Microsoft Teams Best Practices And How-To Tips? - PDF document

Microsoft Teams Best Practices And How-To Tips? A quick checklist for best practices in Microsoft Teams: •Microsoft Teams channel names •Managing notifications in Teams •Background images for Microsoft Teams •Add some Microsoft Teams integrations •Using the Microsoft Teams web app •Microsoft Teams out of office Some important steps when implementing and using MS Teams: •How to create a team in Microsoft Teams? •How to record on Microsoft Teams? •How to delete chats in Microsoft Teams? •How to delete channels in Microsoft Teams? Best practices for Microsoft Teams channel names •Have proper naming convention and format for channel names •Have a General team and a channel per department/process •Think about the character length of channel names by considering mobile or a minimized browser version as they get truncated and also it is stored in SharePoint. Team names are capped at 256 characters with channels capped at 50 characters •Have only characters that are supported by Microsoft. •Create fewer functional teams and channels to avoid sprawl and unnecessary complexity. Managing notifications in Teams •Turn off your notifications if you’re suffering from notification fatigue. •Turn on notifications only for the important channels and rest can be checked on an ad-hoc basis. •Use team @ tagging sparingly, especially for large groups to avoid multiple notifications. •If you ping people too frequently on items that don’t concern them, they’ll start to ignore you. Hide your background images in Microsoft Teams •Blur your background –Click on your audio and video settings screen when you join a meeting –Choose the ellipses “…” for more options –Tap on Blur my background •Use a Teams background image –Tap the ellipses “…” when you’re in a Teams meeting –Click “Show background effects” –Choose your image from the default options –Click preview to test it out –Click apply to save your background image Add some Microsoft Teams integrations •Number of third party apps are available for users to collaborate with Teams and to take more value out of Teams data, thereby making them more productive while using Teams. •Apps for Teams include tracking software release, customer management, WebEx calls. Using the Microsoft Teams web app •If you do not have sufficient permissions to load Teams desktop app, or on a shared computer without Teams installed, try using the Microsoft Teams web app, which has most of the features as in Teams desktop app. •Go to https://teams.microsoft.com to access the Microsoft Teams web app. Click Use the web app instead so you don’t start a new download of Microsoft Teams. •You can use the same credentials as you do in desktop app. •Also, you can use the Microsoft Teams mobile app which allows you to keep track of conversations in your teams and channels quickly when you are not in front of your desk. Microsoft Teams out of office This Microsoft Teams is mostly like an email platform like other mail clients. You can set an out of office auto reply message in Microsoft Teams as well. •Click your profile image in the top right-hand corner •Choose Set status message •Type your “out of office” message •To redirect people to other co-workers in your absence, you can @ mention them •Check show when people message me •Select the time period you wish the message to last for •Click Done. What to do prior to creating a team: •Decide if you require a dedicated team or a group chat •Know when to create a team •What are the limitations of chats? Group chats Teams Suitable for meeting people jointly to talk about something one-off. Ex: Catching up on a task without flagging your activity to the rest of the team When you have a set topic that needs collaboration from many parties Ex: For ongoing projects, or for private department breakout areas How to create a team in Microsoft Teams Below are the steps for creating a team in Microsoft Teams •Select Teams on the left pane •Choose Join or create a team •Select Create team •Choose Build a team from scratch or Create from existing group •Choose Private, Public, or Org-wide •Add a name and description then click Create •Add members from your organization using their name •Invite external guests using their email address •Add further channels to the “General” channel which gets created for you How to record on Microsoft Teams •Teams Meeting can be recorded to capture the sequence of events that happen during a meeting or a call. •If a Teams meeting is conducted for sales presentation, it is better to record it so that it can be played back as marketing material, podcasts. If it is a technical meeting, it may be shared across the team as minutes of the meeting, instead of sharing text through email. •During a Teams meeting, click the … button and select “Start recording”. •Everyone will know the meeting is being recorded as Teams will display “You’re recording Let everyone know that they’re being recorded” message at the top of your meeting. How to delete chats in Microsoft Teams •Deleting Microsoft Teams chats sounds a little mundane, but it’s a best practice anyway. You can edit or delete chats in Microsoft Teams even after you sent. •Explore the message you would like to delete and hover the message until the emojis and … appears: •Click … and choose edit or delete message. •You will see a delete confirmation message. How to delete channels in Microsoft Teams •It is a best practice to delete all the unused channels in Microsoft Teams. Any member of a team can delete a channel. The only restriction is that the General channel, alone cannot be removed. •You have to logon to the desktop version or Android version of Teams. As of August 2020, iOS does not support channel deletion. •Any member of a team can delete a channel. The only restriction is that the General channel, alone cannot be removed. •To delete a channel, go to the channel name and click More options � Delete this channel. •When you delete a channel, all contents and conversation history will be removed. However, the OneNote sections associated with that channel will still show up on your team’s SharePoint site. Do you need reporting for your Microsoft Teams or Archive Microsoft Teams data? Vyapin DocKIT archiver Vyapin Microsoft Teams Reporting Tool Vyapin provides tools for it.