Microsoft To Do In Teams

How to Set Up a Microsoft Teams Meeting for First-Time Users

This guide is designed to help you set up a Microsoft Teams meeting for the first time.

It should also help you learn how to the different variations of Microsoft Teams meetings and the features at your disposal before, during, and after a meeting.

Here’s how to get started. If you’re already using Teams, you can jump to the section most relevant below:

Tasks in Teams brings together Planner, To-Do and Outlook tasks with smartlists to help y. Streamline your productivity by seeing all your tasks in one place. Free interactive classroom resources - Get activities, games and SMART Notebook lessons created by teachers for teachers. On mobile, this will happen when the Teams app is in the background. Busy is when you want to focus on something, and you do want notifications to pop up. If you’re in a meeting or call, Teams will automatically change your status to In a meeting or In a call (Busy) when not set to Do not disturb.

Microsoft To Do Groups

How to start a Microsoft Teams meeting

You can set up your Microsoft Teams meeting either through the Teams app or Microsoft Outlook.

Microsoft Teams applications are the secret sauce that Microsoft uses to enhance the user experience and bring all the different aspects of the Office 365 toolset. Apps make it easier to not have to leave Teams to get the work you need to get done, done. In this step-by-step tutorial, learn how to use Tasks in Microsoft Teams. View your tasks and shared plans across Microsoft To Do and Planner with the Tasks.

The meeting looks the same bothways.

You can decide which you want to use based on what makes the most sense to your company.

Microsoft is all about making meetings flexible so there are four ways that you can launch a discussion with your team:

  • Ad-hoc meetings: Created by clicking the “Meet Now” button to get everyone involved in a conversation as quickly as possible.
  • Private meetings: 1-on-1 conversations with specific colleagues or employees.
  • Channel meetings: Group conversations with an entire team or group of people.
  • Consultation meetings: Like in a telemedicine example where doctors and patients meet one to one.

How to Meet Now in Microsoft Teams

If you want to “Meet Now” in Microsoft Teams, you’re probably looking for the quickest way to get all of the people in a channel talking.

All you need to do is select the little camera icon in a new or existing conversations.

In your video preview, enter a name for your meeting, and click Meet Now.

Click on the names of the people you want to invite to your meeting.

You can also type phone numbers if you want to add people from outside of your organization to the discussion.

If you want to joina meeting using Meet Now, look for the camera icon in a conversation and click Jump In.

If you want to sharea screen during your meeting, click the screen icon to show your screen to the other people you’re talking to.

The ellipses icon will give you other in-meeting controls, including the option to record the meeting and have it emailed to you.

How to schedule a Microsoft Teams meeting

You can schedule Microsoft Teams meetings using your Exchange calendar.

Your calendar in Teams is automatically synced to your Exchange calendar.

Every meeting scheduled in Teams automatically becomes an online meeting.

To schedule a meeting in a chat window, select the icon that looks like a calendar in the chat below the box where you usually type your messages.

You can also go to the Calendar tab on the left-hand side of the app and click on New Meeting.

Select a range of time within the calendar and Teams will open a scheduling form, where you can give your meeting a title, invite people, and add meeting details.

Microsoft Teams also has a Scheduling Assistant you can use to find a time that works for everyone.

Once you’ve got all the details ironed out, click Save. This closes the scheduling form and sends an invite to everyone’s inbox.

To create a channel meeting, click on New Meeting and type the name of one or more channels into the box that says Add Channel.

Channels can’t be added or edited after you’ve sent your invites.

You’ll need to send a new invite if you decide to add extra channels later.

When you have a channel meeting, everyone in the team can see and join that channel.

Once again, you can use the Scheduling Assistant with a channel meeting.

You can also use dropdown boxes on your calendar to add a recurring meeting to everyone’s calendar.

Remember, in a Microsoft Exchange calendar, all Microsoft Teams Meetings will show a Join button five minutes before a meeting is set to start.

When someone joins a meeting, the event changes colors to let you know that someone’s online.

How to schedule a Microsoft Teams meeting from Outlook

You can also schedule your Microsoft Teams Meetings from Outlook.

The Microsoft Teams Outlook add-in allows people to view, accept, or enter meetings from Teams, or Outlook.

