1

Table of Contents

Table of Contents ................................................ i Meetings in teams ............................................. 9

What is Teams .................................................... 1 Schedule a meeting in Teams ........................ 9
Who can use Teams? ..................................... 1 Make it a channel meeting ...................... 11
Download Teams ............................................... 1 Invite people outside your organization.. 11
Signing in to teams ............................................. 2 Meeting Options ...................................... 11
Pick a team and adding members...................... 2 Meetings in teams (cont.)............................. 12
Creating a Team ............................................. 2 Join a meeting in teams ............................... 12
Adding People to a Team ............................... 3 Join by link ............................................... 12
Channels and tabs .............................................. 4 Joining as a Guest .................................... 13
Channels ......................................................... 4 When is Joining as a Guest Good? ........... 13
Tabs ................................................................ 4 Join from calendar ................................... 14
Create a Channel for the Team ...................... 5 Join in a channel ...................................... 14
Conversations, sharing files, & chat ................... 5 Join from chat .......................................... 14
Start a New Conversation .............................. 6 Set Up Mobile Apps ......................................... 15
Replying to a Conversation ............................ 6 Links and Additional Resources ....................... 15
Conversations, sharing files, & chat (cont.) ....... 7
Emoji, Memes, & Gifs..................................... 7
Sharing a File .................................................. 7
Collaborate in microsoft teams ......................... 8
Mention @ Someone ..................................... 8
Notifications ................................................... 8
Search for Messages, People, or Files............ 9

i
What is Teams
Teams is a chat-based collaboration tool that provides global, remote, and dispersed teams with the ability
to work together and share information via a common space. You can utilize cool features like document
collaboration, one-on-one chat, team chat, and more.

The following core capabilities are included in Teams:

Chat – Enjoy public and private conversations with your teams. Bring popular social features, such as
adding emojis and custom memes to your discussions.

Meet from anywhere – Schedule a meeting in Outlook or jump right in and instantly go from group
chat to video conference with the touch of a button. Teams can meet in one place, no matter how
many places they’re in.

Productivity Hub – Teams offers a shared workspace for Microsoft Office applications including
PowerPoint, Word, Excel, Planner, OneNote, SharePoint, and more. This feature gives you and
your teams the option to work natively without having to stress about toggling between
applications as you try to get projects completed.

WHO CAN USE TEAMS?

All MGA faculty, staff, and students have access to Microsoft Teams! Chat, join a team, and get
collaborating.

When communicating with students, please be mindful of sharing information that is protected by FERPA
regulations.

Download Teams
Download Teams for your desktop or mobile device

Windows Mac

**Teams will work on a Chromebook

Teams offers a full user experience in their web version at teams.microsoft.com but for a better, more
stable, experience we highly recommend downloading and using the desktop application.

***Firefox does NOT support teams. Please use Google Chrome or Internet Explorer

1
Signing in to teams
1. Start Teams
• In Windows: click Start > Microsoft
Teams.
• On Mac: go to the Applications folder and
click Microsoft Teams.
• For mobile users, tap on the Teams icon

2. Sign in with your Office 365 username and

password (MGA email credentials)

Pick a team and

adding members
A team is a collection of people, conversations, files, and tools — all in one place. A channel is a
discussion in a team, dedicated to a department, project, or topic.

1. Click on Teams to the left side of the app

2. There are two possible views of Teams, Grid and
List (This option is in Settings found by clicking
on your picture in the upper right)
a. Grid View – Shows all of the teams you are
member of.
b. List View (Recommended) – Keeps a
collapsible list of Teams and Channels on
the left of the Teams plane.

CREATING A TEAM
Teams are created by the Office 365 administrators. Teams can be created for schools, departments,
committees, Official student organizations, projects, or events. To have a team created have your
department chair or student affairs office e-mail [email protected] with:

1. a proposed team name

2. a brief description
3. who will be the owner/administrator of the team

2
ADDING PEOPLE TO A TEAM
1. Go to the Teams plane
2. Next to the team name, click on More options
3. Select Manage Team
4. Click the Add Member button
5. Enter a team member’s name and find them in the list.
6. Click Done

3
Channels and tabs
Teams are organized into channels and tabs. Channels are were discussion takes place. Tabs are where
files and information are stored.

