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Teams is a cloud-based communication and collaboration platform developed by Microsoft. Designed for the modern workplace, it boosts features like chat, video conferencing, file storage, and application integration within a single interface. Let’s Explore more in this Microsoft Teams User Guide.

Benefits of Microsoft Teams App

Uses of Microsoft Teams App

Alternatives to Microsoft Teams

For the longest time possible, Microsoft teams single handedly dominated the world of digital communication. But with the passage of time, newer alternatives to Teams have made their way into the digital market. Some of the widely used options are:

1. Slack: A popular chat-based collaboration platform offering integrations with various third-party tools.
2. Google Meet: A video conferencing solution from Google tightly integrated with the G Suite of productivity applications.
3. Zoom: A widely used video conferencing platform offering a free tier and paid plans with advanced features.
4. Cisco Webex: A comprehensive collaboration suite encompassing video conferencing, file sharing, and project management functionalities.

Despite the availability of multiple options, Microsoft Teams offers a robust and versatile platform for communication and collaboration, making it a valuable tool for modern organizations.

Microsoft Teams Download

The process of downloading Microsoft Teams app on a desktop is different from that of downloading it on a mobile phone. 

Following is a user guide of Microsoft Teams that will simplify the process of downloading and using the Teams app. 

Microsoft Teams download on a mobile:

Install the Teams app from the Apple App Store for iOS devices or Google Play Store for Android devices.

Click on the 3 dots from the drop down menu and then select ‘download the mobile app’ option. 

When you click on ‘download the mobile app’ option, a QR code will pop up. You need to scan it with your mobile phone after which it will automatically download the Microsoft Teams app on your phone. 

After successfully downloading you can use the app by signing into the app.

This concludes the process of downloading the Microsoft Teams app. 

How to create a channel or Team:

Creating a Team:

1. Access Teams Menu: Launch the Microsoft Teams application and navigate to the “Teams” section on the left panel.
2. Initiate Team Creation: Click the “+” icon located at the top of the teams list to initiate team creation.

3. Team Type Selection: Choose between “From scratch” for a new team or “Build from a group” if leveraging an existing Office 365 group.
4. Team Configuration: Define the team’s privacy level (Public for open access or Private for specific members) and provide a descriptive name. Optionally, include a team description for clarity.

5. Member Addition: Add members by typing their email addresses and selecting them from the search results.
6. Team Creation: Once configuration is complete, click “Create” to establish the team.

You can also create a new meeting through the calendar. 

Click on the ‘new meeting’ icon on the top right corner of the screen. Following pop-up will appear after clicking on the ‘new meeting’ option:

Fill in the required details and save them to create a new team. 

Creating a Channel:

1. Navigate to Target Team: Within the Teams application, select the desired team you want to add a channel to.
2. Access Channel Management: Click the three dots “…” next to the team name and choose “Manage team” from the menu. Alternatively, right-click the team name and select “Manage team.”
3. Channel Creation: Locate the “Channels” tab within the team management window and click the “+” icon to initiate channel creation.
4. Channel Configuration: Provide a unique and descriptive name for the channel. Optionally, include a channel description outlining its purpose.
5. Privacy Selection: Choose the channel’s privacy level (Standard for all team members or Private for designated members).
6. Channel Creation: Click “Create” to establish the channel within the selected team.

Sharing OneDrive documents by Teams:

There are two primary methods for sharing OneDrive documents within Microsoft Teams:

Method 1: Sharing via Chat

1. Initiate Chat: Navigate to the “Chat” section within the Teams application and open the chat conversation where you want to share the document.
2. Attach the File: Click the “Attach” icon (paperclip symbol) located beneath the chat compose box.
3. Select OneDrive Location: Choose “OneDrive” from the available options to access your OneDrive storage.
4. Locate and Select File: Browse your OneDrive folders and select the document you intend to share.

5. Sharing Options (Optional): Click the three dots “…” next to the file name to access sharing options. Here, you can choose to either “Share” (providing view/edit access based on your OneDrive settings) or “Open in Teams” (opening the document within the Teams chat for real-time collaboration).
6. Send the Chat: Once you’ve selected the desired file and sharing option, click the “Send” button to share the document within the chat conversation.

You can also initiate a voice or video call with a member through the chat option. Click on the ‘phone’ icon on the top right corner of the chat. 

You can explore more advanced options by clicking on the ‘three dots’ in the top right corner of the chat, in the same line as the phone icon. 

From here you can share your screen OR schedule a meeting for later. 

This how chat box will look like :

Below options will pop up when you click on the ‘ + ‘ icon :

Method 2: Sharing via Teams Channels

1. Access the Target Team: Within the Teams application, navigate to the specific team containing the channel where you want to share the document.
2. Open the Channel: Select the desired channel from the list displayed under the team name.
3. Upload or Share Option: Click the “+” icon located next to the channel name and choose either “Upload file” to directly upload a document from your computer or “Browse in OneDrive” to access your OneDrive storage.
4. Locate and Select File: If selecting “Browse in OneDrive,” navigate through your folders and choose the document you want to share.
5. Sharing Options (Optional): Similar to the chat method, you can access sharing options by clicking the three dots “…” next to the file name. This allows you to define access permissions for the document within the channel.
6. Add a Description (Optional): Optionally, you can add a brief description about the document within the channel message for better context.
7. Post to Channel: Click the “Post” button to share the document within the selected Teams channel.

