Teams (Office 365) - Ultimate Guide to using Teams on your Desktop

 

Training for Microsoft Teams

 

General Teams questions

Logging into Teams for the first time & downloading the desktop and mobile app version of Teams

To login to Teams:

  1. Open office.tcd.ie in a web browser
  2. Log into your Office 365 account with your Trinity email address and password.
  3. Click on the Teams app

The Microsoft Teams downloads page provides a convenient place where you can download the desktop app for Mac & Windows as well as mobile apps for android and iOS.

Joining a team, inviting people to a team

Joining a team

You will be automatically added to a Team once the the team owner adds you.

Inviting people to join your team

If you’re a team owner, go to the team name and click More optionsMore options button> Add Member > type email address of new member > click send. This will add a new member to your team.


Customise and manage your team

  1. Select Select to see more options More options next to the team name.
  2. Select Manage team to find Members, Channels, Settings, and Apps for your team all in one place.
  3. Select Settings > Team picture to add a team picture and give your team some personality.

On which devices and browsers can I use Teams?

Teams is available on all of your devices and can be downloaded from Microsoft's Teams downloads page. You can download Desktop apps for Mac & Windows as well as Mobile apps for Android and iOS.

At present, Teams works on all browsers except Safari.

Can I get training for using Teams?

Yes, training in Teams is available through Microsoft's support site or through lil.tcd.ie (remember that you will need your Trinity username & password to access this training)

 

Collaborate using Channels

What is a channel in Teams?

Teams are made up of channels, which are the conversations you have with your teammates. Each channel is dedicated to a specific topic, department, or project - essentially a channel adds organisation and structure to your team files, documents and conversations.

Creating a channel

Channels add organisation to the conversations and files in Teams. Depending on your permissions level, you can add Channels to a team that you are a part of.

Here's how to add a Channel:

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



  2. Select Add channel
  3. Enter a name & description for your channel. You can build a channel around a topic, project, department name, or whatever suits.
  4. Select Add.

Managing Channels: 'Favorite' a channel & Delete a channel

Favorite a channel in your Teams list

If you have a lot of channels, mark important channels as a favorite to make them easy to find.

  • To favorite a channel, select the More channels menu below the channels list, and select the star icon for the channel you want to make a favorite.

  • To remove a favorite, select the three dots next to the channel name, and select Remove favorite.

 

Delete a channel from your Teams list

To delete a channel, go to the channel name and click More options More options button > Delete this channel.

Keep in mind that once you delete a channel, you also lose its entire conversation history. However, the OneNote sections associated with that channel will still show up on your team's SharePoint site. *Note, only Team owners can decide which team members have permissions to delete and restore channels.

Start channel conversation and how to use @mentions to address specific people, start a private chat within your Team

Start a channel conversation

To start a conversation with everyone in a particular channel (and thus everyone on the team), select the channel. Click Reply to respond to an existing thread or go to the compose box at the bottom of the screen to start a new one. Type your message and click Send Send button .

Use @mentions to address specific people

To get someone's attention in a channel conversation or a chat, @mention them. Just type @ before their name and then select them from the menu that appears.

They receive a notification, which they can click to go directly into the point in the conversation where they were mentioned.

To get the attention of an entire team, try one of these:

  • Post something in the Team's general channel. The channel name appears bold for every team member.
  • Type @team to message everyone on that team.
  • Type @channel to notify everyone who has favorited that channel.

Start a chat

To send a private message, first click New chat New chat button at the top of the app to start a new conversation. Type the name of the person or people you want to chat with. Then, compose your message and click Send Send button .

You can include up to 50 people in a group chat.

Add people to a private chat
(start a group chat)

To loop more people into a private conversation, just click Add people Add people to team button in the top right corner of your screen. Then, type the names of the people you'd like to add, select how much of the chat history to include, and click Add.


