Communicating In MS Teams: A Quick Reference Guide


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Microsoft Teams provides a unique digital platform for team communication and management, and it’s already booming in the ever-crowded market messaging apps.

So how do you get the most out of MS Teams? We’ve boiled it down to six major functional areas every MS Teams user should learn.

1. Your Availability/Status

Keep your status up to date so your team knows when to reach out, when not to, and why. Maybe you’re in a meeting, or having lunch, or working on an important assignment.

To change your status, tap the Menu icon. Then, tap your status to view your options. Here are the options, you’ll see: Available, Busy, Do Not Disturb, Be Right Back, and Appear Away.

2. @mention Someone

@mentions feature is a great way to reach the right people in the right context at the right time. To get someone’s attention, type @, then their name (or pick them from the list that appears). Type @team to message everyone in a team or @channel to notify everyone who favorited that channel.

3. Start a Personal Conversation

Start one-on-one and group chats: Select a New chat at the top of the chat list then Enter the person’s or group’s name. Now Compose your message in the box and click Send.

Want to send a message to the whole team? Select Teams and pick a team and channel. Now write your message and click Send.

4. Emoji, GIF, and Stickers

Even a single emoji or GIF has the power to convey a lot of context in a small amount of space. Simply adding those emojis and stickers to your messages can make you a more effective communicator in MS Teams.

To insert an emoji in a message, select the Emoji icon beneath the message box and select the emoji you want from the emoji gallery and click Send.

To send ad GIF: Just select GIF beneath the message box. Use the search bar to look for something specific (like “cats dancing”) or browse the collection of popular GIFs.

To send a meme or sticker: Click Sticker under the box where you type your message and then pick a meme or sticker from one of the categories.

5. Create a Meeting Agenda

First, create a meeting: Go to Calendar and click “New Meeting”. Provide a meeting title, location, and the Date/Time for the meeting. Now select the Team/Channel for the meeting and click Send Now.

Add a meeting agenda: Click on Teams in the left sidebar and click the Team/Channel where you created the meeting. Now click on the Meetings tab at the top and click on the Meeting Now to start adding agenda items. Once you’re done, Notify attendees.

6. Have Fun With Your Colleagues

Slack is not only a communication tool but a platform, there are apps available to having fun with your team. Tools like Trivia is the new way to connect with your remote team while playing exciting quizzes on Microsoft Teams! You will get summarised results at the end of every quiz and find your very own Quizzard!

MS Teams continues to change the way we work together as it and the modern workplace evolve together.

Pawan Kumar
Hi, I'm Pawan. I'm Marketing Head at Rapidops. An Introvert storyteller who loves reading. I’ve been featured on Jeff Bullas, MarketingProfs, Entrepreneur, SEMrush, Social Media Today, and Many More. Don't hesitate to connect with me on social media.


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