To schedule a meeting, open Outlook and click on New Teams Meeting in the calendar view.

Add the people that you want to include in the meeting to the To field.

If you want a bunch of people to join the meeting at once, you can invite entire contact groups.

Add your meeting subject, as well as a location, start time, and end time, then click Send to inform your team.

You can also invite people outside of your organization to a Teams Meeting from Outlook.

All you need to do is add them as guests before the meeting starts, so they don’t need to join anonymously.

Add guests to your team by selecting Teams then visiting the team in your list. Click on … (More Options) > Add member.

Enter the email address of the guest.

Anyone with a business or consumer account can join your team as a guest.

You can also edit guest information to give them a name.

Click Add to send a welcome email to your guest.

Customize your Microsoft Teams background

Video conferencing is a great way to bring teams together, regardless of where your users are. However, people may be reluctant to join a video meeting if their environment is messy or distracting.

The good news? Microsoft Teams changes all that.

You can blur everything behind you in a video, for absolute privacy.

To do this, simply:

  • Click on your audio and video settings screen when you join a meeting
  • Choose the ellipses “…” for more options
  • Tap on Blur my background

You can also add custom backgrounds like an office environment or company logo, rather than blurring out the background.

Microsoft Teams Custom Backgrounds

Microsoft introduced virtual backgrounds for Microsoft Teams in April 2020. Microsoft said it designed custom backgrounds to let you replace your real meeting background with a “fresh and bright home office.”

To find virtual backgrounds, launch a video chat and tap the menu:

Click Show background effects.

This will bring up a sidebar with some alternative background options.

You can only use stock photos from Microsoft for now but watch this space.

For something more advanced, and to stand out in front of your boss, colleagues, or clients, you can opt for a third-party background.

To download a selection of premium Microsoft Teams backgrounds, you can choose from 300 high-quality images here.

How to add members to Microsoft Teams Meetings

The are various ways that you can add people to a meeting in Microsoft Teams.

For instance, if you have Anonymous Join enabled, then anyone can join the conference as an anonymous user by clicking on a meeting link invitation.

You can turn Anonymous Join on by visiting the Microsoft Teams admin center, clicking on Meetings > Meeting Settings > Participants:

If you want more control over who attends your meetings, toggle this switch off, and send invitations to individual team members instead.

As well as inviting everyone in a channel or conversation to a meeting at once, you can also send an email and phone number invitations too.

Before a meeting, you can use the Invite People box when you start your meeting to search for people and invite whoever you like.

When you’re in a meeting, click on Show participants icon your meeting controls to see who’s there, who’s been invited, and who isn’t there yet.

To ask someone to join a meeting, you can click on More Options (…), then Ask to Join.

Alternatively, type a person’s name into the search box (if they’re in your organization), or their phone number or email address.

Want to customize your meeting invitations?

Click on Meetings > Meeting Settings > Email invitation.

Here, you can customize the logo that shows up in your email invitation, as well as the footer, to make your invite seem more professional.

How to see everyone in Microsoft Teams

Microsoft Teams allows for up to 250 people to participate in a single Teams meeting.

But, this doesn’t mean you can see all users at the same time. Until recently, Teams only allowed users to view the 4 last active participants in a video call.

As part of the thirdanniversary of Microsoft Teams celebration on the 20th of March, Microsoft rolled out various updates, including a new ability to see up to 9 people in a meeting at the same time.

The upgrade to simultaneously being able to view 9 participants came with a few exciting other features for Microsoft Teams meetings, like:

  • Background blur for iOS devices
  • Enhanced audio even when using networks with high packet loss
  • Booking apps added to teams
  • Custom backgrounds for video meetings
  • A raise handsfeature to let your colleagues know you have something to say
  • The option to formally end meetings for all Teams participants at the same time

The new 9-person view for Microsoft Teams will feature a 3×3 grid of the most active people in your meeting.

The option will be rolled out incrementally so keep checking your Teams meetings for this.

Choosing what you want to see in a Teams meeting

Although you can’t switch from one screen layout to another in a Teams meeting, Microsoft anticipates what you need to see during conversations.

When someone is speaking, they’ll be added to the roster of the 9 videos you can see on your screen at once.