Working with Files and Folders

Upload files (short video instructions included)

Anywhere in Teams, look for the paperclip icon Select to attach a file. to Attach a file. Alternately:

  1. Go to the Files tab.
  2. Select Upload.
  3. Select single or multiple files from device computer or OneDrive for Business account.
  4. Select Open.

A quick (1min07sec) video which demonstrates how to upload files

 

Edit a file

To make changes to Office files, open them in their respective Office or Office Online apps. From the Files app, select More options More options button next to the file name and select the app.

Open a file

From an opened file in Teams, select [the chevron image] next to Edit.

Other file types can't be edited once you upload them to Teams. You need to update your local copy, then upload it again.

 

Download a file

You can download any file you see in Teams—whether it’s in a channel’s Files tab, sent in a message, or stored in a OneDrive folder. Click More options More options button next to a file name to see the options for downloading it, opening it, or getting a link to it.

Clicking Files Files button on the left side of the app lets you see recently accessed files, a list of your files in Teams, OneDrive and other cloud storage files you’ve added to Teams, and your download history.

 

Sharing files & folders with other Team members and people outside of your Team

To send a file in a one-on-one or group chat, click Choose file Choose file button beneath the compose box, select the file you want to share, and then send. You can also upload a file by going to the Files tab and clicking Share. You can select a file from your computer or OneDrive for Business account.

To share a file with your team in a channel, click Choose file Choose file button beneath the compose box or go to the Files tab and click Upload.

Once you share a file, you can also share a link to it. That way, you don't ever have to upload multiple copies of the same file to share it in different places.

Share a file with someone outside your team

Only team members can see team files.

You can share a file with people outside your team (if they are also using Teams) by sending it to them in a chat.

If you want to share a file with someone outside your organization, open the file in Office Online or an Office app and share it from there.

 

Notes: 

  • If sharing files / folders with people outside of Trinity, please be mindful of the type of data shared, more information on the type of data that can be stored and shared is available in Data Classification and Data Storage & Sharing

  • When sharing with people outside Trinity, please note you must select Specific People and enter their email address, they must validate ownership of that address before they can view the file.

  • The permission granted by a sharing link lasts only as long as the link exists. For example, when a link is disabled, access is revoked (though people may still have access to the file via other means).

  • When Allow editing is selected: After they sign in/ validate, people you have shared with can edit, copy, or download the files. When Allow editing isn’t selected, people can view, and may be able to copy or download the files.


More features

Use a Planner to add, assign and organise tasks

If you're using Microsoft Teams, you can organize your tasks by adding one or more Planner tabs to a team channel. You can then work on your plan from within Teams or in Planner for web, and remove or delete your plan.

Learn more:

See Microsoft Planner help for details on how to use all the features of Planner.

Watch a short (2min 05sec) video on using a Planner within Teams

Advice on closing / archiving a Team

Archive a team when it’s no longer active, but you want to keep it around for reference or to reactivate in the future. The conversations and files in the team become read-only once you archive it. You’ll still be able to search through it for stuff you need—you can even keep it as a favorite. Only team owners can archive and restore teams.

Archive a team
  1. Select Teams Teams button on the left to see the list of your teams.

  2. At the bottom of the list, select Manage Settings button .

  3. In the Active list, find the name of the team you want to archive, then select More options More options button > Archive team.

  4. To prevent people from editing the content in the SharePoint site and Wiki tab associated with the team, select Make the SharePoint site read-only for team members. (Teams owners will still be able to edit this content.)

To view and search through the content of the archived team, click its name in the Archived list. Or, make it a favorite if you think you’ll refer to it often (in the list, select the team, then More options More options button > Favorite).

All of the team activity is frozen once the team is archived. No one will be able to start new conversations or reply to posts in a channel, add or remove channels, edit team settings, or add apps. As a team owner, you’ll still be able to add or remove members, update roles, and delete, renew, or restore an archived team.

Restore a team
  • To restore an archived team, follow steps 1 and 2 above. Then, in the Archived list, find the name of the team you want to archive, and select More options More options button > Restore team.