Many organizations have started to use Microsoft Teams as their tool for office communication. The idea is to help get conversations out of email and into a place where the knowledge can be shared and discovered. However, Teams can be a bit daunting at first. It takes some time to transition from the old way of working to this new way of doing things. Here are a few tips to get the most out of your Teams experience.
Tip #1 Know when to use Teams
One of the first questions when introducing teams to an organization is “When do I use Teams?”. While the answer could be very different for your organization, here are some key uses of Teams.
- Replace internal email to distribution groups and create a Team instead.
- Create a company-wide Team (for smaller organizations) and have a channel for company announcements.
- Create a “Water Cooler” channel where anyone can post fun things, or ask general questions.
- Create a team for your company knowledge base, where you can post FAQ, Industry News, company documents, templates, scripts, etc.
- Use teams to collaborate on projects.
Tip #2: Use your Activity Feed
The activity feed is a great place to start as it can show you recent activity all in one place. The activity feed is analogous to an email inbox in that you can process new activity from one location.
- The default feed shows all content that is relevant to you. This would include updates to conversations you are a part of or when you are mentioned.
- The Team Activity feed shows all activity across your favorite channels. This lets you see what people are talking about, even if you are not a part of the conversation.
- The My Activity feed shows all of the new posts, replies, and other activity that you created. This is a great place to jump back into a conversation or to find something you posted recently.
Tip #3: Ask T-Bot
If you have a question about how to use something in Microsoft Teams, just ask T-Bot! T-Bot is a chat bot that is built into the Teams product. Go to your chat and search for T-Bot, or click on T-Bot from your recent chats.
- Ask T-Bot any question about Microsoft Teams just like you would a real person. The bot will respond with the suggested answer. This is a great way to get familiar with interacting with a bot. Microsoft Teams has several other bots that you connect to.
- You can also use the Tabs in the T-Bot chat to go straight to FAQ and see what is new in Microsoft Teams.
Tip #4: Use Search
If your organization uses Teams, after a short while there will be an overwhelming amount of content. Browsing to find anything will be continuously more difficult. Try to get familiar with the search functionality early on.
- Use the search box to quickly find a specific Team or Channel that you are a member of. Click on the result to quickly jump to that location. This is a great shortcut for navigating to various teams and channels without browsing.
- Use the search box to quickly find a person. Just enter their name and you’ll see the matching results. Clicking on the result will take you directly to the latest conversation you had with that person. From that page, you can use the tabs to see recent activity.
- Enter any keyword or phrase and let search work it’s magic. The results will return all of messages, people, and files related to what you entered. You can then quickly filter the results to narrow your search.
Tip #5: Use Connectors
Connectors allow you to connect to external services and bring relevant content into your Teams conversations. You can add a connector to any channel.
- Connect to your source control repository and have it post recent check-ins to your channel.
- Connect your social media accounts and have posts from specific people or topics automatically added to the channel conversation. This lets everyone see recent activity without the need to hit all of your social media sites throughout the day.
- Connect to news sources to bring in the latest relevant news.
- Connect to your other favorite services. There are hundreds to choose from!
Tip #6 Save conversations
Teams will let you save conversations so you can quickly access them for later reference.
- You may want to think about how you want to use this feature. If you want to be able to find all of your favorite conversations, you may want to “Like” the post instead. Then you can easily filter your activity feed to see all of the posts you liked.
- The way I use the Save feature is to mark things that I need to come back to and finish later. It would be similar to flagging an email. You flag it (save it) and come back to it later and complete it. Removing the bookmark when you are complete will remove the item from your Saved list.
- You can access your Saved conversations from your profile menu.
I hope these tips help you enjoy your Microsoft Teams experience! Let me know if you have any questions or if you have any additional tips you would like to share.