Communicating in Teams

Transcript and instructions

1. Using the search bar at the top of Teams, type the person's name. The staff directory will pull up the matching names and show their staff email. Select the person you want, and then click the camera or telephone icon to make a video or audio call.
   
2. You can type the keyboard shortcut '/call' into the search bar at the top of Teams, then the person's name. Teams will automatically start a call with the person.
   
3. You can hover your cursor over a person's display icon and a box will appear with the option to call the person using audio and video.
   
4. You can select the 'calls' icon on the left side of Teams to see your call history and call back any people you may have missed. 

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1. While you are in a chat with a person or a group of people, you can start a call with individual people, or call the whole group
   
2. In the top right corner of the window is the phone and video icon. If you are in a chat with a group and click this, it will start a call with the group.
   
3. If you want to call an individual from the group, you can hover your cursor over that person's icon and click the 'call' button when the box appears over that person.

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1. Before you enter a meeting you'll be prompted to select your audio and video settings.
   
2. Use the sliders with the camera and mic icons to toggle your camera and mic on or off.
   
3. Select the 'gear' icon to open the settings for the mic and speakers. Ensure that the correct webcam and microphone are selected.
   
4. Click 'join now' and you'll enter the meeting. 

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1. While the call is in progress, click the 'screen share' icon in the top right corner next to the mic and camera icons.
   
2. Select what you would like to share. You can share the desktop of your computer, or any specific windows you have open at the time. If you have a document open such as a PowerPoint, you can share that too. If you have any media that has audio, select the 'include computer sound' slider.
   
3. Once you are sharing, you can toggle the audio on or off, and give control to people you are in the call with, by hovering over the top of the screen and using the controls. You can stop sharing by selecting the 'cross' icon. 

Transcript and instructions

You can communicate in Teams by starting a conversation in a channel or by using the Chat feature.

To communicate in a channel:

1. Select your desired Team & Channel
2. Click on the Start a Conversation button at the bottom of the main screen.
3. To reply to a channel message, select the little Reply link underneath the message

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In Chats, you can have individual or group chats with people. The content can be anything from text, images and attachments to emojis, images and animated gifs.

1. Click the chat icon on the left of screen
2. Select 'new chat' icon at the top of the chat panel 
3. Type the name or email address of the person or people you want to contact.
4. Select the down arrow to add a name to your chat group.
5. Begin your conversation by adding some content and click the send icon in the bottom right of the screen

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To pin a chat, select 'more options' and 'pin'. The chat appears in the pinned list.

To unpin a chat, select 'more options' then 'unpin'.

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To open your formatting options

1. Select 'format' below the box where you type your message.
2. Here you will be able to emphasise your text, add a strikethrough, add colour, highlight, align, create lists and add links. 
3. Click the ellipses button to show more options.
4. When you're ready, select the send a message icon.

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Sometimes your message needs to stand out. With options for a headline and image, channel announcements help your message cut through noise.  

1. In the channel, select 'format' below the box where you type your message.
   
2. At the top of box that appears, click the arrow next to 'new conversation' then 'announcement'.
3. Type a headline, change its background colour, or add a background image for the headline area - lots of options!
4. Type the topic of your announcement in the 'add a subhead' area, then the body of your message, and click 'send'.

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1. Click the format button when composing a message.
2. Select the 'everyone can reply' drop down menu.
3. Adjust permissions for such that 'everyone' or 'owners/moderators can reply.

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Cross-post an announcement or information to share it across multiple channels at once.

1. In a channel, start a message and select 'format'.
2. Select 'post in multiple channels' and select channels.
3. Choose which channels to cross-post to. You can share wherever you're a member. Select 'update', and your selected channels appear in the post.
4. Type a message and click 'send'.

Your posts will appear in the selected channels.

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You can use the @mention function within your Teams message to tag or notify a person or group of people.

1. Simply add an '@' symbol before the individual or group you wish to notify then select them from the list that will appear.

You will notice the mention will be added to your conversation box to be sent with your communication.

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Tags let you quickly reach a group of people all at once.

With tags, you can categorize people based on attributes, such as role, project, skill, training, or location.

1. Select 'Teams' on the left side of the app and find your team in the list. 
   
2. Select 'more options' button and 'manage tags' icon.
3. Click 'create tags'.
4. Give your tag a name and enter the team members names.
5. Click 'create'.
6. Use @YourTagName to give a mention or alert someone.

Here, you can create tags and assign them to people on your team.

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To include a file or picture in a message:

1. Click 'choose file' below the compose box. 
2. Choose a file or picture from your computer or OneDrive or search for one from the 'files' tab for that channel.
3. In a chat conversation, click the 'choose file' button and pick the file or picture you want from your computer or OneDrive.

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To share a link in your communication you can:

1. Simply paste your link info the compose box and press send. Teams may add some metadata and a thumbnail.
2. Click the 'format' button in the compose box.
   
   1. Select 'insert link'.
   2. You can edit the text that appears and paste your link into the address box.
   3. Click 'insert'.
   4. Send your message.

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Send acclaim to your employees and co-workers with Praise. Deliver in a chat, or for wider recognition, send it in a channel conversation. Revel in the good vibes.

1. Below the space where you write a new message or reply, select 'praise' or click 'messaging' button to find it.
2. Choose a badge.
3. Add the name of the people you want to praise and an optional description.
4. Select 'preview'.
5. Once it's ready to go, click 'send'.

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You can create an instant meeting from within your channel, post or chat areas in Teams.

For a meeting with everyone within a channel:

1. Click the 'meet now' icon in the top right of the screen
2. Edit your settings, meeting name, audio and video preferences where necessary 
3. Click 'join now'
4. You can add attendees by typing their name in the participants box in the top right of screen.