Microsoft Teams For Dummies. Rosemarie Withee
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of selecting the Org-wide option (shown earlier in Figure 3-4), choose Public or Private to create either a new public or private team.When you create a public or private team, you are also presented with a dialog box to invite people to join it just after the team is created, as shown in Figure 3-7.FIGURE 3-7: The dialog box to invite people to your team during the creation process.
3 Start typing the name of the person you want to invite to the team in the text box. The search functionality automatically looks for and populates the text box based on the letters you are typing. This happens in real time so that you can see the results of your search as you are typing. This is helpful if, for example, you only know the first part of someone’s name, or if you only know that the name starts with a certain letter.
4 Once you find the correct person, click that person’s name and then click Add.
5 Continue adding people until you’ve invited all the team members you wish to add.The users will be notified of their new team membership depending on how they have notifications set up. I cover notifications in detail in Chapter 8.
To invite people to your public or private team after it has been created, follow these steps:
1 Click the Teams icon in the left navigation pane to see a list of your teams.
2 Click the ellipsis next to the name of the team you want to invite someone to join.This opens a drop-down menu with more options.
3 In the drop-down menu that appears, select Add Member, as shown in Figure 3-8.The Add Members dialog box appears that was shown earlier in Figure 3-7. This is the same dialog box that appears when you first create a public or private team.FIGURE 3-8: Adding members to a team already created.
4 Start typing the name of the person you want to invite to the team in the text box.
5 Once you find the correct person, click that person’s name and then click Add.The users will be notified of their new team membership depending on how they have notifications set up. I cover notifications in detail in Chapter 8.
Managing Your Team Settings
You can control many different settings in Teams, such as adding and configuring channels, users, and chat behavior, and you will discover how to change these settings in the next section. The settings you will likely use the most frequently are for your specific teams. These include adding and removing owners, members, and guests; adding and deleting channels; and working with apps.
To open the settings for a team, click the ellipsis next to the name of the team to open the more options drop-down menu (shown earlier in Figure 3-8) and select Manage Team.
The settings screen for a team contains the following tabs at the top, as shown in Figure 3-9:
Members: The Members screen is where you add new members to the team. You can add people as members of the team or as guests. A guest user is a user who has access to Teams and can chat with you, but does not have access to the rest of your Office 365 ecosystem. I cover guest user access in detail in Chapter 7.
Channels: The Channels screen is where you can add a channel. A channel is an area of a team where you can chat about a common topic. For example, you might have a channel for carpooling, a channel for accounting, and a channel for clients. I cover channels in Chapter 4.
Settings: The Settings screen is where you manage the settings for a team, as shown in Figure 3-10. On the Settings screen you can set the team picture, set the permissions of users including what permissions you want to give to guest users, set how @mentions work (pronounced “at mentions”), get a link to the team that you can share so others can join the team, and other fun stuff such as adding virtual stickers.FIGURE 3-9: The management screen for a team with the Members tab open.FIGURE 3-10: The Settings screen is where you can control team settings. An @mention is when someone uses the @ (“at”) symbol followed by the name of a user in a message. It is essentially tagging the person so that Teams knows who the person is that is being mentioned. When your name is @mentioned, you will get a notification that someone has mentioned your name in a message. This will help you scroll through and find messages that are pertinent to you. I cover mentions and feeds in Chapter 8.
Apps: The Apps screen is where you can add apps to the team. You can see that some apps are installed by default. You can also add more by clicking the More Apps button. I cover apps in Chapter 5.
FIGURING OUT SETTINGS THAT MATTER TO YOU
There are many different settings in Teams, and the ones you use the most will likely depend on the size of your organization and how you communicate and interact with each other. For example, if you are a two-person consulting firm, you might predominantly use Teams with guest and external users. If you are a manufacturing company, you might mostly use Teams with people within your organization and prefer to focus on working with your feed to stay up to date with what’s going on. (A guest user and external user are completely different in Teams. It is a point of much confusion and I cover it in Chapter 7.)
My recommendation is to just take it slow and see how Teams unfolds for you and your organization. What matters to one person might not matter at all to someone else. As you continue your journey with Teams, keep in mind that there are seemingly endless settings and features. You don’t have to learn them all; you just need to be aware of what is available so you can get the most out of the product for your situation.
Managing Your User Settings
Several settings are unique to each individual Teams user. I like to think of these as your user settings; you can also think of them as your profile settings. These settings are found in the drop-down menu that appears when you click your profile image in the top-right corner of the Teams window, as shown in Figure 3-11.
You can use this menu to:
Set your current status such as Available, Do Not Disturb, and Away. I sometimes even set my status to Appear Away so that I can get work done without people knowing I am busy on my computer.
Set your status message so that others see a message and know what you are up to or what you want people to know. For example, I sometimes set this to the music I am listening to or a quote that I find particularly captures my current mood.
View chats and messages you have saved throughout Teams.
Open your profile settings (more on this shortly).
Adjust your zoom settings to zoom in and make items in your Teams window bigger or zoom out to make things smaller.FIGURE