisable know, plus a couple of superior tutorials for issues like digital assembly backgrounds and extra. Obtain the app under and let’s get began!

What’s Microsoft Groups?

Microsoft Teams logo

Microsoft Groups is a productiveness and collaboration device that integrates into the bigger Microsoft 365 platform. It has options for speaking with completely different organizations, non-public chats with people and teams, video conferences and conferences, and extra.

Learn additionally: Zoom vs Microsoft Groups: Which is greatest for you?

Groups changed Skype for Enterprise and Microsoft Classroom, incorporating all options right into a single platform. It’s an important choice for each firms and educators, competing with Slack, Fb Office, and even G Suite.

Along with the entire commonplace chat and video name choices that you simply’d anticipate from a program like Skype, Groups allows you to arrange, nicely, groups of individuals. One crew can comprise as much as 500,000 particular person customers. These groups can then be damaged down into extra particular Channels with threaded posts to maintain every part organized.

Is Microsoft Groups free?

Microsoft Groups is totally free to make use of, though there are additionally paid plans with extra options. The free model contains conferences and video calls, 2GB of storage per consumer, and net entry to well-liked Workplace apps like Phrase, Excel, and Powerpoint.

The paid model advertisements assembly recordings, extra storage per consumer (as much as limitless relying on the plan), desktop variations of all Workplace apps, higher safety, and extra administrative instruments in your Staff. Relying on what you wish to use Groups for, you might be able to stick with the free model indefinitely.

Microsoft Groups pricing

Microsoft Teams prices

For those who do wish to improve to a paid Microsoft Groups model, there are three paid Microsoft 365 pricing plans obtainable. The most affordable begins at $5 a month (should you pay for a yr), and provides invaluable options like assembly recordings and extra storage (as much as 1TB) for shared information. You additionally get extra safety features and 24-hour help.

Leaping as much as the Microsoft 365 Enterprise Normal plan will unlock desktop variations of all well-liked Workplace apps. This makes it the best alternative for a lot of companies, though it doesn’t add any new Microsoft Groups particular options in comparison with the cheaper plan.

The ultimate plan is aimed primarily at giant companies and once more doesn’t add a lot to the Groups expertise. The one main additions are limitless cloud storage and the power to host on-line occasions for as much as 10,000 folks. Be taught extra about pricing plans on the hyperlink under.

The best way to use Microsoft Groups: Primary tutorials

Studying find out how to use Microsoft Groups isn’t too troublesome. For those who’ve ever used a competitor like Slack it ought to really feel comparatively acquainted. Even the structure is sort of equivalent, with the entire essential icons displayed on the left facet of your display.

That can assist you get began, listed below are a couple of fundamental Microsoft Groups tutorials for on a regular basis duties, together with getting arrange, chatting, and beginning conferences. We’ve additionally included extra superior tutorials under so be happy to skip forward should you’ve already obtained some expertise with the platform below your belt.

Be aware that these Microsoft Groups tutorials are written with the net model in thoughts, however the steps are comparable or equivalent on the cell and desktop apps, as nicely.

The best way to obtain the Microsoft Groups app

Though you don’t have to obtain the desktop or cell apps to make use of Microsoft Groups, it’s a handy option to keep related. To get it, click here and choose the correct choice for you. You too can obtain the cell apps straight from the Google Play Retailer or App Retailer by clicking under.

The best way to create a Staff

Microsoft Teams create a team

Nick Fernandez / Android Authority

The very first thing it is advisable do (until you’re becoming a member of an present crew) is to create a crew. Even if you’re simply becoming a member of an organization crew, chances are you’ll wish to create one other one to talk with teams of associates.

Right here’s what it is advisable do:

  1. Open the Groups tab on the left-hand facet.
  2. Click on Be part of or Create a crew on the backside of the display.
  3. Select whether or not to Construct a crew from scratch or pull in contacts from an present group or crew.
  4. Choose privateness settings: Personal, Public, or Org-wide.
  5. Enter a identify and description.
  6. Click on Create crew.

As soon as within the crew, you’ll see the primary crew chat with an inventory of channels under. Channels are principally group chats round a single theme. You too can have non-public chats with people or teams, which is what we’re subsequent.