There are also a few ways to choosewhat you want to see in a Teams meeting, like:

  • Pinning the video: If you need to focus on a particular person during a video conference, right-click on the video you want to pin and select Pin.This keeps the video feed on your screen, no matter who’s talking.
  • Switching between content: When a video presentation appears, you can switch between viewing the content and watching other people in the room. Click on the video you’re interested in to focus on a particular person or presentation.
  • Reframing your video: If you want a different view of a specific video, right-click on the content and click fit to frame.Choose fill frameto get a closer, more cropped view.

In-meeting controls and what you can do with Microsoft Teams

As an admin, you’ll be able to use your Meetings settings to control plenty of factors, including whether anonymous people can join teams and more.

You can:

  • Allow audio conferencing: With an audio conferencing license, people will be able to dial-in to your meetings from over 90 different countries.
  • Set up a virtual lobby: Any attendees not in your organization will appear in a virtual lobby by default with Microsoft Teams. This allows you to choose who should have access to the conversation.
  • Mute attendees: In large meetings, you can click on the Mute option on an attendee’s profile to stop them from disturbing other people in your group. You can also unmute them later, or mute everyone but yourself.
  • Screen or application sharing: Click on the screen icon on your Microsoft Teams meeting to share your screen. If you only want to share a specific window or application, you can choose exactly how much to share.
  • Interactive troubleshooting: Teams will automatically tell you if it detects any problems. For instance, you’ll get a notification if you’re trying to speak to your team when you’re muted.
  • Call analytics and recordings: Clicking the … More Options button on Teams will allow you to record a meeting, which can be sent straight to your inbox after the discussion is finished. Microsoft also offers a range of analytics to help troubleshoot potential issues with your meetings too.

More from Microsoft Teams

Hopefully, this guide has presented itself useful for first-time or returning Microsoft Teams users and admins.

To start taking full advantage of Microsoft Teams, I’ve included our Microsoft Teams library that you and your team (no pun intended) should find useful:

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Microsoft Teams Best Practices: 15 To Get You Started

To use Microsoft Teams effectively, it’s important to adhere to Microsoft Teams best practices.

Whether you’re starting fresh or a Teams pro, there’s always something new to learn in Microsoft Teams.

In this post, we’ve curated 15 Microsoft Teams best practices to help you use Microsoft Teams effectively.

Microsoft Teams best practices included:

  1. What is the best way to organize Microsoft Teams?

How to create a team in Microsoft Teams

Before you create a team, make the decision whether your topic should be a group chat or needs a dedicated team.

Jacob Simon, Unified Collaboration Analyst at Foot Locker, says “Know the limitations of chats and when to create a proper team.”

Group chats are ideal for gathering people together to discuss something one-off.

For example, when you need to catch up on a project but don’t need to flag your activity to the rest of the team.

You might be part of the design team working on a new graphic for a new product. The engineers don’t need to be part of your conversation as you walk through your new color palette.

Create a team when you have a set topic that needs collaboration from many parties.

For ongoing projects, or for private department breakout areas, teams are superior to group chats. Benefit from gathering your whole team in a dedicated area and use message threads and other team-based functionality to your advantage.

Here’s how to create a team in Microsoft Teams:

  1. Select Teams on the left-hand pane
  2. Choose Join orCreate a Team
  3. Select Create a New Team
  4. Choose Build from Scratch or Create from existing group
  5. Choose Private, Public, or Org-wide
  6. Add a name and description then click Create
  7. Add members from your organization using their name
  8. Invite external guests using their email address
  9. Add further channels to the “General” channel which gets created for you

To customize your channels, check out this video below.

Best practices for Microsoft Teams channel names

When you start creating teams and channels, you may have an idea of what a “good” name looks like.

It might take some iterating but once you’ve settled on a format, the most important thing you can do is to communicate the naming convention for your Microsoft Teams deployment.

For example, you might decide to keep things simple like having a General team and a channel per department.

This example is easy to stick to. But, when other users have access to create (and name) teams and channels, your guide will come in handy.

Microsoft to do in teams background

If members of the marketing team can create breakout channels for content marketing, product marketing, and email marketing, you have three users creating new channels.

They could be left to name channels as they like but you may need those channel names at a later date. Another example is time-sensitive channel names.

