How to use Microsoft Teams (the basics)

Teams brings together chat, meetings, calls, and files. Most first-time issues come from not knowing where things live or which role (organizer vs attendee) you have. Follow these basics to get productive fast.

Before you start

• Sign in with your work or school account (Teams Free works too).
• Desktop or web app recommended; mobile mirrors most tasks.
• If IT manages your org, some options may be limited by policy.
• New to Teams vs Slack? See how Teams Free stacks up in this quick comparison: Microsoft Teams Free vs Slack.

1) Sign in and find your way around

1. Open Teams → sign in.
2. Left rail = Activity, Chat, Teams, Calendar, Calls, Files.
3. Top search bar = quick search and / commands.
   Pro tip: Right-click items on the left rail to pin/unpin what you use most.

2) Start a 1:1 or group chat

1. Go to Chat → New chat.
2. Enter names/emails → type your message → Send.
3. Use Attach, Emoji, Format for rich posts; Meet now to jump into a call.

3) Create or join a team (workspace)

1. Go to Teams → Join or create a team.
2. Choose Create team (from scratch or from a Microsoft 365 group).
3. Pick Private or Public → name it → Create → add members.
4. Use + Add channel to organize topics.
   Need a lightweight space for group conversations? Learn how to create a group in Microsoft Teams.

4) Post in a channel

1. Open a team → a channel → Start a post.
2. Use Format (A) for subject lines, announcements, and @mentions.
3. Reply in the thread to keep conversations tidy.

5) Schedule or join a meeting

1. Go to Calendar → New meeting.
2. Add title, attendees, date/time; choose a channel if needed.
3. Select Save to send invites → Join from Calendar when it’s time.
   Presenting? Here’s the complete guide to share your screen in Teams.

6) Share files and collaborate

• In Chat or Channel, select Attach to upload files (stored in OneDrive for chats, SharePoint for teams).
• Coauthor Word/Excel/PowerPoint directly in Teams.

7) Manage notifications and status

• Profile picture → Settings → Notifications to tune alerts.
• Set presence (Available, Busy, Do not disturb).
• Going away? Use a proper automatic reply with this guide: set out of office in Teams.

Troubleshooting

• Can’t see a team or file: You may not have access; ask an owner to add you.
• Buttons missing (record, share): You’re an attendee or policy-restricted; request presenter role or contact IT.
• Poor call quality: Use reliable Wi-Fi or wired, close heavy apps, or turn off incoming video.

FAQs

Is the web app enough? Yes for most features; install desktop for best performance and background effects.
Where are my files stored? Chats → OneDrive; Teams channels → SharePoint.
Can guests join meetings? Yes, if your org allows it.

Summary

1. Use the left rail to navigate: Chat, Teams, Calendar, Calls, Files.
2. Start chats, create teams/channels, and post with @mentions.
3. Schedule/join meetings and share your screen.
4. Share files to coauthor, and set out of office when you’re away.

Conclusion

Stick to the left rail for navigation, use channels to keep work organized, and rely on Calendar for meetings. If something’s missing, check your role or org policy and try again. Compare options with Teams Free vs Slack if you’re evaluating tools.