The best way to begin and come out a chat

Channels are nice for sharing info along with your complete crew, however for fast inquiries to colleagues, chats are the higher choice. They’re non-public, simple to maintain organized, and more likely to get a response than a channel put up!

Right here’s find out how to begin a Microsoft Groups chat:

  1. Open the Chat tab on the left-hand facet.
  2. Click on New Chat on the high of the display.
  3. Enter the individual’s identify and write your message.
  4. Hit the ship arrow.

The steps for creating a bunch chat are just about equivalent. Simply click on the small arrow on the right-hand facet to offer the group a reputation, then enter all members within the To discipline. You too can add extra folks to a one-to-one or group chat by clicking the Add Individuals button. You’ll be able to even select whether or not or to not embody the chat historical past.

There are a couple of different issues you are able to do to make chats much more handy. The primary is pinning them by mousing over the chat, clicking the extra choices icon, then Pin. It will ensure it’s at all times on the high of the listing.

One other helpful factor to study is find out how to come out a chat in Microsoft Groups. This provides that chat its personal window, so you may have multiple chat open at a time. Like above, simply click on the extra choices icon, then Pop-out chat.

The best way to create a gathering

Schedule a meeting microsoft teams

Chatting is nice for fast messages, however typically a face-to-face dialog is a greater choice. Fortunately, it simply takes a second to learn to create a gathering in Microsoft Groups, whether or not it’s with one individual or 20!

Learn additionally: The best way to look your greatest for webcam conferences

There are two methods to arrange a gathering: beginning one immediately or scheduling one for a later time. The simplest manner for fast calls is to open a chat and click on the Schedule a gathering button (it seems like a calendar with a plus signal). This routinely invitations the opposite get together and works in group chats as nicely.

For every part else, the method of organising a gathering in Groups is just like what you’re used to from Outlook:

  1. Open the Calendar tab on the left-hand facet.
  2. Click on New Assembly within the high proper nook.
  3. Enter the particulars of your assembly.
  4. Click on Save.

Be aware which you can additionally create a gathering from a channel, which can routinely invite all members of that channel. For those who’re having bother discovering an acceptable time, you may examine the scheduling assistant tab on the higher a part of the display to see invitees’ schedules.

The best way to be part of a gathering

Becoming a member of a gathering is even simpler, and once more works similar to you’d anticipate should you’ve used Outlook:

  1. Open the Calendar tab on the left-hand facet.
  2. Choose the assembly and click on Be part of.
  3. Regulate your video and audio settings.
  4. Click on Be part of Now.

You too can click on the Be part of Microsoft Groups Assembly hyperlink within the electronic mail invite. Relying on the assembly settings, you’ll both be part of the assembly immediately or enter a ready room till somebody allows you to in.

The best way to share your display in a gathering

Sharing information in a Microsoft Groups channel is nice, however if you wish to run by it in individual it is advisable share your display in a gathering. Groups makes it simple to do that. It even has built-in integration with PowerPoint for simple enterprise displays.

Right here’s find out how to do it:

  1. In a gathering, click on Share within the heart of the display (chances are you’ll want to maneuver your mouse).
  2. Choose the display, window, or doc to share.
  3. A pink border seems across the content material you’re actively sharing.
  4. When completed, click on Cease Sharing within the backside proper.

For those who don’t have the doc you wish to share open, you can too click on the Browse button within the sharing menu to seek out it. Normally, it’s higher to share a selected window or doc as a substitute of your entire desktop.

The best way to use Microsoft Groups: Superior tutorials

Now that you already know the fundamentals of find out how to use Microsoft Groups, it’s time to take a look at some superior options. Though they’re not fairly as important because the duties above, all of them are issues you may use every day.

Once more, these are written with the net app in thoughts, however the steps are comparable or equivalent on different platforms. Let’s get to it!

The best way to delete a chat

Whether or not you wish to clear up your Chats tab or eliminate mistaken messages, there’ll come a time when it is advisable learn to delete Microsoft Groups chats. Right here you have got two choices: delete particular messages (solely your individual), or conceal all the chat.