How to add a member that’s not a part of your organization:

Click on the Teams icon to open the sidebar. 

From there, click on manage teams. You will now come across the following pop up: 

Click on 3 dots and select add member by entering the email address of the guest. 

By understanding how to create teams, channels, and leverage apps, you can effectively utilize Microsoft Teams to streamline communication, collaboration, and process automation within your organization.

You may also be interested to read : Microsoft Teams App – Cloud-Based Communication Platform 

FAQs

Cloud storage is a model of data storage where digital information is stored on remote servers managed by a third-party provider. It has become crucial to study and understand subjects like SharePoint vs OneDrive because cloud storage has become a fundamental element of the modern digital workspace.

Users access their data through the internet or a dedicated network connection, eliminating the need for physical storage devices like hard drives or local servers. 

Part of Microsoft 365 subscription, SharePoint and OneDrive both utilise cloud storage for data persistence, yet they serve distinct purposes and offer unique functionalities.

SharePoint vs OneDrive: Understanding SharePoint 

SharePoint is a web-based platform within the Microsoft 365 suite designed for collaborative content management and document sharing. 

It serves as a central repository for storing, organising, and managing various digital assets, facilitating seamless collaboration and information sharing within teams or organisations.

SharePoint fosters collaborative work by allowing multiple users to edit and share documents concurrently. 

Furthermore, SharePoint offers advanced features like workflow automation, version control, and metadata management, catering to complex information management scenarios.

Key features of SharePoint

By understanding these core functionalities and key features, organisations can leverage SharePoint to improve document management, foster collaboration, and streamline information sharing within their teams.

Potential drawbacks of SharePoint

While SharePoint offers a robust platform for collaborative content management, it’s important to acknowledge potential drawbacks that organisations should consider during implementation and utilisation. 

SharePoint vs OneDrive: Understanding OneDrive

OneDrive is a cloud storage service offered within the Microsoft 365 suite. It provides individual users with a dedicated online storage space accessible from various devices, including desktops, laptops, and mobile phones. 

It serves as a personal repository for storing, managing, and sharing various digital assets, facilitating individual file backup, organisation, and collaboration.

Additionally, it allows selective sharing of files and folders with specific users or groups, enabling controlled collaboration.

OneDrive is the tool of choice for people looking for individual file storage and basic sharing. 

Key features of OneDrive

OneDrive serves as a valuable tool for individual users seeking a secure and accessible platform for storing, managing, and sharing their digital assets. 

Potential drawbacks of OneDrive

While OneDrive offers a convenient and user-friendly solution for personal cloud storage, it’s important to acknowledge potential drawbacks that users should consider before solely relying on this service.

1. Limited storage capacity: The free storage tier offered by OneDrive is relatively limited compared to other cloud storage providers. This can pose a challenge for users who require significant storage space for their data, potentially leading to the need for paid subscription plans.

2. Reliance on internet connectivity: Uploading, downloading, and accessing files stored in OneDrive requires a stable internet connection. This can be problematic for users with limited or unreliable internet access, hindering their ability to utilise the service effectively.

3. Security concerns: While OneDrive implements security measures like encryption, the inherent nature of cloud storage introduces inherent security risks. Users must be vigilant about password security, access control settings, and potential phishing scams to mitigate these risks.

4. Limited offline functionality: While OneDrive offers offline access options for certain files, full functionality and feature availability are often limited compared to the online experience. This can be inconvenient for users who require consistent access to their files in scenarios with limited or no internet connectivity.

5. Version control limitations: Although OneDrive maintains version history for files, its version control capabilities are less comprehensive compared to dedicated document management systems. This might be insufficient for users requiring advanced version control functionalities, such as detailed change tracking or branching capabilities.

6. Vendor lock-in: Migrating data away from OneDrive to another cloud storage service can be complex, especially if users have heavily utilised its integration with other Microsoft 365 applications. This can create a degree of vendor lock-in, potentially hindering future flexibility in choosing alternative cloud storage solutions.

7. File size limitations: OneDrive imposes limitations on the size of individual files that can be uploaded. This can be restrictive for users who need to store large files, such as high-resolution images or video recordings, potentially requiring them to utilise alternative storage solutions.

8. Sharing permissions management: While OneDrive allows sharing files and folders, managing granular access permissions for large numbers of users or complex sharing scenarios can become cumbersome, potentially leading to security risks or unintended access to sensitive information.

SharePoint vs OneDrive: Choosing the right tool

The choice between OneDrive and SharePoint depends on the specific needs and requirements of the users or organisation. Generally, OneDrive is the tool of choice for individual use and SharePoint is the perfect choice for organisations/businesses

Though OneDrive and SharePoint dominate the market of cloud storage, there are other applications that also serve the same purpose. 