Badal Ratra, a frequent contributor in the Microsoft Teams community forum, asked this question:

As a few people pointed out, dates sound like a good idea for a channel name but become impossible to manage and are out of date if your channel is used later than this date.

You should also think about the character length of your channel names.

When Teams is used on mobile or a minmized browser version, only the first few characters will be visible.

Renaming Microsoft Teams channel names

Changing a channel name at a later date is possible.

Team owners and members can change the name of a channel by selecting the channel in the list, then More options > Edit this channel.

If you don’t see the Edit this channel option, that means that a team owner has changed the permissions that members have.

For those looking to change the name of the General channel, this is something Microsoft locks down as your original and default channel.

How to change your password in Microsoft Teams

It is best practice to change your password frequently. Your organization may have rules for how long this period is. If they don’t, for maximum security, make sure you change your password every month.

To change your password in Teams, follow these instructions:

  1. Select Security
  2. Choose Password security
  3. Enter your current password followed by a new password
  4. Enter your new password again to make sure you chose the password you were aiming for
  5. Hit Save

If you have forgotten your Teams password, follow these steps:

  1. Go to the login screen on Teams
  2. Enter your email address
  3. Choose Forgot your password?
  4. Check your email for a temporary password
  5. Follow the steps outlined to choose a new password

Managing notifications in Teams

Heather Bicknell, Product Marketing Manager at Lakeside Software, says there are three key things to look out for when it comes to balancing notifications.

  1. Tune your notifications if you’re suffering from notification fatigue – only turn on notifications for the channels that are most important. The rest can be checked on an ad-hoc basis.
  1. Use team @ tagging sparingly, especially for large groups. If you ping people too frequently in items that don’t concern them, they’ll start to ignore you. The object of @ tagging becomes redundant when overused.
  1. Create new teams and channels to avoid sprawl and unnecessary complexity. If something feels off-topic in a particular channel, it probably belongs in its own channel with the right team members.

What is the best way to organize Microsoft Teams?

There is no defined right way to organize Microsoft Teams. Each user is free to use Teams as they wish and with best practices they may have picked up themselves.

That said, here are four best practices for organizing Microsoft Teams:

1 – Use chats for one-to-one messages and group chats not pertaining to a specific topic. Group chats for specific topics should take place in channels.

By using chats, you only gain the attention of the specific person or people you wish to chat with.

Other members of your team(s) can carry on their day uninterrupted.

2 – Use channels for collaboration on a specific project, topic, campaign, etc. By moving these types of messages outside of chats, you can utilize files, integrations, and any apps you’ve associated with that channel.

When you have a specific channel for each piece of work, campaign, or project you’re working on, all the chat history, meeting history, and files pertaining to the topic are housed within the same channel.

This makes access and searching more productive.

3 – Make Teams your work environment, not your communications environment.

Built into Teams is the ability to store and work on most of your Microsoft 365 apps like Word and PowerPoint.

Rather than switching between your Microsoft apps (Teams, Word, Excel, PowerPoint, etc), you can launch your latest board report or blog post without leaving Teams – or even leaving the channel.

4 – Use universal channels to chat with people outside your Teams tenant or on other platforms like Slack and Webex.

If you’re staying in Teams for chat, meetings, and working on documents, it’s likely you want to stay in Teams for everything.

So, why should you have to close down Teams and fire up another app because your contractors or clients don’t use Teams?

Create a universal channel in your chosen team and dedicate this to a client or external contact like you would an internal project or channel.

They get an invite to join from Slack or Webex.

You get to stay in Teams and your external contacts carry on chatting to you from their existing platform.

Appropriately using likes and reactions

Unlike on social media, where likes indicate agreement or endorsement, use likes to confirm you have read a message or actioned a task.

For example, if a member of your team asks if you’ve completed the billing run for this week, a simple like confirms to them it’s complete.

Reactions, on the other hand, should be used for agreement and endorsement. That’s why there’s so many! You can like, love, smile, be shocked, express sadness, or anger at something a team member has said.

How to record on Microsoft Teams

If you are hosting a Teams meeting for training or an interview, it is best practice to record this meeting.

