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Contents
Downloading Teams (App) Page 3
Downloading Teams (Web Browser) Page 3
Downloading Teams (Apple iOS) Page 4
Downloading Teams (Android) Page 4
Signing in to Microsoft Teams Page 5
Teams Overview Page 6
Create a Team Page 7
Add Participants to a Team Page 8
Add Channels to a Team Page 8
Schedule a Teams Meeting in Outlook Page 9
Join a Teams Meeting Page 10
Join a Teams Meeting (Mobile) Page 11
Adhoc Teams Meeting Page 12
Share your Screen Page 12
Using Chat Page 13
Background Blur Page 14
Pin to Taskbar (Windows) Page 14
Meeting Options Page 15
Add Participants to a Group Chat Page 15
Microsoft Teams etiquette Page 16/17
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Downloading Teams (App) Open web browser e.g. Internet Explorer, Google Chrome
Enter the below web address into the Search bar:
https://teams.microsoft.com/downloads
Click on the Download Teams icon:
Click Run when the below message appears at the bottom of the web browser:
The application will download and open the Microsoft Teams window
Downloading Teams (Web Browser) Open web browser e.g. Internet Explorer, Google Chrome
Enter the below web address into the Search bar:
https://teams.microsoft.com/start
Enter your WSH email address in the field shown below and click Get Started
Click the Web App link
The application will open the Microsoft Teams window
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Downloading Teams (Apple iOS)
Open the Apple App Store on the device
Search for Microsoft Teams in the search bar
Select the option with the below icon Teams icon
Click the Get icon and wait for the app to download
It may prompt touch ID/password to complete this, but this app is free
Click the Open icon
Click the Sign In icon
Important – remember to log in using your West Suffolk email address and password
Downloading Teams (Android)
Open the App Store on the device e.g. Google Play
Search for Microsoft Teams in the search bar
Select the option with the below icon Teams icon
Click the Install icon and wait for the app to download
Click the Open icon
Click the Sign In icon
Important – remember to log in using your West Suffolk email address and password
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Signing into Microsoft Teams Find and click on the desktop icon or click the Start button and start typing ‘Teams’ to open the app.
A sign in window will open where you will need to enter your WSH email address and click Sign In
This will open a new window for you to enter your WSH password and then click Sign In
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Teams Overview
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Create a Team
Click and open the Teams icon on the left side of the screen
Click the Create Teams icon at the bottom of the screen
Click the Create Team icon
Click the Build a team from scratch option
Choose the Private option if participants require permission to join the Team
Choose the Public option if participants can join the Team without requiring permission
Enter a Team name
Enter a Description about your Team (not required)
Click the Create icon
Add Members to the Team by typing names in the below field, and clicking Add – then click Close
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Add Participants to a Team
If you need to add people to a Team that has already been created, click the Add more people icon
Add Members to the Team by typing names in the below field, and click Add
When all participants have been added, click the Close icon
Add Channels to a Team
If you need to add channels to a Team, click the Create more channels icon
Enter a Channel name
Enter a Description for the channel (not required)
Choose between the two Privacy settings for the channel using the drop-down menu, and then click Add to add the channel to the Team
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Schedule a Teams meeting in Outlook
Open the Outlook desktop application
Navigate to the Calendar toggle in the bottom left hand corner
Select New Teams Meeting from the ribbon at the top
Complete the required fields for your meeting, add your participants and click Send to schedule your session.
This Teams session will be added to your Outlook calendar
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Join a Teams Meeting Locate your Teams meeting invite in Outlook and select ‘Join Microsoft Teams Meeting’
You will be directed to a web page where you can choose to either join the meeting on the web or download the desktop application. If you already have the Teams desktop application, then:
The meeting may open automatically
You may see the prompt below and be required to click ‘open Microsoft Teams’
You may have to click ‘Launch it now’ if a prompt does not appear
Now select the audio and video settings you’d like for your meeting and click Join now. You will be taken directly to your session within the Teams desktop application
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Join a Teams Meeting (Mobile)
The organiser of the Teams meeting will need to open the Calendar entry in Outlook Calendar
Next, highlight the Join Microsoft Teams Meeting link
Right-click on the link and click Copy from the menu
The organiser needs to go to the relevant Team or Chat screen within Microsoft Teams
Right-click in the Message field, Paste the copied link, and hit Enter to send to all participants
The link will appear as the below in the Team or Chat
On a mobile device, open the relevant Chat or Team and click on the above link that has been sent to you to join the meeting
UEM Client
You can now also join a Teams meeting from the Outlook Calendar in UEM Client
If you do not have access to the UEM app, then please use the previous instructions for accessing a Teams meeting via mobile
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Adhoc Teams Meeting
Open Microsoft Teams
When in a chat or channel conversation with other Teams users, you can start a meeting without having to send a meeting invite using the below icons
Use this icon to start a video call
Use this icon to start an audio call
Use this icon to share your screen
Sharing your Screen
Click the Join Microsoft Teams Meeting link
The meeting window will open in the Microsoft Teams application
Click Join Now to join the meeting
Click the Share icon to share your screen with other meeting participants
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Using Chat
With chat, you can have private one-on-one or group conversations that are not in the public team channel. And with calls, you can make calls or check your history.