1. Dropbox: Dropbox is a popular cloud storage service offering individual users and teams a platform to store, share, and collaborate on files. It is more commonly used for individual file sharing and provides a user-friendly and accessible cloud storage solution.

2. Google Drive: Google Drive is a cloud storage service offered as part of the Google Workspace suite. It allows users to store, access, and share various file types, from documents and pictures to videos and software. Google Drive integrates seamlessly with other Google services like Gmail, Docs, Sheets, and Slides, fostering a cohesive and efficient work environment. Unlike Dropbox, it is more commonly used for collaborative document editing. 

Neither OneDrive nor SharePoint is capable of becoming the leading cloud storage solution for all. This is because choosing the right solution is dependent on an individual’s needs, preferences, and targeted use. 

• You may also be interested to read : Microsoft Teams App – Cloud-Based Communication Platform 

FAQs

Microsoft Teams app is a cloud-based collaboration platform designed for real-time communication and information sharing within organizations. 

It functions as a central hub, offering a comprehensive suite of features to enhance teamwork and streamline workflows. 

The Teams app helps you in unlocking the full potential of your meetings by making them more interactive, engaging, and productive. 

Last but not least, Microsoft Teams helps in real-time problem solving by bringing content and data from apps into meetings, collecting feedback, and accelerating decision-making.

Key features of Microsoft Teams App

Overall, Microsoft Teams provides a unified platform for communication, collaboration, and information sharing, promoting efficient teamwork within organisations.

Benefits of Microsoft Teams App

Microsoft Teams offers a comprehensive suite of features that enhance communication, collaboration, and task management within organizations.

1. Unified Communication and Collaboration Hub:

2. Streamlined Task and Project Management: 

3. Increased Efficiency & Productivity:

4. Security and Accessibility:

In conclusion, the Microsoft Teams application offers a multitude of benefits for organizations. 

It fosters a secure, efficient, and collaborative work environment through its unified communication platform, streamlined task management functionalities, and commitment to robust security and accessibility features.

How to get started with Microsoft Teams App

Getting started with the Microsoft Teams app is divided into multiple steps which are as follows:

Prerequisites:

• An active Microsoft 365 subscription that includes Teams functionality.
• An internet connection.
• A compatible device (computer, smartphone, tablet).

Step #1: Application Installation 

• Desktop users should locate the Microsoft Teams application within their organization’s software distribution platform (e.g., Microsoft Endpoint Manager/M365 Portal).
• Mobile users should access their device’s application store (e.g., Apple App Store, Google Play Store) and then search for “Microsoft Teams.”
• Initiate the installation process according to your desktop/device’s requirement.  

Step #2: Initial Login 

• Launch the Microsoft Teams application.
• Enter your organizational Microsoft 365 username and password.
• If prompted, complete any required multi-factor authentication (MFA) steps.

Step #3: Team Discovery and Joining 

Teams can be categorized into two main types:

• Public Teams: Discoverable by all users within an organization. You can join these teams directly through the Teams application search function.
• Private Teams: Require an invitation from a team owner or member. You will receive a notification within Teams when an invitation is available.

Step #4: Exploring the Teams Interface 

• Teams: Lists all the teams you are a member of.
• Chats: Provides access to direct and group messaging functionality.
• Calendar: Enables scheduling and management of meetings and events.
• Calls: Facilitates voice and video calling functionalities.
• Files: Offers access to cloud-stored files and collaboration tools.
• Apps: Provides integration with various third-party applications and Microsoft services.

Step #5: Customizing Settings 

• Access the Settings menu within Teams to personalize your user experience.
• You can customize notification preferences, accessibility settings, and keyboard shortcuts.

Step #6: Creating a Team

1. Launch the Microsoft Teams application.
2. In the left navigation pane, locate and click the “Teams” icon.
3. At the top of the “Teams” list, click the “Join or create a team” button.
4. Select “Create team” from the displayed options.

Creating a Team from Scratch:

When you decide to create a Team from scratch, choose between:

• Private: This creates a team where only specific members you invite can join.
• Public: This creates a team discoverable by anyone in your organization, allowing them to request membership.

1. Enter a Team name that clearly reflects the team’s purpose.
2. (Optional) Add a Team description to provide additional context about the team’s function or goals.
3. Click the “Create” button.

Adding Team Members:

1. In the “Add members” section, start typing the names or email addresses of individuals you want to invite to the team.
2. Select the appropriate users from the search results.
3. You can choose their role within the team: Owner (full access and permissions) or Member (standard access).
4. Click the “Close” button once you’ve added all desired members.

Note: Specific functionalities and configurations within the Teams application may vary depending on an organization’s Microsoft 365 subscription plan and administrator settings.

Microsoft Teams app is an all-in-one application that connects you with other people online. With the help of Microsoft Teams app, you can share content, meet, and chat with people from all around the world. 

Limitations of Microsoft Teams App

Microsoft Teams, while a powerful collaboration tool, does have some limitations to consider. Here’s a breakdown of some key areas to be aware of:

• You may also be interested to read : SharePoint vs OneDrive – Choosing The Right Tool

FAQs