Once recorded, you can playback both video and audio components of your meeting. These can be used for marketing materials, training videos, podcasts, or just listening back for a key quote from the person you interviewed.

During a Teams meeting, hit the … button and select “Start recording”.

You will know your meeting is recording as Teams will display this message at the top of your meeting.

To download or playback your recording, you have two options.

You can either navigate to your meeting in Teams. Here, you have the option to listen or watch back the meeting within your Teams client.

Your second option is to log in to Microsoft Stream. In Stream, you have access to a list of all Teams meeting recordings. You can download, playback, edit, and share from Stream.

Microsoft Teams background images

If you’re working from home, or a sensitive environment, use Microsoft Teams background images to hide your background.

In Microsoft Teams, you have several options to hide your background.

  1. Blur your background

To do this:

  • Click on your audio and video settings screen when you join a meeting
  • Choose the ellipses “…” for more options
  • Tap on Blur my background
  1. Use a Teams background image

To do this:

  • Tap the … 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

For something more advanced, and to stand out in front of your boss, colleagues, or clients, you can opt for a third-party background.

To download a selection of premium Microsoft Teams backgrounds, you can choose from 300 high-quality images and videos here.

Microsoft to do in teams free

Microsoft Teams best practices for messaging Slack users

If you have external contacts (or internal) who use Slack instead of Microsoft Teams, what is your current experience?

Do you switch to Slack every time you need to chat with them? Maybe you make them switch to Teams even though they use Slack all day?

Instead of switching between apps to accommodate others, create a universal channel between the two platforms.

This allows you to stay in Microsoft Teams and your contact to stay in Slack.

To connect with Slack users without leaving Teams, follow these steps:

For Microsoft Teams admins

If you’re an admin on your Microsoft Teams tenant, you can install the app directly.

Once installed, send your unique channel URL to any contacts you wish to invite into the channel. Or use the “invite by email” tool and your contact will receive an invitation to join your universal channel. They can join via the same install flow but in Slack.

When your contacts join your universal channel, you can start to chat cross-company and cross-platform!

For non-admins

Step 1

  • Make sure you’re on a paid Microsoft Teams plan. We’re unable to get organization/tenant information on free accounts so the app won’t work as intended.
  • Open Microsoft Teams.

Step 2

From the sidebar, find and click on “Apps“.

  • If the option to install an app doesn’t show up, this might mean you don’t have permission to install the application.
  • You can either ask your administrator to grant you permission or forward them an email with the app install details.

Step 3

Search Mio in the search bar and select the result on the right.

Step 4

Select the down arrow 🔽 on the “Add” button and choose Add to a team.

NOTE: The app will not work as intended if it’s not added to a specific team.

Step 5

On the following screen, search for the channel of a Team you want to install Mio in and select Set up a bot.

NOTE: You can always add Mio to more Teams later.

Step 6

Check for a direct message from the Mio bot and click Authenticate to login to your account.

Step 7

Microsoft

Congratulations, you installed Mio! Look for a message from Mio to get started.

Type ‘help’ in a direct message to the Mio bot for further help.

You may also like: 7 Ways to Connect Slack and Microsoft Teams

Microsoft Teams best practices for messaging Webex users

What happens when you need to chat with someone who uses Webex for collaboration?

It could be a contractor, a supplier, or even a client. Whoever they are, you shouldn’t need to leave Teams to talk to them.

By installing a universal channel between your Teams app and your contact’s Webex Teams app, you can chat cross-platform and cross-domain.

See it in action below:

To install a universal channel in Teams, follow these steps:

For Microsoft Teams admins

If you’re an admin on your Microsoft Teams tenant, you can install the app directly.

Once installed, send your unique channel URL to any contacts you wish to invite into the channel. Or use the “invite by email” tool and your contact will receive an invitation to join your universal channel. They can join via the same install flow but in Webex Teams.

When your contacts join your universal channel, you can start to chat cross-company and cross-platform!

For non-admins

Step 1

  • Make sure you’re on a paid Microsoft Teams plan. We’re unable to get organization/tenant information on free accounts so the app won’t work as intended.
  • Open Microsoft Teams.

Step 2

Microsoft To Do In Teams

From the sidebar, find and click on “Apps“.

