Table of Contents

Teams Introduction

Microsoft Teams is an app within the Microsoft 365 suite of products that brings colleagues and partners together in a single shared virtual workspace, for real time collaboration, communication, file and app sharing all in one place.

Within one window, you can use a variety of tools to help you work more effectively.

In Teams users can:

  • have a one to one or group text chat, audio or video call with internal and external contacts
  • create, share, edit and work together on documents at the same time using the online or desktop version of Word, Excel and PowerPoint
  • create Team theme-based work areas called Channels to help organise your team’s tasks, activities and documentation
  • manage calendars and arrange meetings and presentations with people inside and, if required, outside of the Council

If you are new to Teams, download a quick start guide.

Teams – Roles and Responsibilities

Within Microsoft Teams there are three user roles; Owners, Members and Guests

Team Owners can add and remove members, add guests if permitted, change team settings and handle administrative tasks. There should be multiple owners in any team.

Members are the people in the team. They can view and usually upload and change files. They also do the usual sorts of collaboration that the team owners have permitted.

Guests are people from outside of the Council who are invited to join the team. The ability to add guest users to Team sites has been restricted as a security measure but, this will not affect those sites with existing guest access.

The Role of the Team Owner

As a Team Owner you will need to manage your Teams on a day-to-day basis. This involves:

  • Being aware of your information governance responsibilities as this will help the Council to meet its responsibilities under GDPR.
  • Agreement with your team and line manager of the business need and purpose for your new Team
  • Reviewing and updating settings to make sure they match the business need.
  • Keeping up to date with any new functionality released in Teams.
  • Being active and engaging with your Team users to help them understand the app
  • Actively managing Team members on a need only basis, if members aren’t contributing, you should consider if they should remain a member of your Team.
  • Becoming a M365 Teams Champion to help drive adoption of Teams and to help maximise use of technology.
  • Deciding when the Team is no longer required and can be deleted.

Team Member are expected to:

  • Read and follow the ICT Acceptable Use Policy
  • Familiarise yourself with the Teams training resources
  • Speak with the Team owner about what it should and should not be used for and what your role is.
  • Not copy large quantities of data from your shared drives. Only use what you need at the time.
  • Not to download important and completed work back onto the relevant folder on the shared drive or SharePoint for long term storage and management.
  • Take responsibility for management of your data – ICT may not be able to help you if you lose data unless Possible link to Records Management page ?- check with Fiona A
  • Use Council email to document and communicate important decisions and information. Teams chats and channels are great for discussion but aren’t so good for keeping track of what was finally agreed.
  • Make sure you know exactly what you are sharing, and with whom (especially external guest users), and that it is in line with the purposes of your Team and in accordance to the Councils governance requirements.

How to use Teams for meetings

One of the features of MS Teams, is having meetings by audio and video. This function is very much like Skype, although offers enhanced features.

In a Teams meeting you can:

  • Share your screen so people can see your document or online site / apps when you are talking about them
  • Invite people who don’t have the MS Teams apps – they can use the web browser version and don’t need a username and password
  • Invite anyone as long as they have an email address, device (computer, tablet or smartphone) with a modern internet browser – they can then install the Teams app or access Teams on their browser. Only the organiser needs a MS 365 License.

MS Teams will eventually replace Skype. For the moment the Council will continue to run both apps.

Setting up a Teams Meeting

You can either make a quick audio call, or you can set up an audio or video meeting through your calendar. Attendees simply click on the link in your meeting invite.

More help on setting on a meeting.

Recording a Teams Meeting

Any Teams meeting or call can be recorded to capture audio, video, and screen sharing activity. The recording happens in the cloud and it is saved so you can share it securely across the organisation.

All users should consent to the recording prior to the start of the meeting.

How to record Teams meetings

Using Chat in Teams

Chat is at the centre of whatever you do in Teams. From individual chats with just one person to group chats and conversations in channels.

Starting a Chat

Create one-to-one chats as well as group chats.

Sending a message to a channel in Teams

When you go to any channel in Teams the first tab you’ll see is Posts. Think of this as a one big group conversation. Everyone who has access to the channel can see messages on the Posts tab.

Find out more about sending messages

How to hide, unhide, mute or pin a Chat

How to pop out a chat into a separate window

How to share your screen in chat

Create, Edit or Delete a Contact Group to find them more easily

One-to-one meetings in Teams