CHANNELS
Each Team has subsections, which are called Channels. A General channel is created automatically for
every team. You can have multiple Channels within a Team for separate discussion on topics or for
subcommittees. Whenever there is a new notification or activity, the Channel name will become bold.

TABS
Each Channel all have their own tabs along the top. Conversation (group chat), Files (shared documents)
and Notes (shared OneNote) are automatically created and you can then add your own tabs.

4
CREATE A CHANNEL FOR THE TEAM
• Select More options next to the team name
• Select Add channel
• Enter a name and a description for your channel
• Select Channel Privacy
o Standard Channels can be seen by the entire team
o Private Channels can only be seen by select members (this is a good option for class groups
or sharing sensitive documents)
• Select Add

Conversations, sharing files, & chat

Conversations are one of the key features of Teams, allowing each Team to have a centralized discussion
that is saved and easily searchable. Conversations are the central component where all teamwork is
recorded—from file sharing to video calls.

The use of @mentions allows you to tag participants or even whole teams to notify others. Users that
look at Conversations will easily see where they have been mentioned through the red @ symbol to
highlight areas of importance to them. On top of this, your desktop app will notify you through an alert.
As well as tagging, users can 'like' content and share emoticons or GIFs.

5
START A NEW CONVERSATION

...with the whole team

1. Click Teams ,
2. Pick a team and the appropriate
channel.
3. In the box where you type your
message, say what's on your mind and click Send .

...with a person or group

1. At the top of the app, click New chat .
2. In the To field, type the name of the person or people you want to chat with.
3. In the box where you type your message, say what's on your mind and click Send .

REPLYING TO A CONVERSATION
Channel conversations are organized by date
and then threaded. The replies in threads are
organized under the initial post so it's easier
to follow multiple conversations.

1. Find the conversation thread you

want to reply to.
2. Click Reply, add your message,
and click Send .

6
Conversations, sharing files, & chat (cont.)
EMOJI, MEMES, & GIFS
Have fun, express yourself, and impress your coworkers!

• Click Sticker under the box where you type

your message, then pick a meme or sticker
from one of the categories.

The Sticker catalog contains a wide variety of

customizable stickers and memes — you can even
upload your own! Check out Emoji for smiley faces
and Giphy for animated GIFs.

SHARING A FILE
1. In your channel conversation, click Attach under the box where you type your message.
2. Select from these options:
• Recent
• Browse Teams and Channels
• OneDrive
• Upload from my computer
3. Select a file > Share a link.

If you're uploading a file from your

computer, select a file, click Open, and
then Send .

*You can always see all the files you post to a channel by going to the Files tab.

7
Collaborate in microsoft teams
MENTION @ SOMEONE
An @mention is like a tap on the shoulder — a way to get someone's attention in a channel
conversation or a chat.

1. In the box where you type your

message, type @, then type the
first few letters of the person’s
name. You can also @mention
entire teams and channels.

2. Select the person. Repeat for as

many people as you want to
@mention.

*Each person you @mention gets a notification in their Activity feed.

NOTIFICATIONS
Notifications let you know when someone @mentions you, likes something you’ve posted, or replies to
a thread you started. The Activity feed helps you stay on top of all your notifications.
1. Click Activity .
2. Feed shows you a summary of everything that's happened in the
channels you follow.
• Click Filter to show only certain types of notifications such as
@mentions or reactions.

• Select Feed > My Activity to see a list of everything you've been up

to lately in Teams.

8
SEARCH FOR MESSAGES, PEOPLE, OR FILES
Searches cover your entire organization — all the teams and
channels that you're part of.
1. Type a phrase in the command box at the top of the
app and press Enter.
2. Select the Messages, People, or Files tab.
3. Select an item in the search results. Alternatively,
you can select More filters to further refine your
search results.

Meetings in teams
Your calendar in Teams is connected to your Office 365 calendar. In other words, when you schedule a
meeting in Outlook, it'll show up in Teams, and vice versa.

