HSCP and council colleagues can now contact people in external organisations via Teams. You can also share calendars, make video calls and check availability. This function was only available via Skype previously.
Contact colleagues via Teams in the following organisations:
- Highland Council
- South Lanarkshire Council
- North Lanarkshire Council
- Argyll and Bute Council
- Renfrewshire Council
- Glasgow City Council
- NHS Greater Glasgow & Clyde
- NHS Highland
- NHS Lanarkshire
- Local Government Digital Office
Start a Teams chat with an external user
Steps
- From Chat in Teams, click on the New Chat icon
- Paste your external colleague’s email
- Type your message and click Send
Hints and Tips
- You cannot search for the user
- Copy and paste the email address rather than typing from scratch
Start a Teams audio call with an external user
Steps
From a Chat with the User in Teams:
- Click on the Call Icon
- To end the Call, click on Leave
You can also start a call from Calls:
- Click on the Calls Icon
- Enter the User’s email address and select the result
- Click on Call
- To end the Call, click on Leave
Hints and Tips
- You cannot search for the user
- Copy and paste the email address rather than typing from scratch
Start a Teams video call with an external user
Steps
From a Chat with the User in Teams:
- Click on the Video Icon
- To end the Call, click on Leave
You can also start a call from Calls:
- Click on the Calls Icon
- Enter the User’s email address and select the result
- Click on the Video Icon
- To end the Call, click on Leave
Hints and Tips
- You cannot search for the user
- Copy and paste the email address rather than typing from scratch
- It’s always a good idea to message someone before calling them.
View the availability of external users in Outlook Desktop
Steps
- Create a new meeting in Outlook and add the email address of the external user
- Click on the Scheduling Assistant to view their availability
Hints and Tips
Refer to the legend at the bottom of the invite to understand the meaning of each colour/pattern.
Share your calendar in Outlook Desktop
Steps
- Click on Share in the ribbon and select your calendar
- Or right-click your calendar under My Calendars and select Sharing Permissions
- Click Add
- Enter the external user’s email address and click OK
- Click Apply and OK
- The external user will receive an invitation via email to accept your shared calendar
- They must click Accept
- They will then see the option to view your calendar under Shared Calendars
- They will be able to see when you are free or busy
Hints and Tips
To view their calendar, ask them to share their calendar with you.
View availability of external users in Outlook on the web
Steps
- Create a new meeting in Outlook and add the email address of the external user
- Click on the diagonal arrow to expand the meeting invite
Click on the Scheduling Assistant to view their availability
Hints and Tips
Refer to the legend at the bottom of the invite to understand the meaning of each colour/pattern.
Share your calendar in Outlook on the web
Steps
- Click on Share and select your calendar
- Or click the three dots next to your calendar and select Sharing and permissions
- Enter the external user’s email address and click Share
- The external user will receive an invitation sent via email to add your shared calendar
- They must click Add this calendar
- They will then see the option to view your calendar under Calendars
- They will be able to see when you are free or busy
Hints and Tips
To view their calendar, ask them to share their calendar with you
View the availability of external users in Teams
Steps
- Create a new meeting in Teams and add the email address of the external user
- Click on the Scheduling Assistant to view their availability