View a chat
Select Chat and select a one-on-one or group chat from the chat list.
Start a chat
Select New chat
Type the name of the person or people you want to contact.
Select the down arrow to add a name to your chat group.
Make video and audio calls from a chat
Select Video call or Audio call to call someone directly from a chat
Use Recent and Favourites
On the left side of the app, you’ll see your Recent conversations as well as your Favourites.
Hover over a conversation, select the three dots, and then select Favourite to keep your chat in your Favourites list.
Pin a chat
To pin a chat, select More options > Pin. The chat appears in the Pinned list.
Note: You can pin up to 15 chats.
To unpin a chat, select More options > Unpin.
Make calls and view history
Select Calls > History to see your call history.
If you don’t have Calls, select Activity to see any missed calls
View Contacts
Select Contacts to view your Microsoft Teams contacts
Add Files
Select Files to add files to the Team for all participants to view
Click on the Upload icon underneath the Files icon
Choose and click the document you would like to upload to Teams Files, and click Open
The document will then be visible in the list of Files in this Team
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Background Blur When in a meeting, you have the ability to blur your background when using the webcam.
Click the ‘…’ on the menu bar, and click on Blur my background
You will notice that the background of your webcam view has now been blurred.
This function is especially useful if you are in a busy place, or have confidential information around you that must not be seen by other participants in the meeting.
Pin to Taskbar (Windows)
Once the app is open, right-click on the Microsoft Teams icon in the taskbar at the bottom of the screen
When the below menu appears, click the Pin this program to taskbar option
Microsoft Teams will now be pinned to the taskbar for easier future access to the program.
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Meeting Options
In Teams, you are able to create certain settings for the participants that will join the meeting
Click the Meeting options link below the Join Microsoft Teams Meeting link after you have created the meeting
The below Meeting options menu will be shown
Who can bypass the lobby?
This option allows you to set that which participants, if any, have to wait in a ‘lobby’ before they are allowed into the meeting by participants that are already present
Who can present?
This option allows you to control which participants are allowed to present throughout the meeting
Once you have chosen your settings, click Save
Add Participants to a Group Chat
If you have a group chat open, and you would like to add more participants, the click the Add Participants icon in the top right-hand corner
Click the Add people option in the below menu
The below menu will appear, where you can type the names of participants that you would like to add to the Chat
You can also choose whether or not to include the chat history when adding the new participants – if this is included, then new participants will be able to see previous messages in the Chat
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Microsoft Teams Etiquette General principles:
Identify and communicate meeting chair at the start of the meeting
Confirm a ‘chat chair’ at the start of the meeting-chat chair to monitor chat on Teams
Meeting chair should invite input from colleagues connected via Teams
Go on mute if you aren’t speaking
Speak only one at a time-where possible raise questions on the chat bar
Be conscious if you are in a big room of people, background noise/chatter can interfere with the microphone for those connected via Teams so please be aware of this
Teams is accessible via Trust or personal laptops, phones and tablet devices.
Specific meeting types:
Big meetings (e.g. trust wide or departmental head cascade)
Mute and video should be switch off if you aren’t presenting / speaking
Use the chat function to ask questions rather than voice
Smaller meetings (team meetings)
Mute if you aren’t presenting / speaking
Use the chat function to ask questions
Use voice to share and collaborate
Meetings with lots of people in a single room and less people on Teams
Mute if you aren’t presenting / speaking
Video on for the big room
Share docs / agendas in advance
Use the chat function to ask questions
Use voice to discuss
Switching your mic / webcam off before joining a meeting
Before joining the meeting ensure both your camera and mic are switched OFF as this can cause disruption to the meeting
Click on the slider to turn your camera and micro-phone to the OFF position before clicking on ‘Join now’
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Switching your mic off during a meeting
Once you have joined the meeting you can mute your mic by clicking on the Mic icon to the OFF position
Switching off incoming video calls
You can also Turn off incoming video by clicking on the Actions button … and selecting Turn off incoming video
To ask a question during a meeting
During a meeting (without interrupting) use the conversation panel on the right-hand side. To display the conversation / chat panel click on the Show conversation icon:
ON
OFF