Every meeting scheduled in Teams is automatically made into an online meeting. Scheduling from
Outlook? Learn how to add Teams to your Outlook meeting.

SCHEDULE A MEETING IN TEAMS

There are several ways to schedule a meeting in Teams:
1. In a Channel
• Select Meet Now below the box where you type a new message
• Select Schedule a meeting
2. In Chat
• Select Schedule a meeting below the box where you type a new message
3. In the Calendar
• Go to Calendar on the left side of the app and select +New meeting in the top right
corner.

Select a range of time in the calendar. A scheduling form will pop open.
The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use
the Scheduling Assistant to find a time that works for everyone.

9
Once you're done filling out the details, select Save. This will close the scheduling form and send an
invite to everyone's Outlook inbox.

10
Make it a channel meeting
1. Select +New meeting.
2. Type the name of one or more channels
where it says Add channel (under the
time and date fields).

Note: When you have a meeting in a channel,

everyone in the team will be able to see it and join
it in that channel.

Teams meetings will show a join button on an event in your calendar five minutes before the start of a
meeting. Once someone joins the meeting, the event will change colors to let you know they're online.
Select Join to open the meeting settings window to confirm your preferred camera and mic settings
before joining the online meeting.

Invite people outside your organization

Teams lets you invite people outside your organization, including those who don't have a Teams license.
You'll need their full email address to invite them.
1. Go to where it says Add required attendees. If anyone is an optional attendee,
select Optional instead.
2. Type the person's full email address (ex: [email protected]).
3. Select Invite. They'll receive an email with a link to the meeting.

Meeting Options
You can customize certain meeting options like who can join and present during a meeting.
1. Select the Calendar Plane
2. Select the meeting to customize
3. Select Meeting Options at the top of the page
4. A web page will open with your meeting options. Who can select:
a. Who can bypass the lobby
b. Who can present during the meeting
i. Presenters will have the option to share content, mute and remove participants,
and admit those in the lobby.

11
Meetings in teams (cont.)
JOIN A MEETING IN TEAMS

Join by link
You can receive a link to join a Teams meeting via email or Outlook calendar.

Select Join Microsoft Teams Meeting in your meeting invite

to be taken to a page where you can choose to either join on
the web or download the desktop app.

If you already have the Teams app, you will prompted to open the meeting there.
You will also have the option to Download Teams.

It is highly recommended that you use the downloaded app whenever possible.

If you are already signed into Office 365

the welcome page looks like this:

Select Open Your Teams App or

Download the Teams App

If you are not a signed into Office 365

the welcome page looks like this:

Select Download the App or Already

have the Teams app? Launch it now

If you select Join on the Web Instead,

you will join as a guest with limited
access to the Team. (This is not good)

12
Joining as a Guest

If you are a MGA faculty, staff, or student you should NOT be prompted to enter a name. You should
select Sign in or Download the desktop version at the bottom of the screen

MGA Staff

When is Joining as a Guest Good?

You can invite people outside of the organization to join a meeting. They do not need to have a Teams
account. Guest will be sent to a lobby and will have to be admitted to the meeting by someone in the
meeting.

13
Join from calendar
• Select Calendar on the
left side of the app to see
your meetings.
• Find the meeting you want,
and then select Join.
(The Join button will appear
when 5 min before the
meeting is to begin.)

Join in a channel
If a meeting takes place in a channel, you’ll see an invitation to join, relevant content, and who’s
in the meeting right in the channel. Just select Join.

Join from chat

If the meeting has already begun, it appears in your recent chat list. Select the meeting in your
chat list and then select Join at the top of the chat.

14
Set Up Mobile Apps
ACCESS YOU TEAMS FILES ANYWHERE.
Work, home, or on the go. Access the Teams app on your mobile devices.

CLICK ON YOUR MOBILE DEVICE

iOS android

For more info on mobile app setup, see: Set up Office apps and email on a mobile device

Links and Additional Resources

• Interactive Teams Demo
• Teams Quickstart Guide
• Addition Teams Training Videos
• Microsoft Training Resources

If you have feedback of questions you can contact [email protected]

As always, if you run into any difficulty, contact IT Services at help.mga.edu

15
 UPDATED 7/2020

16