To delete a selected put up in a chat or channel, mouse over it and click on the extra choices icon, then click on Delete. For those who do that by mistake, you may undo the deletion as nicely. Once more, you may solely delete your individual posts, and any nested replies out of your colleagues will nonetheless seem.

Sadly, there’s no option to delete a whole chat in Microsoft Groups, however you are able to do the subsequent smartest thing: conceal it. Simply mouse over the chat, click on the extra choices icon, then Cover. It can now disappear out of your listing, cleansing up visible litter. This works for channels as nicely, however they’ll all be tucked away in a hidden channels listing.

The best way to set up apps

Microsoft Teams apps

Apps and connectors are a good way so as to add particular capabilities to Groups. They only take a second to put in, and you’ll add them for simply your self or your complete crew. There are three locations to put in apps, and every of them performs a distinct perform.

The primary is within the sidebar, which is personalized only for you. If another person in your group provides the identical app they could share info (with apps like Trello, for instance), however others (like OneNote) will solely present your information. You’ll be able to add these by clicking the apps button within the backside left of the display.

The second place so as to add apps is as a tab, which reveals up for everybody in a Staff on the high of the web page. There are a couple of default tabs like posts, information, and wiki, however simply to the correct of these is a plus icon, which is how one can add extra. Apps might not look or work precisely the identical relying on the place they’re added.

The ultimate place is straight within the chat window, showing subsequent to choices for formatting, emojis, attachments, and extra. Simply click on the extra choices icon, then choose the app so as to add. For those who click on extra apps, groups will routinely pull up the listing with the messaging filter utilized.

The best way to change your Groups assembly background

Within the present period of telecommuting and dealing from dwelling, it’s seemingly that your house workplace isn’t precisely probably the most skilled setting. That is usually high quality, however for consumer conferences or video conferences along with your boss you may want one thing a bit extra discreet. That’s the place Microsoft groups digital backgrounds are available in.

There are two methods to vary your Groups assembly background: One with a easy blur or one with a background picture. Each take just some seconds to arrange. Be aware that not all {hardware} helps this, so if the choice doesn’t seem chances are you’ll have to improve your digicam first.

You’ll be able to change your background earlier than or after a gathering begins, however the steps are just about the identical:

  1. Within the assembly controls menu, click on the extra choices icon.
  2. Choose Present background results.
  3. Select a blurred background or digital background picture.
  4. (Non-obligatory) Click on Add new on the high of the background settings window so as to add your individual pictures.

For those who do find yourself including your individual picture, ensure it’s sufficiently top quality or it might look too blurry. For enterprise use, you must also keep away from utilizing copyrighted pictures or imagery.

Different FAQ

Q: Is Microsoft Groups HIPAA compliant?
A: Sure, Groups is HIPAA and GDPR compliant, however directors might have to take some additional steps. An Workplace 365 E5 enterprise subscription contains entry to the Workplace 365 Safety & Compliance Middle, which gives a bunch of instruments for information administration. Learn more here.

Q: Does Microsoft Groups have video games?
A: Sure, Groups has a couple of trivia video games obtainable as apps. Just a few well-liked choices are Kahoot! and Quizlet. You too can play Pictionary utilizing the whiteboard function.

Q: Can I exploit Microsoft Groups on Linux?
A: Sure. You will discover each Debian (.deb) and Purple Hat-based (.rpm) distributions on the official download page.

Q: Does Microsoft Groups work on Chromebooks?
A: Sure. You’ll be able to each obtain the Groups app from the Play Retailer or use the net app at teams.microsoft.com.

Q: Can I arrange an out of workplace message in Microsoft Groups?
A: Sure, however it is advisable set it up in Outlook. Your Out of Workplace standing will carry over to Groups, however as a substitute of an electronic mail reply, your message will seem below your profile.

Q: Is Microsoft Groups a part of Microsoft 365?
A: Sure, Groups is part of Microsoft 365, and is included in all subscription plans.

Q: The place are Microsoft Groups recordings saved?
A: Presently, all Microsoft Groups assembly recordings are saved in Microsoft Stream. Nevertheless, beginning in early 2021 all conferences will as a substitute be saved to OneDrive and SharePoint. For those who’d like to change early, you may learn more here.


Be taught extra about different collaboration and video conferencing apps:

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