  • If the option to install an app doesn’t show up, this might mean you don’t have permission to install the application.
  • You can either ask your administrator to grant you permission or forward them an email with the app install details.

Step 3

Search Mio in the search bar and select the result on the right.

Step 4

Select the down arrow 🔽 on the “Add” button and choose Add to a team.

NOTE: The app will not work as intended if it’s not added to a specific team.

Step 5

On the following screen, search for the channel of a Team you want to install Mio in and select Set up a bot.

NOTE: You can always add Mio to more Teams later.

Step 6

Check for a direct message from the Mio bot and click Authenticate to login to your account.

Step 7

Congratulations, you installed Mio! Look for a message from Mio to get started.

Microsoft To Do In Teams Online

Type ‘help’ in a direct message to the Mio bot for further help.

You may also like: 5 Ways to Connect Microsoft Teams and Cisco Webex

Add some Microsoft Teams integrations

Microsoft Teams is full of pre-built apps to make the Teams experience better for users of Office 365 apps like SharePoint and Excel.

It could be the reason you’re using Teams in the first place. In fact, 59% of Office 365 users are using Microsoft Teams.

Outside of the Office 365 suite, there are tons of Microsoft Teams integrations made to help you use Teams as your primary tool for work.

Tools like these help users combine their Office 365 and [any other tool] experience into a single pane of glass:

  • Mio
  • Zoom
  • Cisco Webex Meetings
  • Cacoo
  • LucidChart
  • Mural
  • Wrike
  • Givitas
  • Mindmeister
  • Jell
  • Meistertask
  • Soapbox
  • ServiceNow
  • Hive
  • Woobot
  • Any many, many more.

Check out the full post of Microsoft Teams integrations here.

Using the Microsoft Teams web app

If you find yourself in an area where you don’t have enough bandwidth to load your Teams desktop app, or you are using a shared computer that doesn’t have Teams installed, try using the Microsoft Teams web app.

Here, you have access to most of the features you have in your desktop app. The major difference? There’s no download and you only need your browser CPU to start using Teams.

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 your desktop app.

Alternatively, you can use the Microsoft Teams mobile app. If you are in between desktops or don’t have space to get your laptop out on a train, the Teams mobile app allows you to keep track of conversations in your teams and channels.

How to delete chats in Microsoft Teams

One of the Microsoft Teams best practices that sounds a little odd is deleting chats.

If you’ve sent the wrong information or changed your mind on an idea, you can edit or delete chats in Microsoft Teams.

All you need to do is find the message you wish to delete and hover over the message until the emojis and appears:

Click and choose delete message if your message is no longer relevant. Choose edit message if you made a typo or wish to change your message.

Once you have deleted your message, you will see a confirmation message where your message was before.

How to delete channels in Microsoft Teams

It is best practice to delete channels in Microsoft Teams if they become unused.

Rather than subjecting users to a channel list full of unused channels, you can choose to to delete them.

If you need to delete an entire channel in Microsoft Teams, Microsoft provides simple instructions to do so.

You will need to be logged into the desktop version or Android version of Teams to do so. As of August 2020, iOS does not support channel deletion.

To delete a channel, go to the channel name and click More options > Delete this channel.

When you delete a channel, you will lose all it’s contents and conversation history.

Why can’t I delete a channel in Teams?

Tasks By Planner And To Do

There are several reasons you may not be able to delete a channel in Microsoft Teams. These include:

  • Admin rights for deletion (contact your Teams admin)
  • Retention policy does not allow for channel deletion (SharePoint settings)
  • Private channel (only creator of channel or admin can delete)

If none of the above work, it could be a possible bug in Teams. Try reporting to Microsoft via your Office 365 portal.

Microsoft Teams out of office

This Microsoft Teams best practice is much like the world of email. If you’re not available because you’re on vacation or traveling, your co-workers need to know.

To set your Microsoft Teams out of office, follow these steps:

  1. Click your profile image in the top right-hand corner
  2. Choose Set status message
  3. Type your out of office message
  4. To redirect people to other co-workers in your absence, you can @ mention them
  5. Check show when people message me
  6. Select the time period you wish the message to last for
  7. Click Done.

Microsoft To Do In Teams Login

These Microsoft Teams best practices should be enough to keep you going for a little while.

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