Technical Account Manager
Tips and Tricks for Microsoft Teams
As you begin to use Microsoft Teams, you are probably wondering if there are any tips and tricks out there that you don't already know about. After using Teams for over six months and reviewing its list of features, I have compiled my top five list of helpful tools and shortcuts I learned while using the platform. These features do not come naturally but can be powerful when used and can save you a lot of time and frustration.
Send Emails to a Channel From Anywhere
The ability to email a specific channel in Teams outside the application makes communicating a lot easier if you are juggling multiple things or don't have time to log into the application. Once configured, you can email directly to any channel via any email service. Here is a step-by-step guide to configuring this feature:
First, open up Microsoft Teams and click on the ellipsis next to the Channel name and choose "Get email address"
Then, copy the email address associated with the channel, as shown below.
After that, compose your email and send it to the copied address.
Now, everyone will see that email in the specified Channel within Teams as a message.
Hail a Crowd with Group Mentions
There is a way to get the attention of a group in Teams without tagging each individual. While this can only be done within the group chat window itself, it saves you from trying to remember each person's name and tagging them correctly.
To do this, open up a Teams Chat window and type, "@", followed by the Group Name or Email Address List. Select the group or email and send the message. All users will then receive your message in the Teams Group as well as a notification in their email inbox.
Meetings with Anyone, Anywhere
The conference calling feature of Microsoft Teams is a highly valued asset. Not only does it eliminate the need for an outside calling service; it allows any user to initiate a call with a group on-demand, with an easy-to-use interface that all Microsoft users are already comfortable with. It is as simple as this:
Compose a new meeting or appointment in Microsoft Outlook.
Click on "Teams Meeting" and a link will automatically be added into the body of the invite(shown below) that can be accessed by anyone. All they have to do is click on the link and they will be able to interact within the conference through their Teams application.
The keyboard shortcuts built into Teams can save you a lot of time dragging or clicking your way through a process in Teams. There are many ways to do one thing but wouldn't it be nice if you didn't have to strain your wrist to click-clack away at the screen with your mouse? Your fingers never have to leave the keyboard again! Or at least these shortcuts will save you a little time and stress because it's the little things that matter. Here are my favorite Teams shortcuts for Windows:
For a more complete and comprehensive list of Microsoft Teams shortcuts, including Mac, click here.
Zoom In or Out
While the capabilities of an application often come with scripts at a legible size, it's good to know that in Teams, you can easily personalize the size of your font in the chat window at any time with a simple command. Whether you prefer large fonts or you just want to test out sizes to see what is best for your screen.
All you have to do is type: Ctrl + (plus sign) to Zoom In and Ctrl - (minus sign) to Zoom Out. In the web application, you can also hold down the Ctrl key and use the wheel on your mouse to Zoom in or out.
If you want to stay current with new features and updates for Microsoft Teams, just look at the bottom left corner of your Teams window and select "Help". In this window, there will also be a few helpful tabs with new features or updates listed in "What's New", as well as video tutorials and a Help section including the FAQ.
It’s best to optimize any tool you use in the workplace—especially if it can save you time and patience. As you begin practicing these five tips and tricks, I am confident you will notice a reduction in the number of clicks and mouse drags in your workday; alongside a better understanding of everything Microsoft Teams has to offer.