Microsoft Teams is a workplace collaboration platform that allows easy deployment and convenience, with features such as chat channels and video calls. It is accessible from multiple devices, including Android, iOS, macOS, and Windows.
Although the platform is simple for people of any technical proficiency to use, its multitude of features may be overwhelming for new users who are unable to devote the time or resources to learn how to utilize the program efficiently.
So, to give you a taste of what Teams has to offer, below are useful tips for using the platform effectively.
1. Record your business meetings
One of the top recommendations of any Microsoft Teams consultant, recording a meeting in MS Teams is a practical solution for any organization that needs to keep track of formal exchanges.
By recording your meetings with your employees, customers, and stakeholders (with permission), you effectively create a log that people can refer back to for later reference, giving you peace of mind that your meetings’ important details are documented.
How to record on Microsoft Teams:
- Commence (or join) the meeting you want to record.
- Locate “More actions” in the top right-hand corner of the meeting window (the meeting controls bar). It is the three dots, four logos to the left of the red “Leave” button.
- Hit “More actions” and scan the drop-down menu that should be visible.
- Select “Start recording” in the fourth section of the menu. Its logo is a white circle surrounded by a white ring.
How to stop recording:
- Repeat steps 2 and 3 from above.
- Select “Stop recording” or “Stop transcription.” The former will switch off the recording and transcription functions. The latter will only turn off the transcription and will continue recording the meeting.
It is important to note that Teams’ meeting recordings expire, preventing you and your team from accessing them, before they are deleted. However, you can customize the expiry date to ensure that you do not lose the recording before everyone has had a chance to listen. After recordings are complete, they will be saved to your company’s OneDrive or SharePoint applications.
2. Integrate Microsoft Teams with Outlook
Microsoft Outlook is an email solution offered in the Microsoft 365 (Microsoft Office 365) suite of products. It integrates with Microsoft Teams to reward organizations with increased productivity and a more seamless work experience.
Integrating Teams with Outlook allows users to share messages to emails without leaving the platform. They can also receive email updates on missed messages with the option of responding to the messages from Outlook or heading to the conversation directly. A Microsoft Teams consultant can help you configure both platforms and integrate them to ensure the programs work as intended.
3. Add the Microsoft Forms app
The Forms app allows users to create surveys and gather information from colleagues. This is useful for collecting data to make more informed decisions, and for creating surveys to take on mobile devices to provide feedback on the go.
Typically, Forms needs to be added from the “Messaging extension” tab under the chat’s message bar.
4. Reinvigorate meetings with "Together Mode"
Meeting organizers understand that meetings can be time-consuming and repetitive. To combat meeting fatigue, you can enable “Together Mode”, which reorganizes video feeds and places them within one setting.
How to turn on “Together Mode”:
- Select “More actions” within a meeting.
- Click on “Together mode (Preview)” and select a preferred setting.
- You can change the setting by selecting “Change scene” at the bottom of the screen, on the left.
- To turn “Together Mode” off, go to “More actions” and hit “Gallery.”
While it may seem like a small function that an everyday Microsoft Teams consultant may not point out, shaking things up can make a world of difference in keeping everyone focused and channeling meeting efficiency. 49% of American workers “are experiencing virtual meeting fatigue”. With “Together Mode,” business owners can make meetings more engaging for participants.
5. Use private channels
The Teams app allows users to create private channels to organize team communications and information sharing. These channels are secure, and only authorized personnel can access their data.
How to enable private channels:
- Identify the team that you want to set up a private channel for.
- Click “More options” beside the team’s name.
- Select “Add channel” before filling in the necessary information (channel name and description).
- Open the drop-down menu under “Privacy” and choose the “Private” option between “Standard and “Shared.”
- Hit the “Create” button.
- Add the names of the team members who need to be authorized to use the channel. Afterward, click the “Add” button.
- Customize people’s roles if needed before selecting “Done.”
Private channels are identifiable by a lock symbol to the right of their name. Also, any meetings initiated within private channels will only include the channel’s members (unless you add other people to the mix).
A Microsoft Teams consultant that offers real-time support
Teamwork is critical to the success of businesses, and Microsoft Teams is a great tool to get work done while keeping team members connected. The user adoption process involves analyzing your business and configuring Teams in a way that enhances your procedures, a process that can force you to shift your attention away from your team and customers.
A consultancy service specialist with vast amounts of expertise in Microsoft and business collaboration, a Microsoft Teams consultant from PWR Technologies can assist you in all areas of Teams adoption, from advising you on how to record on Microsoft Teams to tailoring the platform to suit your needs with apps such as Power BI. Talk to PWR Technologies today to see how Teams will help your company tackle the modern business landscape.